42 Cfr 2.22

THE CONFIDENTIALITY OF ALCOHOL AND DRUG ABUSE
PATIENT RECORDS REGULATION
AND THE HIPAA PRIVACY RULE:
IMPLICATIONS FOR ALCOHOL AND SUBSTANCE ABUSE
PROGRAMS
June 2004

U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES
Substance Abuse and Mental Health Services Administration
Center for Substance Abuse Treatment
www.samhsa.gov

TABLE OF CONTENTS
I. Applicability.................................................................................................................................3
A. Programs to which the Privacy Rule applies...........................................................................3
B. Information that is protected under Part 2 and the Privacy Rule.............................................3
C. When protections begin for someone seeking substance abuse treatment ..............................4
II. How the Privacy Rule affects disclosures of information ...........................................................4
A. The General Rule ....................................................................................................................4
B. When disclosures are permitted ..............................................................................................4
1. Part 2 Consent11 and Privacy Rule Authorization..............................................................5
2. Other permissible disclosures under Part 2........................................................................7
a. When little or no changes may be needed .......................................................................7
i. Internal program communications ..............................................................................7
ii. Crimes on program premises or against program personnel.......................................8
iii. Child abuse reporting..................................................................................................8
iv. Medical emergencies ..................................................................................................8
v. Subpoenas and court-ordered disclosures ...................................................................9
b. When some change is required .......................................................................................9
i. Disclosures that do not reveal patient-identifying information...................................9
ii. Disclosures to agencies that provide services to programs.......................................10
iii. Audit and evaluation.................................................................................................11
iv. Research....................................................................................................................12
III. Other Changes Required by the Privacy Rule18 .......................................................................12
A. Patient Notice/Notice of Privacy Practices ........................................................................12
1. Notice content................................................................................................................12
2. Distribution of the Notice ..............................................................................................14
B. Patient rights ......................................................................................................................15
1. Right to request a restriction of uses and disclosures ....................................................15
2. Right to access PHI ........................................................................................................15
3. The right to amend PHI..................................................................................................18
4. Right to an accounting of disclosures of PHI ................................................................19
C. Administrative Requirements.............................................................................................21
1. Complaints about the program’s privacy practices ........................................................21
2. Other administrative requirements.................................................................................22
D. Security of information ......................................................................................................23
Conclusion .....................................................................................................................................23
For more information about the HIPAA Standards .......................................................................24

This is an educational document from the Substance Abuse and Mental Health Services Administration
and the U.S. Department of Health and Human Services. It was prepared by SAMHSA staff and
contractors in consultation with the Office of the General Counsel, the Office for Civil Rights and other
offices and agencies within the U.S. Department of Health and Human Services, Washington, D.C.

1

The Confidentiality of Alcohol and Drug Abuse Patient Records Regulation
and the HIPAA Privacy Rule:
Implications for Alcohol and Substance Abuse Programs

Introduction
In the early 1970’s, Congress recognized that the stigma associated with substance
abuse and fear of prosecution deterred people from entering treatment and enacted
legislation that gave patients a right to confidentiality. For the almost three decades
since the Federal confidentiality regulations (42 CFR Part 2 or Part 2) were issued,
confidentiality has been a cornerstone practice for substance abuse treatment programs
across the country.
In December, 2000, the Department of Health and Human Services (HHS) issued the
“Standards for Privacy of Individually Identifiable Health Information” final rule
(Privacy Rule), pursuant to the Administrative Simplification provisions of the Health
Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR Parts 160 and
164, Subparts A and E.1 Substance abuse treatment programs that are subject to HIPAA
must comply with the Privacy Rule.2 3 Substance abuse treatment programs that already
are complying with Part 2 should not have a difficult time complying with the Privacy
Rule, as it parallels the requirements of Part 2 in many areas. Programs subject to both
sets of rules must comply with both, unless there is a conflict between them. Generally,
this will mean that substance abuse treatment programs should continue to follow the
Part 2 regulations. In some instances, programs will have to establish new policies and
procedures or alter existing policies and practices. In the event a program identifies a
conflict between the rules, it should notify the Substance Abuse and Mental Health
Services Administration of HHS immediately for assistance in resolving the conflict.
This guidance is for substance abuse treatment programs that are subject to and already
complying with the confidentiality requirements of Part 2.4 It explains which programs
must also comply with the Privacy Rule and outlines what compliance will require. The
guidance is not a legal opinion. To comply with the Privacy Rule, programs should
apply this guidance to their individual situations; programs may also want to call upon
State agencies, provider organizations and legal counsel for assistance in establishing
and implementing the practices and policy changes required by the Privacy Rule.

1

In August 2002, HHS adopted modifications to the Privacy Rule.
The compliance date for the Privacy Rule was April 14, 2003. However, small health plans, as defined
by the Privacy Rule, are not required to be in compliance until April 14, 2004.
3
This guidance applies to substance abuse treatment programs that are also covered entities as defined by
the Privacy Rule. Programs should seek legal counsel for assistance in determining whether they are
covered entities.
4
The Part 2 regulations apply to substance abuse treatment “programs” as defined by 42 CFR §2.11 that
are “federally assisted” as defined by 42 CFR §2.12(b).
2

2

I.

Applicability
A.

Programs to which the Privacy Rule applies

The Privacy Rule applies to “covered entities” which are health plans, health care
clearinghouses and health care providers5 who transmit health information in electronic
form (i.e., via computer-based technology) in connection with transactions for which
HHS has adopted a HIPAA standard in 45 CFR Part 162. See 45 CFR §160.103.
HIPAA transactions that a substance abuse treatment program6 might engage in
include:
•
•
•
•
•

Submission of claims to health plans
Coordination of benefits with health plans
Inquiries to health plans regarding eligibility, coverage or benefits or status of
health care claims
Transmission of enrollment and other information related to payment to health
plans
Referral certification and authorization (i.e., requests for review of health care
to obtain an authorization for providing health care or requests to obtain
authorization for referring an individual to another health care provider)

If a substance abuse treatment program transmits health information electronically in
connection with one or more of these Part 162 transactions, then it must comply with
the Privacy Rule. Part 162 may be amended in the future to cover additional
transactions.7
B.

