Client Rights | Oaklawn
Source: https://oaklawn.org/main/clients/client-rights
Archived: 2026-04-23 17:12
Client Rights | Oaklawn
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Know Your Client Rights
Derechos Del Cliente – En Español
You deserve the highest quality care, delivered in a safe environment with honesty and transparency. Learn more about your rights below. If you have questions, please
complete this form
.
Printed copies of all these materials are available at the front desk of every campus upon request.
Important Information About Your Rights
As a patient or client of Oaklawn, you have the following rights. For minors, some rights are determined by the parent or legal guardian.
To be treated with dignity and respect in the provision of all care and treatment.
To receive person-centered and/or family-centered care that recognizes and respects your cultural and other needs.
To have equal access to treatment regardless of race, religion, gender, ethnicity, age, handicap or sexual preference.
To accept or refuse treatment (unless ordered by a court) to the extent permitted by law.
To receive treatment in the least restrictive environment possible.
To actively participate in planning for treatment (if over 12 years of age), with periodic opportunities for review.
To be given a full explanation of the nature of the treatment or habilitation program proposed for you, as well as alternative treatments or programs, if any.
To receive a clear description of the known effects of receiving and not receiving the treatment or services.
To receive services from competent, professional staff.
To receive services from a provider of your choice or to change providers without specifying a reason (at times, this may be limited by payer requirements, provider credentials and staff capacity).
To formulate advance directives, including psychiatric advance directives, and appoint a surrogate to make health care decisions on your behalf to the extent permitted by law.
To contact or consult with legal counsel and private practitioners of your choice at your own expense.
To the confidentiality of all patient records (as defined by state and federal law).
To practice your own personal religion.
We want to serve you in the best way we can. If you or family members have a concern about your care or safety at Oaklawn, please let us know in any of the following ways:
Address it with your treatment team
Complete the “How Are We Doing” form located in the lobby
Contact the Client Advocate/Corporate Integrity Officer Emily Neufeld at
574-533-1234
, ext. 4270
emily.neufeld@oaklawn.org
voice mailbox:
574-537-2700
Confidentiality is assured
If you have a concern that you feel hasn’t been adequately addressed by Oaklawn, you may report it to the agencies listed below. Oaklawn will take no action against a person who reports a concern.
DMHA Consumer Service Line
The Indiana Department of Mental Health in Indianapolis offers a Consumer Service Line for all consumers of public mental health or addictions services in Indiana. They welcome your compliments, questions, or concerns about the service you received at Oaklawn. You can:
Call the Consumer Service Line at
1-800-901-1133
. If you are deaf, hard of hearing or speech impaired, dial 711.
Download information on filing a complaint
Submit a complaint online
Contact DMHA by mail at 402 West Washington St., Indianapolis, IN 46204
Indiana Disability Rights
In addition to Oaklawn’s Client Rights, the state of Indiana governs the rights of adults receiving treatment at a mental health facility. Those rights include:
To be treated with respect
To be free from abuse and neglect
To receive services you need
To make your own decisions whenever possible.
If you think you are being treated unfairly, contact Indiana Disability Rights:
Indiana Protection & Advocacy Services
Call
800-622-4845
TTY:
800-838-1131
Send mail to 4701 N. Keystone Ave., Suite 222, Indianapolis, IN 46205
You can
download the handbook Rights of Adults Receiving Treatment in Indiana Mental Health Facilities
. (Linked PDFs are hosted on external websites and may not meet accessibility standards.)
The Joint Commission
Patient safety concerns can be reported to The Joint Commission:
Report a safety concern online
Report a safety concern by mail to Office of Quality and Patient Safety, The Joint Commission, One Renaissance Boulevard, Oakbrook Terrace, IL 60181
If your report is regarding discrimination, please see “Our Promise to Not Discriminate” below for more information on how to report discrimination.
As part of a trauma-informed, person-centered and recovery-oriented program, it’s important that clients have a choice in treatment, including provider. At times, this may be limited by payer requirements, provider credentials and staff capacity.
If you would like to request a change in providers, we encourage you to discuss this with your current provider or another member of your treatment team. You do not need to give a reason, but staff will ask for enough information to help make a better match. They will also discuss Oaklawn’s protocols and standards of care to determine whether a change in providers will resolve your concerns.
After review, staff will discuss available options with you and facilitate an internal or external transfer.
