Choices Network Privacy Policy



Your Health Information is Protected

The law says that information about you and your health is private and be protected from others who do not need to know it.  Protected health information (PHI) includes your diagnosis, the services you receive, how your services are paid for, and any information that identifies you such as your name, address, etc.  The Health Insurance Portability and Accountability Act of 1996 and regulations promulgated thereunder, commonly known as HIPAA, requires us by law to maintain the privacy of your PHI and to provide you with notice of our legal duties and privacy policies with respect to your personal health information. This notice tells you how we may use your information, and how you may complain if you believe we have violated your privacy rights. We are required by law to abide by the terms of this Privacy Notice.

How May We Use and Share Your Health Information?

For Services: We may use your health information to help get services you need, and to make your person centered support plan and plan of care.  We may use your health information to tell your team of staff how to help you with health needs like medications and special diets.  If you get sick, staff can tell the nurse, who can talk with your doctor. The instructions from the doctor can be shared with your staff.

For Payment: We may use your information to bill for payment for your services.  We bill Medicaid to get paid for HCBS MRDD waiver services and for case management. The bill has information about what services you received.  We may need to tell Medicaid or your health plan about a service you need in order to get prior approval, or to find out if the service will be paid for.

For Operations: We may use your information to help us train staff. We may put information together to help us plan day-to-day services, and to help us plan for what services will be needed in the future. We may use your information for our business operations such as accounting audits and insurance coverage.  We may use your information for checking to see that you receive quality services, and making sure that laws and regulations are being followed.

“Minimum Necessary”

When we use your information for payment and operations, we can share only the minimum needed. When we share information with your staff to provide services and supports, we can share what staff need to know in order to do their job in a thorough and quality manner.

Other Times Your Information Can Be Shared

There are a number of situations when we may share your protected health information for “public need” purposes. We report contagious diseases; work related injuries to workers compensation and OSHA; deaths as required by law; suspected abuse/neglect/exploitation; fraud; when required by law enforcement or the courts; as needed for government audits, oversight reviews, and investigations; as needed for disaster relief efforts; and as required for national security and protection the President.

Family and Others: We may share with a parent/guardian, family doctor, family member, other relative, close personal friend, or any other person you identify, information relevant to that person’s involvement in your services, or payment for your services. We may use or share you information to notify or help notify a family member, personal representative, or other person responsible for your care, about your location and general condition.

When Your Authorization is Needed to Share Your Information

Any other times, we can share your health information with others only with your written permission. You or your legal responsible party will be asked to sign an authorization that says exactly what information can be shared, with whom and why. For example, we need your signed authorization in order to share your person centered support plan with another provider, or to put a story about you in the newspaper. You can change your mind and revoke your authorization by notifying the Privacy Officer in writing.  When we get your written revocation, we will stop sharing the information from that point on.


Your Health Information Rights:


  • Right to have access to notice of privacy practices- you have the right to have a paper copy of our privacy practices. Contact our Human Resources Manager to ask for a copy.
  • Right to accounting- Starting April 14th 2003, you can ask for a record of who we have shared your information with, without your authorization, for most uses other than Services, Payment, or Operations. This accounting does not include disclosures made to you, disclosures you have authorized, disclosures to law enforcement, disclosures for disaster relief, or for national security. Contact our Human Resources Manager to ask for an accounting of disclosures. There is no charge for the first accounting in any 12 month period, but you may be charged for additional accountings.  If there will be a charge, we will give you an estimate and you can decide whether you want to change your request.
  • Right to ask to restrict sharing- You can ask that we not share certain health information.  For example, you may ask that we not share your information with a certain relative.  To do this, contact your case manager or staff who coordinates your services. In some cases, we may not be able to agree with your request.
  • Right to Confidential Communication- You can ask that we communicate health information to you in a certain way or at a certain location, for example only by mail or at work.  To ask for this, put your request in writing to your case manager or staff that helps coordinates your services. You must say how and where you can be contacted.  We will honor reasonable requests.
  • Right to see, copy and change your health information- You can see your health information, unless it is the private notes taken by a mental health provider or it is part of a legal case. You can ask for a copy, and be charged for the cost. If you think some of the information is wrong, you can ask in writing that it be changed or new information added. You may ask that the changes or new information added.  You may ask that the changes or new information be sent to others who received your information from us.  We will respond to your request.


Amendments to this Privacy Policy:


We reserve the right to revise or amend this Privacy Policy at any time.  These revisions or amendments may be made effective for all personal health information we maintain even if created or received prior to the effective date of the revision or amendment.  We will post a copy of the newest Privacy Policy at our office. You will find the date the Privacy Policy takes effect at the top of the first page below the title.  You can get a copy of the newest Privacy Policy at any time by contacting the Human Resources Manager at the address below or by going to our web site, . Additionally, we will give you a copy of the newest Privacy Policy whenever you request it.


Questions?  If you want more information about our privacy practices, or have questions or concerns, please contact our Human Resources Manager.


Complaints?  If you believe we have violated your privacy rights, you may complain to us by contacting the Human Resource Manager. Please put your complaint in writing.


You may also file a written complaint with the United States Secretary of Health and Human Services by sending your complaint to:


Office for Civil Rights

US Department of Health and Human Services,

200 Independence Avenue SW

Washington, DC 20201


We support your right to the privacy of your health information. We will not retaliate in any way if you choose to file a complaint with us, or with the US Department of Health and Human Services.


How to Contact the Human Resources Manager:


Matt Garretson, 785-820-8018 ext 14

Phone 785-820-8018

Fax 785-309-0438

Choices Network Inc.

2151 Centennial Rd.

PO Box 2657

Salina, KS 67402-2657