Information that is protected under Part 2 and the Privacy Rule

Part 2 protects any and all information that could reasonably be used to identify an
individual and requires that disclosures be limited to the information necessary to carry
out the purpose of the disclosure. See 42 CFR §§2.11 and 2.13(a). Under the Privacy
Rule, a program may not use or disclose “protected health information” (PHI) except as
permitted or required by the Rule.8 See 45 CFR §164.502(a). Neither rule applies to
information that has been de-identified.9 See 45 CFR §164.514(a) (de-identification of
5

The Privacy Rule generally defines a health care provider to include a person or organization who
furnishes, bills or is paid for health care in the normal course of business, which would include substance
abuse treatment programs.
6
A substance abuse treatment program is defined as an individual or entity that provides alcohol or drug
abuse diagnosis, treatment or referral. For the purposes of this document, the term “program” includes
both individual substance abuse providers and substance abuse provider organizations.
7
Neither Part 2 nor the Privacy Rule protects employment records held by a program in its role as
employer. Note that while 42 CFR Part 2 arguably applies to substance abuse patient records covered by
the Family Educational Rights and Privacy Act (FERPA) (20 USC §1232g; 34 CFR Part 99), the Privacy
Rule does not.
8
PHI is defined as individually identifiable health information held or transmitted by a covered entity or
its “business associate,” with limited exceptions. See 45 CFR §160.103.
9
The Privacy Rule includes numerous elements that make information identifiable, such as, but not
limited to, information regarding employers, relatives and household members that are not necessarily
3

PHI) and 42 CFR §2.11 (definition of “patient identifying information”). The Privacy
Rule permits programs to assign a code or other means of record identification to allow
information that has been de-identified to be re-identified, as provided in 45 CFR
§164.514(c).
The two regulations have some differences in the definition of what information is
protected. For instance, the Privacy Rule treats medical record numbers as PHI, subject
to all the same requirements as other PHI. Part 2 would permit a program to disclose a
medical record number because the regulation does not apply to “a number assigned to
a patient by a program, if that number does not consist of, or contain numbers . . .
which could be used to identify a patient with reasonable accuracy and speed from
sources external to the program.” See 42 CFR §2.11. Programs subject to both rules
must follow the Privacy Rule’s protection of a medical record number.
C.

When protections begin for someone seeking substance abuse treatment

Part 2 protects all information about any person who has applied for or been given
diagnosis or treatment for alcohol or drug abuse at a federally assisted program. See 42
CFR §2.11 (definition of a “patient”). Information is subject to the Privacy Rule if it is
individually identifiable information created, received, or maintained by the covered
entity. Former patients and deceased patients are protected under both Part 2 and the
Privacy Rule. See 42 CFR §§2.11 and 2.15 and 45 CFR §§164.501 and 164.502(f).
Programs should generally continue to follow Part 2, but note that if PHI is received
prior to a patient applying to a program, under the Privacy Rule, such information is
protected.
II.

How the Privacy Rule affects disclosures of information

A.

The General Rule

The “general rules” established by Part 2 and the Privacy Rule regarding uses and
disclosures of patient health information are very different.10
Substance abuse treatment programs must comply with both rules. Generally, this will
mean that they will continue to follow Part 2’s general rule and not disclose
information unless they can obtain consent or point to an exception to that rule that
specifically permits the disclosure. Programs must then make sure that the disclosure is
also permissible under the Privacy Rule.
B.

When disclosures are permitted

identifiable information under Part 2. Such information should be protected consistent with the Privacy
Rule requirements.
10
Part 2 uses the term “disclosure” to cover what the Privacy Rule refers to as “uses” and “disclosures.”
See the definition of these terms in 45 CFR §160.103. Some Privacy Rule provisions differ for “uses”
and “disclosures.” For convenience, we generally use the Part 2 term “disclosure” throughout to
encompass both uses and disclosures under the Privacy Rule. In some instances, however, specific uses
or disclosures are discussed.
4

Part 2 Consent11 and Privacy Rule Authorization

1.

42 CFR Part 2

The Privacy Rule

Programs may not use or disclose any
information about any patient unless the
patient has consented in writing (on a
form that meets the requirements
established by the regulations) or unless
another very limited exception specified
in the regulations applies. Any disclosure
must be limited to the information
necessary to carry out the purpose of the
disclosure.

The Privacy Rule permits uses and
disclosures for “treatment, payment and
health care operations” as well as certain
other disclosures without the individual’s
prior written authorization. Disclosures not
otherwise specifically permitted or required
by the Privacy Rule must have an
authorization that meets certain
requirements. With certain exceptions, the
Privacy Rule generally requires that uses and
disclosures of PHI be the minimum
necessary for the intended purpose of the use
or disclosure.

Substance abuse treatment programs most often make disclosures after a patient has
signed a consent form that meets the requirements of 42 CFR §2.31. Note that a
disclosure under Part 2 includes the acknowledgment that someone has applied to or is
enrolled in the program, and thus is only permitted if the patient has signed a consent
form (or another of the regulations’ narrow exceptions applies). See 42 CFR §§2.11 and
2.13. A Part 2 consent form must include the following elements:
•
•
•
•
•
•
•
•
•

Name or general designation of the program or person permitted to make the
disclosure;
Name or title of the individual or name of the organization to which disclosure
is to be made;
Name of the patient;
Purpose of the disclosure;
How much and what kind of information is to be disclosed;
Signature of patient (and, in some States, a parent or guardian);
Date on which consent is signed;
Statement that the consent is subject to revocation at any time except to the
extent that the program has already acted on it; and
Date, event, or condition upon which consent will expire if not previously
revoked.

11

This document uses the term “consent” when referring to any written permission provided by a patient
for the use or disclosure of identifiable health information. The Privacy Rule uses the term
“authorization” for certain permissions, and also permits, but does not require, programs to obtain
“consent” for the use and disclosure of PHI for purposes of treatment, payment, or health care operations.
5

When programs operating under Part 2 disclose information pursuant to a consent form,
they must include a written statement that the information cannot be redisclosed. See 42
CFR §2.32.
The core required elements for the Privacy Rule written authorization are similar to
those of Part 2. However, to comply with the Privacy Rule authorization requirements,
the Part 2 consent must also contain a statement reflecting the ability or inability of the
substance abuse treatment program to condition treatment on whether the patient signs
the form as described in 45 CFR §164.508(c)(2)(ii). In addition, the consent may be
signed by a personal representative, and if so, must include a description of such
representative’s authority to act for the patient. See 45 CFR §164.508(c)(1)(vi). Finally,
the consent must be written in plain language. See 45 CFR §164.508(c)(3).
The requirements above must be met with respect to the Part 2 consent form when the
purpose of the disclosure is not for “treatment, payment or health care operations” or
for any other permitted or required disclosure under the Privacy Rule. See 45 CFR
§164.502(a).12 The statements would have to be added when the consent form
authorizes a program to make a disclosure for which an authorization is required under
the Privacy Rule, e.g., those disclosures addressed by 45 CFR §164.508.
The Privacy Rule imposes three additional steps programs must take when disclosing
information pursuant to a patient’s written consent:
•
•
•

Programs must ensure that the consent complies with the applicable
requirements of 45 CFR §164.508.
Programs must give patients a copy of the signed form (45 CFR
§164.508(c)(4)).
Programs must keep a copy of each signed form for six (6) years from its
expiration date (45 CFR §164.508(b)(6)).