Nondiscrimination
Oaklawn complies with applicable Federal civil rights laws. Oaklawn does not discriminate, exclude people or treat them differently on the basis of race, color, national origin, age, disability or sex.
Accessibility Services and Language Assistance
Oaklawn provides free and timely aids and services to people with disabilities and people whose primary language is not English, to be able to communicate effectively with us, such as certified and qualified interpreters, including sign language.
If you need language assistance services, contact Open Access at any campus, or your provider.
Grievance Procedure
If you believe Oaklawn has failed to provide these services or discriminated on the basis of race, color, national origin, age, disability, or sex, you can file a grievance with Emily Neufeld, Oaklawn’s Client Advocate:
Phone:
574-283-1234
ext. 4270
Mail: 415 E Madison St, South Bend IN 46617
Email:
emily.neufeld@oaklawn.org
or
complaint@oaklawn.org
Fax: 574-280-4605
You can also file a civil rights complaint with the US Department of Health and Human Services, Office of Civil Rights:
File a complaint through the complaint portal
Get more information about the types of complaints you can file and further instructions
Phone:
800-368-1019
or
800-537-7697
(TDD)
Mail: US Department of Health and Human Services, 200 Independence Avenue, SW, Room 509F, HHH Building, Washington, DC 20201
If you need help filing a grievance, Emily Neufeld is available to help you.
Your ability to pay does not affect your ability to receive services at Oaklawn. Our Access Center specialists will work with you to determine your options, and if you don’t have insurance, Oaklawn may even be able to help you apply for a variety of types of coverage, if eligible.
We aim to be as transparent as possible regarding our fees and your responsibility for payment. Many factors will determine your final financial responsibility, including whether you have insurance and what type. For clients who do not have insurance, we offer an Ability to Pay Scale.
Download our Ability to Pay Scale and Fee Schedule here.
Effective Date: 7/1/2025
This notice describes
How health information about you may be used and disclosed.
Your rights with respect to your health information.
How to file a complaint about the privacy or security of your health information, or about your rights.
Please review it carefully.
You have a right to a copy of this notice (paper or electronic) and to discuss it with Oaklawn’s Privacy Officer at
(574) 533-1234
.
Oaklawn complies with applicable Federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex.
Oaklawn cumple con las leyes federales de derechos civiles aplicables y no discrimina por motivos de raza, color, naciona- lidad, edad, discapacidad o sexo.
Oaklawn 遵守適用的聯邦民權法律規定，不因種族、膚色、民族血統、年齡、殘障或性別而歧視任何人。
The purpose of this notice
We want you to know the ways in which we may use and disclose your health information. We also want you to be aware of your rights and our obligations regarding health information. This notice includes Oaklawn’s practices and that of:
any health care professional authorized to enter information in your Oaklawn chart;
all employees, departments, and units of Oaklawn;
any member of a volunteer group allowed to help you at Oaklawn
This notice applies to all of the records of your care generated by Oaklawn.
Our pledge regarding health information
We understand that your health information is personal and we are committed to protecting your privacy. We keep a record of the care and services you receive at Oaklawn in order to ensure quality care and to comply with certain legal requirements.
Uses and disclosures not covered by this notice or the law will be made only with your written permission, which you may revoke at any time. We are unable to take back any disclosures we have already made with your permission.
Our responsibilities under the law
We will maintain the privacy and security of your health information
We will promptly notify you of any incident that may have compromised the privacy or security of your
We will follow this notice and give you a copy.
Federal law prohibits health providers from the following without your authorization:
most uses and disclosures of psychotherapy notes (desk notes);
uses and disclosures for marketing purposes;
selling your information;
disclosures for investigations, imposing liability or identifying a person related to seeking, obtaining, providing or facilitating lawful reproductive healthcare; and
other uses and disclosures not described in this document.
How we may use and disclose your health information
To treat you
The Oaklawn staff involved in your treatment will have access to your health information. We also may disclose health information to health care providers outside Oaklawn who are treating you, such as your primary care physician.
Oaklawn participates in the Indiana Health Information Exchange (IHIE). It stores and delivers electronic health information so healthcare providers can coordinate care. IHIE is legally bound to protect your health information. For more information,
visit IHIE.
To get paid for services
We may bill for our services and collect payment from you, an insurance company, or a third party. For example, we may give health information to your insurer to get payment, determine benefits, or obtain prior approval.
To operate our organization
We use and disclose health information for Oaklawn operations. For example, we may review your treatment to ensure that it meets our quality standards. We may also allow our professionals, students and other staff to access health information for review and learning purposes.
