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AUTHORIZATION EXCEPTION FOR INDIVIDUAL CARE [DP135]
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Scope: Enterprise
Distribution: Executive Leadership Team; Director of Information Technology, Privacy and Data Security; Directors, Managers and
Supervisors; All Working Well Mental Health Services Employees and Others with Access to Protected Health Information
Purpose: To define care giving situations when the organization can use or disclose Protected Health Information without written
authorizations.
External Regulation or Standard: 45 C.F.R. §164.510(b) ‐ uses and disclosures for involvement in the individual’s care and
notification purposes

Who is Responsible Statement Policy, Standard, or Procedure Statement
Number
Employees and DP135.1 The organization may disclose to a family member, other relative, close personal
others with Access friend, or any other person identified by the participant, Protected Health
to PHI Information (PHI) that relates to that person’s involvement with or payment
related to the participant’s care.

Employees and others DP135.2 The organization may use or disclose a participant’s PHI to notify, or assist in the
with Access to PHI notification of ‐‐ including identifying or locating ‐‐ a family member, a personal
representative of the participant, or another person responsible for the care of
the participant of the participant’s location, general condition, or death.

Employees and others DP135.3 The organization will follow all applicable laws and regulations when disclosing
with Access to PHI PHI about a participant’s care or for notification to the participant’s family
member, friend, or any other person identified by the individual.

Employees and others DP135.4 The organization will seek agreement from participants to disclose their PHI
with Access to PHI relevant to the participant’s care to the participant’s identified family member,
friend, or any other person identified by the participant.
Employees and others DP135.5 If necessary given the condition of the participant or critical circumstances
with Access to PHI involved, the organization may determine from the circumstances that the
individual does not object to the disclosure of PHI relevant to the participant’s
care to the participant’s family member, friend, or any other person identified by
the individual.
Employees and others DP135.6 The organization may determine from the circumstances, based on the exercise
with Access to PHI of professional judgment, that PHI relevant to the participant’s care may be
disclosed to notify, or assist in the notification of a family member, a personal
representative of the individual, or another person responsible for the care of
the individual, of the individual’s death.

Employees and others DP135.7 The organization may use or disclose PHI to a public or private entity, authorized
with Access to PHI by law or by its charter to assist in disaster relief efforts, for the purpose of
coordinating with the entity to notify, or assist in the notification of a family
member, a personal representative of the individual, or another person
responsible for the care of the individual, of the individual’s location, general
condition, or death.

Employees and others DP135.8 In the event that the individual is not present, or the opportunity to agree or
with Access to PHI object to the use or disclosure cannot be provided because of the individual’s
incapacity or an emergency circumstance, the organization may determine

GES CONFIDENTIAL 59