Therefore, substance abuse treatment programs should generally continue to use the
consent form for disclosures subject to Part 2. If the Privacy Rule requires authorization
for the disclosures, the substance abuse treatment program may use the Part 2 consent
form with additional elements required by the Privacy Rule as listed above.
Minors

12

See the Privacy Rule’s definitions of “treatment,” “payment,” and “health care operations” at 45 CFR
§164.501. When a substance abuse treatment program obtains information about a patient from a school,
relatives, health care providers and health plans for treatment or payment activities, when it refers a
patient to other providers and services and when it coordinates care with other health care providers, it
almost always makes an implicit disclosure that the patient has applied for or has received alcohol or
drug abuse treatment services and thus the program is required to treat these contacts as disclosures and
obtain patient consent prior to such contact. In most of these instances, the disclosure from the program is
for treatment purposes and the additional Privacy Rule statements would not have to be added to the
consent forms. Note that programs may add the Privacy Rule statements in all circumstances, and
programs may find it more convenient to use only one kind of consent form.
6

The Privacy Rule defers to requirements in other applicable laws regarding the use or
disclosure of health information regarding minors and, thus, does not change the rules
in Part 2 regarding minors and consent. See 45 CFR §164.502(g). A minor must always
sign the consent form for a program to release information even to his or her parent or
guardian (42 CFR §2.14).13 Some States require programs to obtain parental permission
before providing treatment to a minor. In these States only, programs must get the
signatures of both the minor and a parent, guardian, or other person legally responsible
for the minor (42 CFR §2.14(c)(2)).
Revocation of Consent
Part 2 permits a patient to revoke consent orally (see 42 CFR §2.31(a)(8)); the Privacy
Rule requires written revocation of an authorization (45 CFR §164.508(b)(5)).
Substance abuse treatment programs must continue to honor verbal revocations but may
want to obtain written revocation when possible or at a minimum document the
revocation in the patient’s record. Both Part 2 and the Privacy Rule allow the program
to make a disclosure for services already rendered in reliance on a signed consent or
authorization form. See 42 CFR §2.31(a)(8) and 45 CFR §164.508(b)(5)(i).
2.

Other permissible disclosures under Part 2

Substance abuse treatment programs are accustomed to complying with Part 2’s general
rule prohibiting disclosure, unless the patient has consented in writing or the disclosure
falls within one of the regulations’ limited exceptions (e.g., child abuse reporting,
medical emergencies). In some instances, the Privacy Rule does not require a change in
these practices. In others, the Privacy Rule will require some modification of programs’
practices.
a.

When little or no changes may be needed

Programs should generally continue to follow the rules in Part 2 regarding:
i.

Internal program communications

Both Part 2 and the Privacy Rule allow for communications within programs on a
“need to know” basis. Part 2 requires that the communication of information within the
program (or to an entity with direct administrative control over the program)14 be
13

The only exception to this rule is when the program director determines that a minor applying for
services lacks capacity for rational choice and that the minor applicant’s situation poses a substantial
threat to life or physical well being of the minor or any other person that may be reduced by
communicating relevant facts to the minor’s parent or guardian. See 42 CFR §2.14(d).
14
In applying the Privacy Rule, programs should consider whether the program and the entity with
“direct administrative control” over the program are two separate legal entities. If they are two separate
legal entities, PHI flowing between the program and the other entity will generally be governed by the
Privacy Rule’s requirements regarding “disclosure” rather than “use” of PHI. However, the Privacy Rule
recognizes that health care providers may have different organizational arrangements and has established
different rules to reflect such arrangements. See the Privacy Rule’s provisions regarding hybrid entities
7

limited to those persons who have a need for the information in connection with their
duties that arise out of the provision of diagnosis, treatment or referral for treatment of
alcohol or drug abuse. See 42 CFR §2.12(c)(3). Similarly, the Privacy Rule requires
programs to identify the staff persons or classes of persons in its workforce who need
access to PHI, the categories of PHI they need access to, and any conditions appropriate
to such access. See 45 CFR §164.514(d)(2)(i). The program must then make reasonable
efforts to limit access of such persons or classes of persons to PHI based on these
determinations. See 45 CFR §164.514(d)(2)(ii). Substance abuse treatment programs
subject to the Privacy Rule will have to establish written policies to comply with the
minimum necessary requirement of the Privacy Rule, although in practice, the
programs should be able to operate as they have under Part 2 in this regard.
ii.

Crimes on program premises or against program personnel

Part 2 permits programs to disclose limited information to law enforcement officers.
Such disclosures must be directly related to crimes and threats to commit crimes on
program premises or against program personnel and must be limited to the
circumstances of the incident and the patient’s status, name, address and last known
whereabouts. See 42 CFR §2.12(c)(5). The Privacy Rule permits programs to disclose
to law enforcement officials PHI that the program believes in good faith constitutes
evidence of a crime that occurred on the program’s premises. See 45 CFR
§164.512(f)(5). It also permits any member of the program’s staff who is the victim of a
crime to report certain information about the suspected perpetrator to law enforcement
officials. See 45 CFR §164.502(j)(2). Programs should continue to follow the rules
established by Part 2.
iii.

Child abuse reporting

Part 2 permits programs to comply with State laws that require the reporting of child
abuse and neglect. See 42 CFR §2.12(c)(6). The Privacy Rule also permits such
reporting. See 45 CFR §164.512(b)(1)(ii). However, Part 2 limits programs to making
only an initial report; it does not allow programs to respond to follow-up requests for
information or to subpoenas, unless the patient has signed a consent form or a court has
issued an order that complies with the rule (see “Subpoenas and court-ordered
disclosures,” below). Programs should continue to follow the rules established by Part
2.
iv.

Medical emergencies

Part 2 allows patient-identifying information to be disclosed to medical personnel who
have a need for the information about a patient for the purpose of treating a condition
which poses an immediate threat to the health of any individual and which requires
(45 CFR §164.105(a) and (c)), affiliated covered entities (45 CFR §164.105(b) and (c)), and organized
health care arrangements (OHCAs) (45 CFR §160.103 (definition of “business associate” and “OHCA”),
45 CFR §164.506(c)(5), and 45 CFR §164.520(d)).

8

immediate medical intervention. See 42 CFR §2.51. A program can disclose
information only to medical personnel and must limit the amount of information to that
which is necessary to treat the emergency medical condition. Immediately following
the disclosure, the program must document the following in the patient’s records:
•
•
•
•

The name and affiliation of the medical personnel to whom disclosure was
made;
The name of the individual making the disclosure;
The date and time of the disclosure; and
The nature of the emergency.

These practices are not affected by the Privacy Rule.
v.