We may combine de-identified information from many clients and with other providers to compare how we are doing and see where we can make improvements.
Appointment reminders
We may contact you with appointment reminders.
Individuals involved in your care or payment
We may disclose limited information to a friend or family member who is responsible for your medical care, or someone who helps pay for it.
Disaster notifications
We may share health information with a disaster relief entity so they can notify your family of your condition, status and location.
Health-related benefits and services; treatment alternatives
We may identify possible benefits, services and alternatives that may help you.
Health oversight activities
We will assist with activities that monitor the health care system, government programs, and ensure compliance with civil rights laws and safety/quality requirements. Some examples are insurance audits and licensure surveys.
Research
We may use or disclose health information for research. If we invite you to participate in research, we will ask you to sign an authorization. You may decline.
Special situations
Organ and tissue donation
If you are a donor, we may disclose health information to a donation bank, or procurement or transplant organization to facilitate their services.
Military and veterans
If you are a member of the armed forces, we may disclose health information as required by your domestic or foreign military command authorities.
Coroners, medical examiners and funeral directors
We may disclose health information to help with discharging their responsibilities. For example, we may help identify a deceased person, determine cause of death, locate next-of-kin, or assist with final arrangements.
Inmates
If you are an inmate of a correctional institution or in law enforcement custody, we may disclose health information to them:
so they can provide for your health care;
to protect the health and safety of you, another person or the correctional institution.
Lawsuits and disputes
We will disclose health information if properly ordered by a court.
We will disclose health information about you when required by law
To avert a serious threat to health or safety
We will disclose health information when we have a legal “Duty to Report” to prevent a serious threat to the health or safety of you, the public, or another person.
Public health risks
We will disclose health information as required by law, including:
to prevent or control disease, injury or disability;
to report births and deaths;
to report abuse, neglect or exploitation of a child or dependent adult;
to report issues with medications or medical products;
to notify a person who may have been exposed to a disease or may be at risk for contracting or spreading a disease or condition
Law enforcement
We will disclose health information when permitted by law, including:
in response to a court order;
if required by state or federal law;
to identify or locate a suspect, fugitive, material witness, or missing person;
about the victim of a crime under certain limited circumstances;
about a death that may be due to a crime;
about criminal conduct at Oaklawn or against a staff person;
in an emergency to report a crime, the location of the crime or victims, or the identity, description, or location of the person who committed it.
National security and intelligence activities
We may disclose health information to federal officials for intelligence, counterintelligence, and other national security activities authorized by law.
Protective services
We will disclose health information to authorized federal officials to protect the President or other authorized persons or for special investigations.
Your rights regarding health information
You have the following rights regarding the health information we maintain about you:
1. View or get a copy of your health record
Usually, this includes medical and billing records, but does not include psychotherapy (desk) notes.
To access your record, send a written request to the manager of Health Information. State whether you would like a paper or electronic copy. Generally we will fulfill your request within 30 days. We may charge a fee for the costs of copying, mailing, or other associated expenses.
We may deny your request in certain limited circumstances, and you may have the right to ask for a review of the denial. A licensed health care professional (not the person who denied your request) will review your request, and we will comply with their findings.
2. Ask us to correct your health record
If you find that health information is incorrect or incomplete, you may ask us to amend it. You can do this for as long as the information is kept by or for Oaklawn. To do this, send a written request to the manager of Health Information with the reason for your request.
We may deny your request if the information:
was not created by Oaklawn;
is not part of the health information kept by or for Oaklawn;
is not part of the information which you would be permitted to inspect and copy; or
is accurate and complete
If we deny your request, we will provide a written explanation within 60 days. You may then submit a written “rebuttal” statement to be kept in your medical record.
3. Get a list of disclosures
You may request a list of when we have released your health information including why the information was shared, and with whom.
To get a list, write to the manager of Health Information. State if you want a paper or electronic list and give a time frame of up to 6 years prior. You may request one list for free every 12 months.
4. Request restrictions
You may ask us to restrict or limit the health information we use or disclose for treatment, payment or operations. For example, you could ask us to not to share information about a specific treatment session.
To do this, write to the manager of Health Information with (1) the information to limit; (2) whether to limit use, disclosure, or both; and (3) to whom the limits apply, for example, disclosures to a particular health care provider.
