Effective:  April 14, 2003

This notice describes how personal information about you may be used and disclosed and how you can get access to this information. Please review it carefully.

Our Organization

This notice describes the privacy practices of the Scioto County Board of MR/DD (the MR/DD Board).   This notice also describes the privacy practices of persons or entities which have signed a contract with the MR/DD Board and which are acting as business associates, and have promised to follow the same rules of confidentiality.

The MR/DD Board includes services delivered in these components by employees and volunteers:  Early Intervention, Carousel Preschool, Vern Riffe School, Adult Services, Case Management, Primary Service Coordination, Transportation, and Community Residential Services. 

If you want to know about the privacy practices of service providers who are not employed by the MR/DD Board and who are not business associates, you should contact them directly.

Privacy Promise

The Scioto County MR/DD Board understands that your personal information needs to be kept private. Protecting your personal information is important. We follow strict federal and state laws that require us to keep your personal information confidential.

 How We Use Your Personal Information

When you receive services from the MR/DD Board, we may use your personal information for such activities as providing you with services, billing for services, and conducting our normal board business known as health care operations.

Examples of how we use your information include:

Treatment - We keep records of the care and services provided to you by the MR/DD Board.  For example, your primary service coordinator keeps notes on all contacts made in coordinating and arranging for services.  If you see a nurse working for the MR/DD Board, the nurse will keep records of any care you receive.  MR/DD Board staff members may share your personal information among themselves while helping to develop your service plan.  

Most of the time, if MR/DD Board staff members want to share your personal information with anyone who is not employed by the MR/DD Board, you must give them written permission first.

Some personal records, including confidential communications with a mental health professional and substance abuse records, may have additional restrictions for use and disclosure under state and federal law.

Payment – We keep records that include payment information and documentation of the services provided to you. Your information may be used to obtain payment for your services from Medicaid, insurance or other sources.  For example, we may disclose personal information about the services provided to you to confirm your eligibility for Medicaid and to obtain payment from Medicaid.  The MR/DD Board may use your personal information to determine the amount and type of Medicaid services you can receive and send this information to the proper department in the state government.

Health Care Operations – We use personal information to improve the quality of care, train staff, manage costs, conduct required business duties, and make plans to better serve you and other individuals enrolled in the MR/DD Board. For example, we may use your personal information to evaluate the quality of treatment and services provided by our service staff.

Other Services We Provide

We may also use your personal information to:

•   Determine whether you are eligible for services from the MR/DD Board

•   Recommend to you service alternatives and other possible benefits

•   Tell you about other service providers who may be able to help you

•   Remind you of an appointment, unless you tell the MR/DD Board staff that you do not wish to be reminded

•   Allow the MR/DD Board to review direct service contracts

•   Allow local, state, federal agencies to monitor your services

•   Investigate incidents affecting health and safety, to report these kind of incidents and to take steps to protect your health and safety

•   Allow the MR/DD Board to prepare reports required by the Ohio Department of Mental Retardation and Developmental Disabilities and the Ohio Department of Job and Family Services

•   Contact you for assistance in passing levies, unless you notify the MR/DD Board that you do not wish to be contacted for these purposes

 Sharing Your Personal Information

There are limited situations when we are permitted or required to disclose personal information without your signed authorization. These situations are:

•  To protect victims of abuse, neglect, or domestic violence

•  To reduce or prevent a serious threat to public health and safety

•   For health oversight activities such as investigations, audits, and inspections

•   For lawsuits and similar proceedings

•   For public health purposes such as reporting communicable diseases, work-related illnesses, or other diseases and injuries permitted by law; reporting births and deaths, and reporting reactions to drugs and problems with medical devices.

•   When required by law

•   When requested by law enforcement as required by law or court order

•   To coroners, medical examiners, and funeral directors

•   For organ and tissue donation

•   For workers’ compensation or other similar programs if you are injured at work and are covered by workers’ compensation or other similar programs

•   For specialized government functions such as intelligence and national security

All other uses and disclosures, not described in this notice, require your signed  authorization. You may revoke your authorization at any time with a written statement.

Our Privacy Responsibilities

The MR/DD Board is required by law to:

•   Maintain the privacy of your personal information

•   Provide this notice that describes the ways we may use and share your personal information

•   Follow the terms of the notice currently in effect.