Subpoenas and court-ordered disclosures

Part 2 permits programs to release information in response to a subpoena if the patient
signs a consent permitting release of the information requested in the subpoena. When
the patient does not consent, Part 2 prohibits programs from releasing information in
response to a subpoena, unless a court has issued an order that complies with the rule.
See 42 CFR Part 2, Subpart E. Subpart E sets out the procedure the court must follow,
the findings it must make, and the limits it must place on any disclosure it authorizes.
The Privacy Rule permits a program to disclose PHI pursuant to a subpoena without a
prior written authorization, if it receives satisfactory assurance from the party seeking
the information that reasonable efforts have been made to ensure that the individual has
been given notice of the request for PHI and the opportunity to object, or reasonable
efforts have been made to secure a qualified protective order. See 45 CFR
§164.512(e)(1)(ii). The Privacy Rule has different requirements regarding court orders,
but programs can comply with both Part 2 and the Privacy Rule by continuing to follow
the Part 2’s court order requirements. Unless the disclosure requires authorization under
the Privacy Rule, the Part 2 consent form can be used.
b.

When some change is required
i.

Disclosures that do not reveal patient-identifying information

Part 2 permits a substance abuse treatment program to disclose information about a
patient if the disclosure does not identify the patient as an alcohol or drug abuser or as
someone who has applied for or received substance abuse assessment or treatment
services. See 42 CFR §§2.11 and 2.12(a). This allows a program that is part of a larger
entity, such as a hospital, to disclose information about a patient so long as it does not
explicitly or implicitly disclose the fact that the patient is an alcohol or drug abuser. For
example, a program that is part of a hospital could disclose to a public health
department that a named patient has TB by identifying itself only as part of the hospital
and not as a substance abuse treatment program and by taking care not to mention that
the patient is in substance abuse treatment.
9

Many programs that are part of larger entities are accustomed to using this exception in
Part 2 to gather information about patients from, for example, other health care
providers, schools, and employers, or to refer patients to other providers.15 Some of
these practices by programs that are part of larger entities will continue to be
permissible under the Privacy Rule, which does not require patients to authorize
disclosures for purposes of treatment, payment or health care operations. The Privacy
Rule also permits programs to share information about an individual’s treatment or
payment related to the individual’s health care with persons involved in the individual’s
care. See 45 CFR §164.510(b).
The Privacy Rule also allows for certain disclosures to be made without authorization
that are not for treatment, payment or health care operations. See 45 CFR §164.512. For
example, the Privacy Rule permits a program to disclose, without the patient’s prior
authorization, to a public health department that the patient has TB when the health
department is authorized to collect such information. However, any program that is
accustomed to making “non-patient identifying” disclosures of information that do not
identify the subject as a substance abuser and that are not for treatment purposes should
consult the Privacy Rule directly to determine whether those disclosures continue to be
permissible.
Part 2 does not permit freestanding programs to make inquiries about patients or refer
patients to other providers without written consent. The Privacy Rule does not change
this prohibition.
ii.

Disclosures to agencies that provide services to programs

Disclosures to Qualified Service Organizations
Both Part 2 and the Privacy Rule recognize that substance abuse treatment programs
sometimes need to disclose information about patients to persons or agencies that
provide services to the program, such as legal or accounting services. The Part 2
regulations call such service providers “qualified service organizations” and permit
programs to sign “qualified service organization agreements” (QSOAs) allowing them
to disclose patient-identifying information needed by the organization to provide
services to the program. See 42 CFR §2.12(c)(4). In the agreements, the outside service
providers acknowledge that in receiving, storing, processing or otherwise dealing with
patients’ records they are fully bound by Part 2 and promise to safeguard the
information, including resisting in judicial proceedings any effort to obtain access to the
information, except as permitted by the Part 2 regulations.
Under the Privacy Rule, such outside service providers are “business associates” of the
substance abuse treatment program and the program must have a business associate
agreement with the business associate in order to share PHI needed by the organization
15

As noted above, when a program makes an inquiry about, or refers, a patient, it is often making an
implicit disclosure that the patient is in substance abuse treatment.
10

to provide services (see 45 CFR §§160.103 and 164.502(e)).16 The Privacy Rule has
different requirements regarding the content of the business associate contract (the HHS
Office for Civil Rights has published sample contract language). See 67 Federal
Register 53264 (August 14, 2002).
Substance abuse treatment programs must meet the requirements of both Part 2 and the
Privacy Rule if they are going to continue to share information with lawyers,
accountants and others that provide services to the program.
Transition Provisions: The Privacy Rule permits programs to continue to use current
contracts with service providers until April 14, 2004, if the contract existed prior to
October 15, 2002, and the contract is not subsequently renewed or modified. Any
contract that is renewed or modified after October 15, 2002, must comply with the
business associate contract requirements. See 45 CFR §164.532(d).
Disclosures to accreditation bodies
Part 2 permits disclosures to accreditation bodies such as the Joint Commission on
Accreditation of Healthcare Organizations (JCAHO) under either the QSO provision or
the “audit and evaluation” exception, discussed below. The Privacy Rule, however,
considers accreditation bodies business associates conducting health care operations on
behalf of the covered entity. See 45 CFR §§160.103; 164.501. Substance abuse
treatment programs subject to the Privacy Rule who undergo accreditation will have to
sign business associate contracts with accreditation organizations. Additionally,
substance abuse treatment programs must comply with Part 2, either by ensuring that
the business associate contract contains all the requirements of a QSOA or by fulfilling
the mandates of the audit and evaluation provisions.
iii.

Audit and evaluation

Both Part 2 and the Privacy Rule permit programs to disclose patient-identifying
information to qualified persons who are conducting an audit or evaluation of the
program, without patient consent, provided that certain safeguards are met. The Privacy
Rule requires that uses and disclosures be limited to the minimum necessary to
accomplish the audit or evaluation. Each rule has its own additional requirements.
Substance abuse treatment programs subject to both Part 2 and the Privacy Rule must
combine those requirements. Three options result:
•

If the audit or evaluation is conducted by a program or its employees, it is
permissible under both sets of regulations; no patient consent or authorization is
required. See 42 CFR §2.12(c)(3) and 45 CFR §164.502(a)(1)(ii).

16

A memorandum of understanding would generally be used between government entities rather than a
business associate contract.

11

•

•

If the audit or evaluation is conducted by a “health oversight agency,”17 the
program may disclose patient-identifying information so long as the health
oversight agency makes the written commitments required by 42 CFR §2.53(d)
and the disclosure meets the requirements in 45 CFR §164.512(d). If the health
oversight agency copies or removes patient records from the program, it must
agree in writing to abide by the requirements of 42 CFR §2.53(b).
If an audit or evaluation is conducted by an outside entity on behalf of the
program as opposed to a “health oversight agency,” the program must have a
signed a business associate contract with the auditor or evaluator that satisfies
the requirements of both the Privacy Rule and Part 2 by incorporating either the
necessary QSO agreement requirements (as discussed above in II.B.2.b.ii) or the
appropriate provisions of 42 CFR §2.53.
iv.