We will agree to your restrictions related to payment for services if you make other payment arrangements. For other requests, we will let you know if we agree or not. Even if we agree, we will still make disclosures if needed to facilitate emergency medical treatment for you.
5. Tell us how to communicate with you
You may tell us to only contact you in certain ways. For example, you can ask that we only call your cell phone and not your home phone.
To do this, contact the Access Center, any receptionist, or Oaklawn’s Privacy Officer. We will accommodate all reasonable requests and will not ask you for a reason. We ask that you give us at least one way to contact you.
6. Get a copy of this notice
We will offer you a copy of the current notice each time you register at or are admitted to Oaklawn. At any time, you may ask any Oaklawn receptionist for a copy of our current notice, or access it at
Oaklawn’s website.
We will periodically update this notice, which is effective for both existing and future health information. A copy is posted in each of our facilities. The first page shows the effective date.
Complaints
If you believe your privacy rights have been violated, you may file a complaint with Oaklawn‘s Privacy Officer at
574-533-1234
ext. 4270,
complaint@oaklawn.org
or PO Box 809, Goshen IN 46527.
You may also complain to the US Dept. of Health & Human Services – Office for Civil Rights
through their online complaint form
, at
877-696-6775
, or 200 Independence Ave SW, Washington DC 20201.
We will not retaliate against you for filing a complaint.
Confidentiality of substance use disorder treatment records
Information about the referral, assessment, diagnosis or treatment of a substance use disorder is protected by federal law under 42 Code of Federal Regulations Part 2.
Generally, we may not disclose any information identifying you as having a substance use disorder unless:
you consent in writing, including by signing a single consent to authorize use and disclosure for the purpose of Treatment, Payment and Operations;
it is allowed by a court order;
it is made to medical personnel in a medical emergency when you are unable to speak for yourself; or
it is made to qualified personnel for research, audit, or program evaluation.
We will make other disclosures only with your written consent. You may revoke any written consent by notifying staff at any time.
The following information is not protected from being reported to appropriate authorities:
information about a crime or threat to commit a crime against Oaklawn or our staff; or
suspected child abuse or neglect
Violation of federal regulations by a treatment provider is a crime. You may report suspected violations of 42 CFR 2 to the US Attorney Northern Indiana District: 204 S. Main St. Room MO-1, South Bend IN 46601 or
574-236-8287
.
The Homeless Management Information System (HMIS) is a computerized, web-based data collection system that tracks the nature and scope of human service needs at individual agencies as well as across Indiana. Overall, HMIS enables The U.S. Department of Housing and Urban Development (HUD) to gather data on a national level regarding the nature of homelessness over time.
Specifically, HMIS can be used to produce an unduplicated count of homeless persons, understand patterns of service use, and measure the effectiveness of homeless programs. HUD and policymakers use HMIS data to continually improve homeless policy and decision-making at the federal, state, and local levels.
For an explanation of why and how this data is collected
download the HMIS Notice of Privacy Practices
.
In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.
Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at
(202) 720-2600
(voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.
To file a program discrimination complaint, a Complainant should complete a
Form AD-3027, USDA Program Discrimination Complaint Form
or from any USDA office, by calling
(866) 632-9992
, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:
mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW, Washington, D.C. 20250-9410; or
fax:
(833) 256-1665
or
(202) 690-7442
; or
email:
Program.Intake@usda.gov
It is the policy of the Indiana Department of Education (DOE) not to discriminate on the basis of race, color, religion, sex, national origin, age, or disability, in its programs, activities, or employment policies as required by the Indiana Civil Rights Law (I.C. 22-9-1), Title VI and VII (Civil Rights Act of 1964), the Equal Pay of 1973, the Equal Pay Act of 2020, Title IX (Educational Amendments), Section 504 (Rehabilitation Act of 1973), and the Americans with Disabilities Act (42 USCS § 12101, et seq.). Inquiries regarding compliance by the Indiana Department of Education with Title IX and other civil rights laws may be directed to the Title IX Coordinator, Indiana Department of Education, Room 229, State House, Indianapolis, IN 46204-2798, or by telephone to (317) 232-6610 or the Director of the Office for Civil Rights, U.S. Department of Education, 111 North Canal Street, Suite 1053, Chicago, IL, 60606-7204 (312) 886-8434. Dr. Katie Jenner, Indiana Secretary of Education.
This institution is an equal opportunity provider.
Updated: 07/25/22
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Oaklawn offers
24/7 crisis support
and is your leading provider of
mental health services
and
addiction treatment
in Elkhart and St. Joseph counties in northern Indiana.
