Your private information is important to us. We are committed to making sure your Protected Health Information stays secure at CKC. Below is our privacy policy for you to learn more about how we handle your information.
Independent Practice Notice
Each therapist at Central Kansas Counseling operates as an independent contractor and manages their own individual practice. While contracted with Central Kansas Counseling, therapists function autonomously and serve as their own designated privacy officers.
If you believe your therapist has violated your privacy rights, please contact them directly through your secure client portal or by phone at (620) 869-9986.
Your Information. Your Rights. Our Responsibilities.
This notice outlines how your medical information may be used and disclosed and how you can access this information. Please review it carefully.
Protected Health Information (PHI) refers to information that identifies you or could be used to identify you and relates to your past, present, or future physical or mental health, the provision of healthcare services, or payment for such services.
Your Rights Regarding Your PHI
You have the right to:
Obtain a paper or electronic copy of your medical record
Request corrections to your medical record
Request confidential communication
Ask us to limit what we use or share
Receive a list of those with whom we’ve shared your information
Obtain a copy of this Privacy Notice
Designate someone to act on your behalf
File a complaint if you believe your rights have been violated
We will request identification prior to releasing records.
Accessing Your Medical Records
You may request access to your medical records in paper or electronic form. Requests will be fulfilled within 15 days when reasonable.
You may take notes or use personal devices (e.g., smartphones) to document your PHI during your review.
Requesting Corrections
You may request an amendment to any part of your health record you believe is inaccurate or incomplete.
We may decline your request but will provide a written explanation within 60 days.
Confidential Communication
You may request to be contacted in a specific manner (e.g., at work instead of home) or at a specific location. All reasonable requests will be honored.
Requesting Limitations on Use or Disclosure
You may request restrictions on how we use or disclose information for treatment, payment, or healthcare operations.
While we are not obligated to agree, we will do so when feasible and not detrimental to your care.
If you fully self-pay for a service, you may request that information not be disclosed to your insurer. We will comply unless legally obligated to share it.
Accounting of Disclosures
You may request an accounting of disclosures made over the previous six years, excluding those related to treatment, payment, and operations.
One accounting per year is provided free; additional requests may incur a reasonable fee.
Privacy Notice Copy
You have the right to receive a paper copy of this notice at any time, even if you previously agreed to electronic delivery.
Personal Representatives
If someone holds legal authority (e.g., medical power of attorney or legal guardianship), they may exercise your rights under this notice.
We will verify legal authority prior to action.
Disclosures to Third Parties
Requests for direct electronic copies of your PHI to third parties must meet the following criteria:
Limited to PHI maintained in an Electronic Health Record
Clearly stated, conspicuous, and specific
May be made orally, in writing, or electronically
Fees and Charges
Paper records: $6.50 flat fee
Electronic records: No charge
Written summaries or documentation outside your standard file: Billed at a pro-rated session rate in 15-minute increments
You may request individualized fee estimates and itemized invoices.
Filing a Complaint
If you believe your privacy rights have been violated, you may:
Contact your therapist via the client portal or call (620) 869-9986
File a complaint with the U.S. Department of Health and Human Services:
Mail: 200 Independence Avenue, S.W., Washington, D.C. 20201
Phone: 1-877-696-6775
We will not retaliate against you for filing a complaint.
Your Privacy Choices
For certain situations, you have the right to direct how your information is shared:
With family or friends: You may instruct us to share—or not share—your information with family or others involved in your care.
If you're unable to communicate (e.g., unconscious), we may share your information when necessary for your safety or wellbeing.
Psychotherapy notes will never be disclosed without your written consent.
Permitted Uses and Disclosures
We may use or disclose your health information for the following purposes:
Treatment
To provide, coordinate, or manage your care (e.g., consultation with your physician).
Practice Operations
To run our organization and ensure quality care.
Billing and Payment
To process claims and receive payment from insurers or third parties.
Other Uses and Disclosures
We may also disclose your PHI when required or permitted by law, including:
Public health and safety: Reporting abuse, threats, or domestic violence
Health research
Legal requirements: Including audits by the Department of Health and Human Services
Workers’ compensation
Law enforcement and legal proceedings
Health oversight activities
Special government functions: e.g., military, national security
Laws Regarding Reproductive Health Privacy
We will not disclose your information if the request is intended to:
Investigate or penalize lawful reproductive healthcare
Identify individuals involved in providing, facilitating, or receiving such care
Requests for PHI related to reproductive healthcare must include a signed attestation confirming that the request is not for a prohibited purpose.
Our Responsibilities
We are legally required to protect the privacy and security of your PHI.
We will notify you promptly if a breach occurs that may compromise your information.
We will follow the terms outlined in this notice and provide you with a copy.
We will not use or share your information without your written authorization, except as described here.
You may revoke your authorization at any time in writing.
Changes to This Notice
We reserve the right to amend this notice at any time. Changes will apply to all PHI we maintain. The updated notice will be available in our office and in your client portal.