Research

The Part 2 regulations and the Privacy Rule have different requirements for disclosures
of health information to researchers. See 42 CFR §2.52 and 45 CFR §164.512(i). This
will be the subject of additional guidance.
III.

Other Changes Required by the Privacy Rule18

A.

Patient Notice/Notice of Privacy Practices

Part 2 requires that programs notify patients that Federal law and regulations protect the
confidentiality of alcohol and drug abuse patient records and give them a written
summary of the regulations’ requirements. See 42 CFR §2.22. The Privacy Rule
requires that patients be given a notice of the program’s privacy practices as well as
their rights under the Privacy Rule. See 45 CFR §164.520. Programs subject to both
rules can combine their requirements into a single notice.
1.

Notice content

Accordingly, the combined notice must contain all the elements required by 42 CFR
§2.22, and in addition, contain the following:

17

Under the Privacy Rule, a “health oversight agency” is an agency or authority or the United States, a
State, a territory, a political subdivision of a State or a territory, or an Indian tribe, or a person or entity
acting under a grant of authority from or contract with such a public agency, including the employees or
agents of such public agency or its contractors or persons or entities to whom it has granted authority,
that is authorized by law to oversee the health care system (whether public or private) or government
programs in which health information is necessary to determine eligibility or compliance or to enforce
civil rights laws for which health information is relevant (45 CFR §164.501). Disclosures to health
oversight agencies when an individual is the subject of the investigation are prohibited under certain
circumstances by the Privacy Rule (45 CFR §164.512(d)(2)).
18
This last section addresses issues on which Part 2 is largely silent. Thus, these can be seen as new
requirements imposed by the Privacy Rule to which programs now must adhere.
12

•

•

•
•
•
•

A statement, prominently displayed stating: “THIS NOTICE DESCRIBES HOW
MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED
AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE
REVIEW IT CAREFULLY;”

A description in sufficient detail of the types of uses and disclosures that the
program may make without the patient’s consent or authorization.19 For
substance abuse treatment programs, these would include uses and disclosures:
o In connection with treatment, payment or health care operations (include
at least one example of each);
o To qualified service organizations or business associates who provide
services to the program’s treatment, payment or health care operations;
o In medical emergencies;
o Authorized by court order;
o To auditors and evaluators;
o To researchers if the information will be protected as required by
Federal regulations;
o To report suspected child abuse or neglect; and
o To report a crime or a threat to commit a crime on program premises or
against program personnel.
A statement that other disclosures will be made only with the patient’s written
consent or authorization which can be revoked, unless the program has taken
action in reliance on the consent or authorization. ;20
A statement that the program may contact the patient to provide appointment
reminders or information about treatment alternatives or other health-related
benefits and services that may be of interest to the patient;21
A statement that it is required by law to maintain the privacy of PHI and to
notify patients of its legal duties and privacy practices, including any changes to
its policies;
A statement that the program must abide by the terms of the notice currently in
effect; a statement that the program reserves the right to change the terms of its
notice and to make the new notice provisions effective for all information it
maintains;22 and a statement describing how it will provide patients with a
revised notice of its practices;

19

The Privacy Rule also requires that the notice contain information about any more restrictive law. For
example, if State law further limits disclosure of HIV-related information, that restriction should also
appear in the notice.
20
Programs often need to provide PHI to criminal justice agencies that mandate patients into treatment.
Under Part 2, such disclosures may be made pursuant to a non-revocable consent that complies with 42
CFR §2.35. Under the Privacy Rule, such disclosures may be made pursuant to an authorization or
pursuant to a court order. In order to comply with both rules, programs may find it helpful to ask the
court in such a situation to issue an order that the program disclose necessary information to the court
and other law enforcement personnel.
21
A substance abuse treatment program engaging in these kinds of activities must be careful in
contacting the patient that it does not make any patient-identifying disclosures to others. If the program
does not intend to contact the patient, they do not need to include this statement.
22
This is also voluntary. However, if this statement is not included, any changes in privacy practices
described in the notice will apply only to PHI the program created or received after issuing a revised
notice reflecting such changes. 45 CFR §164.520(b)(1)(v)(C).
13

•
•

•

The name or title and telephone number of a person or office the patient can
contact for further information;
A statement of the patient’s rights with respect to PHI and a brief description of
how the patient may exercise those rights, including:
o The right to request restrictions on certain uses and disclosures of PHI,
including the statement that the program is not required to agree with
requested restrictions;
o The right to receive confidential communications of PHI (such as having
mail and telephone calls be limited to home or office location);
o The right to access and amend PHI;
o The right to receive an accounting of the program’s disclosures of PHI;
o The right to complain—free from retaliation—to the program and to the
Secretary of Health and Human Services (HHS) about violations of
privacy rights, and information on how to file a complaint with the
program; and
o The right to obtain a paper copy of the notice upon request.
The effective date of the notice.

See 45 CFR §164.520(b).
2.

Distribution of the Notice

Part 2 requires that programs provide the notice at the time of admission or as soon
thereafter as the patient is capable of rational communication. See 42 CFR §2.22(a).
The Privacy Rule requires that the substance abuse treatment program must provide the
notice to a patient on the date of the first service delivery, including service delivered
electronically, after April 14, 2003.23 The program must also have the notice available
on site for patients to request to take with them and posted in a clear and prominent
location where it is reasonable to expect patients to be able to read it. Whenever there is
a material change to the notice, the notice must be promptly revised, made available
upon request, and re-posted as previously referenced. See 45 CFR §§164.520(c)(2);
164.530(i)(4)(i)(C).
The program must make a good faith effort to obtain patients’ written acknowledgment
of receipt of the notice, except in an emergency treatment situation, on the date of the
first service delivery. If written acknowledgment is not obtained, the program must
document its efforts and the reason it was not able to obtain the acknowledgement. See
45 CFR §164.520(c)(2)(ii).
Any program that maintains a web site that provides information about its services or
benefits must prominently post its notice on the site and make it available electronically
through the site. When patients agree, the program can provide the notice by e-mail.
See 45 CFR §164.520(c)(3).
23

There is an exception in emergency situations. If treatment is provided on an emergency basis, the
program must provide the notice as soon as practicable after the emergency is resolved. See 45 CFR
§164.520(c)(2)(i)(B).
14

B.