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Know Your Client Rights
Derechos Del Cliente – En Español
You deserve the highest quality care, delivered in a safe environment with honesty and transparency. Learn more about your rights below. If you have questions, please
complete this form
.
Printed copies of all these materials are available at the front desk of every campus upon request.
Important Information About Your Rights
As a patient or client of Oaklawn, you have the following rights. For minors, some rights are determined by the parent or legal guardian.
To be treated with dignity and respect in the provision of all care and treatment.
To receive person-centered and/or family-centered care that recognizes and respects your cultural and other needs.
To have equal access to treatment regardless of race, religion, gender, ethnicity, age, handicap or sexual preference.
To accept or refuse treatment (unless ordered by a court) to the extent permitted by law.
To receive treatment in the least restrictive environment possible.
To actively participate in planning for treatment (if over 12 years of age), with periodic opportunities for review.
To be given a full explanation of the nature of the treatment or habilitation program proposed for you, as well as alternative treatments or programs, if any.
To receive a clear description of the known effects of receiving and not receiving the treatment or services.
To receive services from competent, professional staff.
To receive services from a provider of your choice or to change providers without specifying a reason (at times, this may be limited by payer requirements, provider credentials and staff capacity).
To formulate advance directives, including psychiatric advance directives, and appoint a surrogate to make health care decisions on your behalf to the extent permitted by law.
To contact or consult with legal counsel and private practitioners of your choice at your own expense.
To the confidentiality of all patient records (as defined by state and federal law).
To practice your own personal religion.
We want to serve you in the best way we can. If you or family members have a concern about your care or safety at Oaklawn, please let us know in any of the following ways:
Address it with your treatment team
Complete the “How Are We Doing” form located in the lobby
Contact the Client Advocate/Corporate Integrity Officer Emily Neufeld at
574-533-1234
, ext. 4270
emily.neufeld@oaklawn.org
voice mailbox:
574-537-2700
Confidentiality is assured
If you have a concern that you feel hasn’t been adequately addressed by Oaklawn, you may report it to the agencies listed below. Oaklawn will take no action against a person who reports a concern.
DMHA Consumer Service Line
The Indiana Department of Mental Health in Indianapolis offers a Consumer Service Line for all consumers of public mental health or addictions services in Indiana. They welcome your compliments, questions, or concerns about the service you received at Oaklawn. You can:
Call the Consumer Service Line at
1-800-901-1133
. If you are deaf, hard of hearing or speech impaired, dial 711.
Download information on filing a complaint
Submit a complaint online
Contact DMHA by mail at 402 West Washington St., Indianapolis, IN 46204
Indiana Disability Rights
In addition to Oaklawn’s Client Rights, the state of Indiana governs the rights of adults receiving treatment at a mental health facility. Those rights include:
To be treated with respect
To be free from abuse and neglect
To receive services you need
To make your own decisions whenever possible.
If you think you are being treated unfairly, contact Indiana Disability Rights:
Indiana Protection & Advocacy Services
Call
800-622-4845
TTY:
800-838-1131
Send mail to 4701 N. Keystone Ave., Suite 222, Indianapolis, IN 46205
You can
download the handbook Rights of Adults Receiving Treatment in Indiana Mental Health Facilities
. (Linked PDFs are hosted on external websites and may not meet accessibility standards.)
The Joint Commission
Patient safety concerns can be reported to The Joint Commission:
Report a safety concern online
Report a safety concern by mail to Office of Quality and Patient Safety, The Joint Commission, One Renaissance Boulevard, Oakbrook Terrace, IL 60181
If your report is regarding discrimination, please see “Our Promise to Not Discriminate” below for more information on how to report discrimination.
As part of a trauma-informed, person-centered and recovery-oriented program, it’s important that clients have a choice in treatment, including provider. At times, this may be limited by payer requirements, provider credentials and staff capacity.
If you would like to request a change in providers, we encourage you to discuss this with your current provider or another member of your treatment team. You do not need to give a reason, but staff will ask for enough information to help make a better match. They will also discuss Oaklawn’s protocols and standards of care to determine whether a change in providers will resolve your concerns.
After review, staff will discuss available options with you and facilitate an internal or external transfer.
Nondiscrimination
Oaklawn complies with applicable Federal civil rights laws. Oaklawn does not discriminate, exclude people or treat them differently on the basis of race, color, national origin, age, disability or sex.