Patient rights

The Privacy Rule provides patients with new Federal privacy rights, including the right
to request restrictions of uses and disclosures of PHI, and the right to access, amend,
and receive an accounting of disclosures of PHI. See 45 CFR §§164.522, 164.524,
164.526,164.528.
1.

Right to request a restriction of uses and disclosures

The Privacy Rule requires that programs allow patients to request that the program
restrict uses or disclosures of PHI for the purpose of treatment, payment or health care
operations and for involvement in the patient’s care and notification under 45 CFR
§164.510(b). The program is not required to agree to a requested restriction. If,
however, a program agrees to a restriction, the program may not then violate the
agreed-upon restriction, except for emergency treatment purposes, so long as the
program requests that the emergency treatment provider not further use or disclose the
PHI. A covered entity may terminate the agreement to a restriction, effective after the
patient has been informed of the termination. See 45 CFR §164.522(a).
The Privacy Rule gives the individual the right to request that communication of PHI
be done by alternative means or to alternative locations (confidential communications).
See 45 CFR §164.522(b)(1)(i). This might include the right to request that mail and
telephone calls be limited to home or office location. The Privacy Rule requires
programs to accommodate reasonable requests.
2.

Right to access PHI

Neither Part 2 nor the Privacy Rule requires programs to obtain written consent from
individuals before permitting them to see their own records. Likewise, neither rule
prohibits a program from giving a patient access to his or her own records, including
the opportunity to inspect and copy any records that the program maintains about the
patient. 42 CFR §2.23. However, the Privacy Rule permits programs to require that
such requests be in writing. See 45 CFR §164.524(b)(1). The Privacy Rule provides
patients with a right of access to inspect and obtain a copy of their PHI. See 45 CFR
§164.524(a)(1).24 Certain information, however, is exempt from this right of access:

24

The Privacy Rule requires access to information in a designated record set for as long as the PHI is
maintained in the designated record set. “Designated record set” is defined as “[a] group of records
maintained by or for a covered entity that is: (i) The medical records and billing records about individuals
maintained by or for a covered health care provider; (ii) The enrollment, payment, claims adjudication,
and case or medical management record systems maintained by or for a health plan; or (iii) Used, in
whole or in part, by or for the covered entity to make decisions about individuals.” 45 CFR §164.501.
The program must document the designated record sets that are subject to access and the titles of the
persons or offices responsible for receiving and processing requests for access (45 CFR §164.524(e)). It
must retain the documentation for six (6) years from the date it was last effective, whichever is later (45
CFR §164.530(j)). Under Part 2, the information need not be contained in a designated record set. Thus,
programs could permit access to all disclosable patient records.
15

•
•

•

Psychotherapy notes;25
Information compiled in reasonable anticipation of or for use in a civil,
criminal, or administrative action or proceeding; and
Information that may be subject to or exempt from certain Clinical Laboratory
Improvement Amendment (CLIA) provisions.

See 45 CFR §164.524(a)(1).
The Privacy Rule requires that programs respond to a patient’s request for access within
30 days after receipt of the request (within 60 days if the information is not maintained
or accessible on-site). The program may extend the deadline once by not more than 30
days, if within 30 days of the receipt of the request (or 60 days of receipt if the
information is not on-site), the patient is provided with a written statement containing
the reasons for the delay and the date by which it will permit access. See 45 CFR
§164.524(b). If the program does not maintain the requested information, but knows
where the requested information is maintained, it must inform the patient where to
direct his or her request. See 45 CFR §164.524(d)(3).
If a program grants the patient’s request for access to his or her records, it can charge
the patient a reasonable, cost-based fee, consistent with the restrictions on fees as
provided in the Privacy Rule. See 45 CFR §164.524(c)(4).26
Denial of Access
The Privacy Rule allows a program to deny a patient access without providing an
opportunity for review of the denial, on the following grounds:
•
•

•

The information is specifically exempted from the right of access by the Privacy
Rule. See 45 CFR §164.524(a)(1);
The program is a correctional institution or a provider acting under the direction
of the correctional institution and denies in whole or in part an inmate’s request
to obtain a copy of his or her records if doing so would jeopardize the health,
safety, security, custody, or rehabilitation of the individual or of other inmates,
or the safety of an officer, employee or other person at the correctional
institution or responsible for transporting the inmate. See §164.524(a)(2)(ii));
The requested information was created or obtained by a program in the course
of research that includes treatment. The individual’s access to such information

25

The Privacy Rule defines “psychotherapy notes” as “notes recorded (in any medium) by a health care
provider who is a mental health professional documenting or analyzing the contents of conversation
during a private counseling session or a group, joint, or family counseling session and that are separated
from the rest of the individual’s medical record. Psychotherapy notes excludes medication prescription
and monitoring, counseling session start and stop times, the modalities and frequencies of treatment
furnished, results of clinical tests, and any summary of the following items: diagnosis, functional status,
the treatment plan, symptoms, prognosis, and progress to date.” 45 CFR §164.501.
26
Information obtained by patient access to his or her own record is subject to Part 2’s restriction on use
of the information to initiate or substantiate any criminal charges against the patient or to conduct any
criminal investigation of the patient. See 42 CFR §2.23(b).
16

•
•

may be temporarily suspended for as long as the research is in progress,
provided that the individual has agreed to the denial of access when consenting
to participate in the research and the program has informed him or her that the
right of access will be reinstated upon completion of the research. See 45 CFR
§164.524(a)(2)(iii);
The requested information is subject to the Privacy Act and would be denied
under the access provisions of the Privacy Act, 5 USC §522a. See 45 CFR
§164.524(a)(2)(iv); or
The requested information was obtained under a promise of confidentiality from
someone other than a health care provider and such access would be likely to
reveal the source of the information. See 45 CFR §164.524(a)(2)(v).

The Privacy Rule permits a program to deny patient access, provided that the patient is
given the right to have such a denial reviewed, on the following grounds:
•
•

•

A licensed health care professional has determined, in the exercise of
professional judgment, that the access requested is reasonably likely to endanger
the life or physical safety of the patient or another person;
The information makes reference to another person (other than a health care
provider) and a licensed health care professional has determined, in the exercise
of professional judgment, that the access is reasonably likely to cause
substantial harm to such other person; or
The request for access is made by the patient’s personal representative and a
licensed health care professional has determined, in the exercise of professional
judgment, that the provision of access to such personal representative is
reasonably likely to cause substantial harm to the patient or another person.

See 45 CFR §164.524(a)(3).
If the program’s denial is based on one of the last three reasons, the patient has the right
to have that denial reviewed by a licensed health care professional who is designated by
the program to act as a reviewing official and who did not participate in the original
decision to deny access. See 45 CFR §164.524(a)(4).
If the program denies a patient access to all or parts of his or her PHI, it must give the
patient a timely denial written in plain language containing:
•
•
•

The basis for the denial;
If applicable, a statement of the patient’s review rights, including a description
of how the patient may exercise those rights; and
A description of how the patient may complain to the program or to the
Secretary of HHS. The description must include information regarding how the
patient may complain to the program pursuant to the program’s complaint
procedures or to the Secretary, and must include the name or title, and telephone
number of the contact person or office designated by the program to receive
complaints.
17

See 45 CFR §164.524(d)(2).
A program that denies a patient access in part must give the patient access to any other
PHI requested after excluding the information to which the program had reason to deny
access. See 45 CFR §164.524(d)(1).
3.

The right to amend PHI

The Privacy Rule gives patients the right to have the program amend their PHI or a
record about the patient in a designated record set. See 45 CFR §164.526. The program
must act on a patient’s request for amendment within 60 days after it receives the
request. The program may extend the deadline once by not more than 30 days if, within
the 60 days, the patient is provided with a written statement of the reasons for the delay
and the date by which it will respond. See 45 CFR §164.526(b)(2).
A program that accepts a patient’s request to amend PHI must:
•
•
•

Timely inform the patient of its decision to accept the amendment;
Make the appropriate amendment by identifying the records in the designated
record set that are affected by the amendment and appending or otherwise
providing a link to the location of the amendment; and
If the patient agrees, make reasonable efforts to notify and provide the
amendment within a reasonable period of time to:
o Persons identified by the patient as having received the patient’s PHI
and needing the amendment; and
o Persons, including business associates, that the program knows to have
received the PHI that is the subject of the amendment and that may have
relied, or could foreseeably rely on such information to the detriment of
the patient.

See 45 CFR §164.526(c).
A program must obtain patient consent on forms that comply with 42 CFR §2.31 before
it provides any copies of the amendment to other persons or organizations.
Denial of Amendment
A program may deny a patient’s request for amendment if it determines that:
•
•

It did not create the information, unless the patient provides a reasonable basis
to believe that the originator of the PHI is no longer available to act on the
requested amendment;
The information or record is accurate and complete; or

18

•

The information that is the subject of the request is not part of a designated
record set or would not otherwise be available for inspection under the Privacy
Rule’s request for access provisions.

See 45 CFR §164.526(a)(2).
If a program denies a patient’s request to amend records, it must give him or her a
timely denial, written in plain language, and contain:
•
•
•

•

The basis for the denial;
Notice of the patient’s right to file a written statement of disagreement with the
denial and how the patient may file such a statement;
Notice that, if the patient does not submit a statement of disagreement, the
patient may request that the program include his or her request for amendment
and its denial with any future disclosures of the PHI that is subject to the
amendment; and
A description of how the patient may complain about the program’s actions to
the program or to the Secretary of HHS. The description must include
information regarding how the individual may complain to the program
pursuant to its complaint procedures or to the Secretary, and must include the
name or title, and telephone number of the contact person or office designated
by the program to receive complaints.

See 45 CFR §164.526(d)(1).
The program may prepare a written rebuttal to the patient’s statement of disagreement.
If it prepares such a rebuttal, it must provide a copy to the patient who submitted the
statement of disagreement. This information (e.g. the statement of disagreement and
rebuttal), or in some cases, a summary, must all be included in any subsequent
disclosures of the information to which the disagreement relates as provided in 45 CFR
§164.526(d)(3), (4), and (5).
The program must document the titles of the persons or offices responsible for
receiving and processing requests for amendment. It must retain the documentation for
six (6) years from the date it was created or last effective, whichever is later. See 45
CFR §164.526(f).
4.

Right to an accounting of disclosures of PHI

The Privacy Rule provides individuals with the right to obtain an accounting of certain
disclosures of PHI made by a program during the six (6) years prior to the request. See
45 CFR §164.528(a).
A program does not have to provide an accounting for any disclosures that were made:

19

•
•
•
•
•
•
•
•
•

For treatment, payment, and health care operations as provided in 45 CFR
§164.506;
To the patient as provided in 45 CFR §164.502;
Incident to a use or disclosure that is otherwise permitted as provided in 45 CFR
§164.502;
Pursuant to the patient’s written consent (an “authorization” meeting the
Privacy Rule’s requirements at 45 CFR §164.508);
For the facility’s directory or to persons involved in the patient’s care or other
notification purposes as set forth by the rule at 45 CFR §164.510;
For national security or intelligence purposes as provided by the rule at 45 CFR
§164.512(k)(2);
To correctional institutions or law enforcement officials having custody of an
inmate or individual and as specified under 45 CFR §164.512(k)(5);
As part of a limited data set in accordance with the rule at 45 CFR §164.514(e);
and
Before April 14, 2003.

See 45 CFR §164.528(a)(1). In addition, a program must temporarily suspend a
patient’s right to receive an accounting of disclosures to a health oversight agency or
law enforcement official if the program receives notification that it would be
reasonably likely to impede the activities of the agency or official. See 45 CFR
§164.528(a)(2).
The accounting must be in writing27 and include:
•
•
•
•

The date of each disclosure;
The name and address (if known) of the entity or person who received the PHI;
A brief description of the PHI disclosed; and
A brief statement of the purpose of the disclosure that reasonably informs the
individual of the basis for the disclosure, or a copy of a written request for
disclosure, if any.

See 45 CFR §164.528(b)(2).
For substance abuse treatment programs, the following disclosures are typically made
without patient consent and must therefore be included in an accounting of disclosures:
•
•
•

Disclosures to health oversight agencies;
Disclosures to researchers that include patient-identifying information;28
Disclosures to public health authorities;29

27

There are special provisions under the Privacy Rule that are applicable to accounting for recurrent
disclosures and certain research disclosures. See 45 CFR §§164.528(b)(3) and (b)(4).
28
There are special provisions under the Privacy Rule that are applicable to accounting for research. See
45 CFR §164.528(b)(4)).
29
When a program authorizes access to an entire universe of records, e.g., for public health surveillance
activities, the Privacy Rule’s accounting requirement can be met without the program having to make a
20

•
•
•

Court-ordered disclosures;
Reports of patient crimes on program premises or against program personnel;
and
Child abuse and neglect reports.

Programs should establish mechanisms to document all disclosures for which they must
account.
The accounting must be made within 60 days of the program’s receipt of the request.
The program may extend the deadline once by not more than 30 days if, within the 60
days, the patient is provided with a written statement of the reasons for the delay and
the date by which it will provide the accounting. A program must respond to a patient’s
request for one accounting within any 12-month period without charge. For any
subsequent request within a 12-month period, it may charge a patient a reasonable,
cost-based fee. If the program imposes a fee, it must inform the patient of the fee in
advance and give the patient an opportunity to withdraw or modify the request. See 45
CFR §164.528(c).
The program must also document the following:
•
•
•

The information it was required to provide the patient;
The written accounting it provided the patient; and
The titles of the persons or offices responsible for receiving and processing
requests for an accounting.