Accessibility Services and Language Assistance
Oaklawn provides free and timely aids and services to people with disabilities and people whose primary language is not English, to be able to communicate effectively with us, such as certified and qualified interpreters, including sign language.
If you need language assistance services, contact Open Access at any campus, or your provider.
Grievance Procedure
If you believe Oaklawn has failed to provide these services or discriminated on the basis of race, color, national origin, age, disability, or sex, you can file a grievance with Emily Neufeld, Oaklawn’s Client Advocate:
Phone:
574-283-1234
ext. 4270
Mail: 415 E Madison St, South Bend IN 46617
Email:
emily.neufeld@oaklawn.org
or
complaint@oaklawn.org
Fax: 574-280-4605
You can also file a civil rights complaint with the US Department of Health and Human Services, Office of Civil Rights:
File a complaint through the complaint portal
Get more information about the types of complaints you can file and further instructions
Phone:
800-368-1019
or
800-537-7697
(TDD)
Mail: US Department of Health and Human Services, 200 Independence Avenue, SW, Room 509F, HHH Building, Washington, DC 20201
If you need help filing a grievance, Emily Neufeld is available to help you.
Your ability to pay does not affect your ability to receive services at Oaklawn. Our Access Center specialists will work with you to determine your options, and if you don’t have insurance, Oaklawn may even be able to help you apply for a variety of types of coverage, if eligible.
We aim to be as transparent as possible regarding our fees and your responsibility for payment. Many factors will determine your final financial responsibility, including whether you have insurance and what type. For clients who do not have insurance, we offer an Ability to Pay Scale.
Download our Ability to Pay Scale and Fee Schedule here.
Effective Date: 7/1/2025
This notice describes
How health information about you may be used and disclosed.
Your rights with respect to your health information.
How to file a complaint about the privacy or security of your health information, or about your rights.
Please review it carefully.
You have a right to a copy of this notice (paper or electronic) and to discuss it with Oaklawn’s Privacy Officer at
(574) 533-1234
.
Oaklawn complies with applicable Federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex.
Oaklawn cumple con las leyes federales de derechos civiles aplicables y no discrimina por motivos de raza, color, naciona- lidad, edad, discapacidad o sexo.
Oaklawn 遵守適用的聯邦民權法律規定，不因種族、膚色、民族血統、年齡、殘障或性別而歧視任何人。
The purpose of this notice
We want you to know the ways in which we may use and disclose your health information. We also want you to be aware of your rights and our obligations regarding health information. This notice includes Oaklawn’s practices and that of:
any health care professional authorized to enter information in your Oaklawn chart;
all employees, departments, and units of Oaklawn;
any member of a volunteer group allowed to help you at Oaklawn
This notice applies to all of the records of your care generated by Oaklawn.
Our pledge regarding health information
We understand that your health information is personal and we are committed to protecting your privacy. We keep a record of the care and services you receive at Oaklawn in order to ensure quality care and to comply with certain legal requirements.
Uses and disclosures not covered by this notice or the law will be made only with your written permission, which you may revoke at any time. We are unable to take back any disclosures we have already made with your permission.
Our responsibilities under the law
We will maintain the privacy and security of your health information
We will promptly notify you of any incident that may have compromised the privacy or security of your
We will follow this notice and give you a copy.
Federal law prohibits health providers from the following without your authorization:
most uses and disclosures of psychotherapy notes (desk notes);
uses and disclosures for marketing purposes;
selling your information;
disclosures for investigations, imposing liability or identifying a person related to seeking, obtaining, providing or facilitating lawful reproductive healthcare; and
other uses and disclosures not described in this document.
How we may use and disclose your health information
To treat you
The Oaklawn staff involved in your treatment will have access to your health information. We also may disclose health information to health care providers outside Oaklawn who are treating you, such as your primary care physician.
Oaklawn participates in the Indiana Health Information Exchange (IHIE). It stores and delivers electronic health information so healthcare providers can coordinate care. IHIE is legally bound to protect your health information. For more information,
visit IHIE.
To get paid for services
We may bill for our services and collect payment from you, an insurance company, or a third party. For example, we may give health information to your insurer to get payment, determine benefits, or obtain prior approval.
To operate our organization
We use and disclose health information for Oaklawn operations. For example, we may review your treatment to ensure that it meets our quality standards. We may also allow our professionals, students and other staff to access health information for review and learning purposes.
We may combine de-identified information from many clients and with other providers to compare how we are doing and see where we can make improvements.
Appointment reminders
We may contact you with appointment reminders.
Individuals involved in your care or payment
We may disclose limited information to a friend or family member who is responsible for your medical care, or someone who helps pay for it.
Disaster notifications
We may share health information with a disaster relief entity so they can notify your family of your condition, status and location.
Health-related benefits and services; treatment alternatives
We may identify possible benefits, services and alternatives that may help you.
Health oversight activities
We will assist with activities that monitor the health care system, government programs, and ensure compliance with civil rights laws and safety/quality requirements. Some examples are insurance audits and licensure surveys.
Research
We may use or disclose health information for research. If we invite you to participate in research, we will ask you to sign an authorization. You may decline.
Special situations
Organ and tissue donation
If you are a donor, we may disclose health information to a donation bank, or procurement or transplant organization to facilitate their services.
Military and veterans
If you are a member of the armed forces, we may disclose health information as required by your domestic or foreign military command authorities.
Coroners, medical examiners and funeral directors
We may disclose health information to help with discharging their responsibilities. For example, we may help identify a deceased person, determine cause of death, locate next-of-kin, or assist with final arrangements.
Inmates
If you are an inmate of a correctional institution or in law enforcement custody, we may disclose health information to them:
so they can provide for your health care;
to protect the health and safety of you, another person or the correctional institution.
Lawsuits and disputes
We will disclose health information if properly ordered by a court.
We will disclose health information about you when required by law
To avert a serious threat to health or safety
We will disclose health information when we have a legal “Duty to Report” to prevent a serious threat to the health or safety of you, the public, or another person.
Public health risks
We will disclose health information as required by law, including:
to prevent or control disease, injury or disability;
to report births and deaths;
to report abuse, neglect or exploitation of a child or dependent adult;
to report issues with medications or medical products;
to notify a person who may have been exposed to a disease or may be at risk for contracting or spreading a disease or condition
Law enforcement
We will disclose health information when permitted by law, including:
in response to a court order;
if required by state or federal law;
to identify or locate a suspect, fugitive, material witness, or missing person;
about the victim of a crime under certain limited circumstances;
about a death that may be due to a crime;
about criminal conduct at Oaklawn or against a staff person;
in an emergency to report a crime, the location of the crime or victims, or the identity, description, or location of the person who committed it.
National security and intelligence activities
We may disclose health information to federal officials for intelligence, counterintelligence, and other national security activities authorized by law.
Protective services
We will disclose health information to authorized federal officials to protect the President or other authorized persons or for special investigations.
Your rights regarding health information
You have the following rights regarding the health information we maintain about you:
1. View or get a copy of your health record
Usually, this includes medical and billing records, but does not include psychotherapy (desk) notes.
To access your record, send a written request to the manager of Health Information. State whether you would like a paper or electronic copy. Generally we will fulfill your request within 30 days. We may charge a fee for the costs of copying, mailing, or other associated expenses.
We may deny your request in certain limited circumstances, and you may have the right to ask for a review of the denial. A licensed health care professional (not the person who denied your request) will review your request, and we will comply with their findings.
2. Ask us to correct your health record
If you find that health information is incorrect or incomplete, you may ask us to amend it. You can do this for as long as the information is kept by or for Oaklawn. To do this, send a written request to the manager of Health Information with the reason for your request.
We may deny your request if the information:
was not created by Oaklawn;
is not part of the health information kept by or for Oaklawn;
is not part of the information which you would be permitted to inspect and copy; or
is accurate and complete
If we deny your request, we will provide a written explanation within 60 days. You may then submit a written “rebuttal” statement to be kept in your medical record.
3. Get a list of disclosures
You may request a list of when we have released your health information including why the information was shared, and with whom.
To get a list, write to the manager of Health Information. State if you want a paper or electronic list and give a time frame of up to 6 years prior. You may request one list for free every 12 months.
4. Request restrictions
You may ask us to restrict or limit the health information we use or disclose for treatment, payment or operations. For example, you could ask us to not to share information about a specific treatment session.
To do this, write to the manager of Health Information with (1) the information to limit; (2) whether to limit use, disclosure, or both; and (3) to whom the limits apply, for example, disclosures to a particular health care provider.
We will agree to your restrictions related to payment for services if you make other payment arrangements. For other requests, we will let you know if we agree or not. Even if we agree, we will still make disclosures if needed to facilitate emergency medical treatment for you.