This documentation must be retained for six (6) years from the date created or last
effective, which ever is later. See 45 CFR §164.528(d).
C.

Administrative Requirements

1.

Complaints about the program’s privacy practices

Part 2 allows violations of those regulations to be reported to the United States
Attorney for the judicial district in which the violation occurs. See 42 CFR §2.5.
The Privacy Rule establishes a process for individuals to file a complaint with the
Secretary of HHS if they believe a program violated the Privacy Rule. The complaint
must be written, either on paper or electronically, and filed with HHS’ Office for Civil
Rights within 180 days of when the complainant knew, or should have known, that the
act or omission complained of occurred, unless a waiver is granted. The complaint must
name the program and describe the violation of the Privacy Rule. See 45 CFR
§160.306. Programs must also establish a process for individuals to make complaints
about the program’s privacy policies and procedures or the program’s compliance with

notation in each medical record that has been accessed by public health authorities. See Office for Civil
Rights, Frequently Asked Questions, www.hhs.gov/ocr/hipaa.
21

such policies and procedures or with the requirements of the Privacy Rule. See 45 CFR
§164.530(d).
2.

Other administrative requirements

Programs subject to the Privacy Rule are required to meet administrative requirements
including:
•

•

•
•

•

•

Designate a privacy official who is responsible for the development and
implementation of its policies and procedures and a contact person or office
responsible for receiving complaints and able to provide further information.
See 45 CFR §164.530(a).
Train all members of the workforce on the program’s policies and procedures.
Each new member of the workforce must receive training within a reasonable
period of time after s/he joins the workforce. Whenever a workforce member’s
functions are affected by a material change in privacy policies or procedures,
that person must receive additional training within a reasonable period of time
after the material change becomes effective. The program must document all
training and retain the records for a period of six (6) years after the training. See
45 CFR §164.530(b).
Have in place appropriate administrative, technical, and physical safeguards to
protect the privacy of PHI. See 45 CFR §164.530(c).
Establish written policies and procedures that identify the staff persons or
classes of persons who need access to patients’ PHI, the categories of PHI they
need access to, and any conditions appropriate to such access. The program
must make reasonable efforts to limit access based on these determinations. See
45 CFR §164.514(d)(2).
Establish policies and procedures to ensure that, for disclosures of information
that occur on a routine and recurring basis, reasonable efforts are made to limit
disclosures to the minimum necessary to accomplish the intended purpose of the
disclosure. See 45 CFR §§164.502(b) and 164.514(d)(3)(i). For “all other
disclosures,” the program must develop criteria designed to limit the
information it discloses to the information reasonably necessary to accomplish
the purpose for which disclosure is sought and review requests for disclosure on
an individual basis in accordance with those criteria. See 45 CFR
§164.514(d)(3)(ii). Programs must also develop policies, procedures and criteria
to ensure that requests to other entities subject to the Privacy Rule for PHI are
limited to information “which is reasonably necessary to accomplish the
purpose for which the request is made.” See 45 CFR §164.514(d)(4). The
written polices and procedures must be retained for six (6) years after the last
time they were effective. See 45 CFR §164.530(j).
Establish and apply appropriate sanctions against members of its workforce who
fail to comply with its privacy policies and procedures. See 45 CFR
§164.530(e).

22

•
•

•
•

D.

Mitigate, to the extent practicable, any harmful effect that is known to the
program that results from a use or disclosure in violation of its policies and
procedures. See 45 CFR §164.530(f).
Refrain from taking intimidating, threatening, coercing, discriminating, or other
retaliatory action against any individual who exercises rights under the Privacy
Rule, including filing a complaint, assisting in an investigation, compliance
review, proceeding or hearing pursuant to the Privacy Rule, as well as any
individual who opposes any act or practice made unlawful by the Privacy Rule,
provided that he or she has a good faith belief that the practice is unlawful and
the manner of opposition is reasonable and does not invoke an impermissible
disclosure of PHI. See 45 CFR §164.530(g).
Not require patients to waive their rights to complain to the Secretary of HHS or
their other rights under the Privacy Rule as a condition of treatment, payment,
enrollment in a health plan, or eligibility for benefits. See 45 CFR §164.530(h).
Implement policies and procedures regarding PHI that are designed to comply
with the standards, implementation specifications, and other requirements of the
Privacy Rule, and maintain the policies and procedures in written or electronic
form for six years from the date the document was created, or last effective,
whichever is later. See 45 CFR §164.530(i) and (j).
Security of information

Part 2 requires programs to maintain patient written records in a secure room, locked
file cabinet, safe or other similar container. The regulations also require programs to
adopt written procedures to regulate access to patients’ records. See 42 CFR §2.16.
Section 164.530(c) of the Privacy Rule requires programs to maintain reasonable and
appropriate administrative, technical and physical safeguards to protect the privacy of
PHI. The issue of security has been addressed in more detail through a separate
Security Rule issued by HHS on February 20, 2003 that established the physical and
technical security standards required to guard the integrity, confidentiality and
availability of confidential information that is electronically stored, maintained or
transmitted. See 68 Federal Register 8334. Covered entities must be in compliance with
the Security Rule by April 20, 2005, except small health plans which have until April
20, 2006.
Conclusion
Compliance with Part 2 has given the substance abuse treatment programs extensive
experience with protecting patient confidentiality. Although substance abuse programs
will need to make some changes to their business practices, they have a good starting
point to work from in achieving compliance with the HIPAA Privacy Rule. Substance
abuse treatment programs should contact their respective State substance abuse
agencies and/or provider organizations, as well as legal counsel for assistance in
implementing practices that will comply with both Part 2 and the Privacy Rule.

23

For more information about the HIPAA Standards
http://www.hipaa.samhsa.gov is the SAMHSA website which provides information and
links for all HIPAA standards.
Standards for Privacy of Individually Identifiable Health Information (45 CFR
Parts 160 and 164)
More information can be obtained from the Office for Civil Rights HIPAA website
http://hhs.gov/ocr/hipaa
Standards for Electronic Transactions (45 CFR Parts 160 and 162)
The Standards for Electronic Transactions can be obtained from the Center for
Medicare and Medicaid Services (CMS) website at
http://cms.gov/hipaa/hipaa2/default.asp
Standard Unique Employer Identifier (45 CFR Parts 160 and 162)
http://cms.gov/hipaa/hipaa2/default.asp
Security Standards (45 CFR Parts 160, 162 and 164)
http://cms.gov/hipaa/hipaa2/default.asp

U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES
Substance Abuse and Mental Health Services Administration
Center for Substance Abuse Treatment
www.samhsa.gov
24