5. Tell us how to communicate with you
You may tell us to only contact you in certain ways. For example, you can ask that we only call your cell phone and not your home phone.
To do this, contact the Access Center, any receptionist, or Oaklawn’s Privacy Officer. We will accommodate all reasonable requests and will not ask you for a reason. We ask that you give us at least one way to contact you.
6. Get a copy of this notice
We will offer you a copy of the current notice each time you register at or are admitted to Oaklawn. At any time, you may ask any Oaklawn receptionist for a copy of our current notice, or access it at
Oaklawn’s website.
We will periodically update this notice, which is effective for both existing and future health information. A copy is posted in each of our facilities. The first page shows the effective date.
Complaints
If you believe your privacy rights have been violated, you may file a complaint with Oaklawn‘s Privacy Officer at
574-533-1234
ext. 4270,
complaint@oaklawn.org
or PO Box 809, Goshen IN 46527.
You may also complain to the US Dept. of Health & Human Services – Office for Civil Rights
through their online complaint form
, at
877-696-6775
, or 200 Independence Ave SW, Washington DC 20201.
We will not retaliate against you for filing a complaint.
Confidentiality of substance use disorder treatment records
Information about the referral, assessment, diagnosis or treatment of a substance use disorder is protected by federal law under 42 Code of Federal Regulations Part 2.
Generally, we may not disclose any information identifying you as having a substance use disorder unless:
you consent in writing, including by signing a single consent to authorize use and disclosure for the purpose of Treatment, Payment and Operations;
it is allowed by a court order;
it is made to medical personnel in a medical emergency when you are unable to speak for yourself; or
it is made to qualified personnel for research, audit, or program evaluation.
We will make other disclosures only with your written consent. You may revoke any written consent by notifying staff at any time.
The following information is not protected from being reported to appropriate authorities:
information about a crime or threat to commit a crime against Oaklawn or our staff; or
suspected child abuse or neglect
Violation of federal regulations by a treatment provider is a crime. You may report suspected violations of 42 CFR 2 to the US Attorney Northern Indiana District: 204 S. Main St. Room MO-1, South Bend IN 46601 or
574-236-8287
.
The Homeless Management Information System (HMIS) is a computerized, web-based data collection system that tracks the nature and scope of human service needs at individual agencies as well as across Indiana. Overall, HMIS enables The U.S. Department of Housing and Urban Development (HUD) to gather data on a national level regarding the nature of homelessness over time.
Specifically, HMIS can be used to produce an unduplicated count of homeless persons, understand patterns of service use, and measure the effectiveness of homeless programs. HUD and policymakers use HMIS data to continually improve homeless policy and decision-making at the federal, state, and local levels.
For an explanation of why and how this data is collected
download the HMIS Notice of Privacy Practices
.
In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.
Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at
(202) 720-2600
(voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.
To file a program discrimination complaint, a Complainant should complete a
Form AD-3027, USDA Program Discrimination Complaint Form
or from any USDA office, by calling
(866) 632-9992
, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:
mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW, Washington, D.C. 20250-9410; or
fax:
(833) 256-1665
or
(202) 690-7442
; or
email:
Program.Intake@usda.gov
It is the policy of the Indiana Department of Education (DOE) not to discriminate on the basis of race, color, religion, sex, national origin, age, or disability, in its programs, activities, or employment policies as required by the Indiana Civil Rights Law (I.C. 22-9-1), Title VI and VII (Civil Rights Act of 1964), the Equal Pay of 1973, the Equal Pay Act of 2020, Title IX (Educational Amendments), Section 504 (Rehabilitation Act of 1973), and the Americans with Disabilities Act (42 USCS § 12101, et seq.). Inquiries regarding compliance by the Indiana Department of Education with Title IX and other civil rights laws may be directed to the Title IX Coordinator, Indiana Department of Education, Room 229, State House, Indianapolis, IN 46204-2798, or by telephone to (317) 232-6610 or the Director of the Office for Civil Rights, U.S. Department of Education, 111 North Canal Street, Suite 1053, Chicago, IL, 60606-7204 (312) 886-8434. Dr. Katie Jenner, Indiana Secretary of Education.
This institution is an equal opportunity provider.
Updated: 07/25/22
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Oaklawn offers
24/7 crisis support
and is your leading provider of
mental health services
and
addiction treatment
in Elkhart and St. Joseph counties in northern Indiana.
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