Notice of Privacy Practices - Zumbro Valley Health Center

Effective Date: January 1, 2026
Reviewed: Annually

Purpose of This Notice

This notice describes how medical, mental health, and substance use information about you may be used and disclosed by Zumbro Valley Health Center (ZVHC), and how you can access this information. Please review it carefully.

ZVHC collects, uses, and safeguards health information to provide services such as assessment, psychotherapy, substance use treatment, crisis stabilization, and other behavioral health care. This information may include demographic details, diagnoses, medications, treatment history, and insurance information.

ZVHC is required by law to maintain the privacy and security of this information and to inform you of your rights.

Uses and Disclosures of Your Health Information

ZVHC may use and disclose your health information for the following purposes without your written authorization, as permitted or required by law:

Treatment: To coordinate or manage your care among providers, programs, and care teams involved in your treatment. This may include internal case consultations or sharing necessary information with other healthcare providers.
Payment: To obtain payment or reimbursement for services rendered, including communications with your health plan or other payer.
Healthcare Operations: To support agency operations, quality improvement, supervision, training, accreditation, auditing, compliance, and outcome measurement.
Public Health and Safety: To comply with laws requiring the reporting of communicable diseases, abuse or neglect, threats of harm to self or others, or other circumstances involving the safety of individuals or the community.
Health Information Exchanges (HIEs): ZVHC may participate in secure health information exchanges that allow providers and health plans to share necessary clinical information for treatment, coordination, and continuity of care in compliance with applicable privacy laws.
Legal and Administrative Requirements: ZVHC may disclose information as required by a court order, subpoena, warrant, or other lawful process, or to comply with state or federal laws and regulations.
Law Enforcement and Oversight: To comply with investigations, audits, or activities of oversight agencies such as the Minnesota Department of Human Services or the U.S. Department of Health and Human Services.
Medical Examiners, Coroners, and Funeral Directors: To carry out their duties as allowed by law.
Workers’ Compensation and Government Programs: To comply with workers’ compensation laws or other government benefit programs.
Research: ZVHC may use or disclose information for approved research purposes, provided all applicable federal and state laws and safeguards are met.

Substance Use Disorder Confidentiality (42 CFR Part 2)

Records identifying an individual as receiving substance use disorder services are protected by federal law. ZVHC will not disclose any such information outside the organization unless:

the individual provides written consent,
the disclosure is authorized by court order, or
the disclosure is permitted for a medical emergency, audit, or research under federal regulations.

Your Rights Regarding Health Information

You have the following rights regarding your protected health information (PHI):

Right to Access and Obtain a Copy: You may request to inspect or obtain a copy of your health record through the method that works best for you — including the ZVHC Client Portal, secure email, U.S. mail, or in person at our main location. ZVHC will provide your records in paper or electronic format within 30 days of your request. A reasonable, cost-based fee may apply for copies, postage, or media.
Right to Request a Correction: You may ask for corrections to information you believe is inaccurate or incomplete. ZVHC may deny your request if the information is accurate and complete, but you will receive a written explanation.
Right to Request Restrictions: You may request restrictions on certain uses or disclosures. ZVHC is not required to agree but will make reasonable requests when possible.
Right to Confidential Communication: You may request to be contacted by specific means or at a particular address. ZVHC will accommodate all reasonable requests.
Right to an Accounting of Disclosures: You may request a list of certain disclosures ZVHC has made about you during the previous six years, except those related to treatment, payment, or operations.
Right to Receive a Copy of This Notice: You may request a paper or electronic copy of this notice at any time.
Right to Choose a Representative: If you have given someone medical power of attorney or if you have a legal guardian, that person can exercise your rights.
Right to File a Complaint: If you believe your privacy rights have been violated, you may file a complaint with the ZVHC Privacy Officer or with the U.S. Department of Health and Human Services. ZVHC will not retaliate against you for filing a complaint.

Your Communication Preferences

ZVHC uses secure methods to communicate about your care, including the Client Portal, which allows you to send and receive messages, view portions of your record, and request or receive copies of your health information when appropriate.

ZVHC may also contact you about your healthcare, including appointment reminders, treatment updates, billing matters, or information about programs, wellness events, or treatment alternatives.

Communication may occur by phone, text, email, or mail. Messages may include limited health information. Because electronic communication is not encrypted, there is some risk of unauthorized access. You may opt out of receiving non-treatment-related communications at any time.

ZVHC does not sell, rent, or use your information for marketing or fundraising purposes.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties

Special Protections for Certain Health Information

ZVHC complies with federal and state laws that provide additional privacy protections for certain types of information, including:

Mental health and psychotherapy notes
Substance use disorder treatment records (42 CFR Part 2)
HIV/AIDS-related information
Genetic testing results
Minor consent for treatment under Minnesota law

Our Duties and Responsibilities

Zumbro Valley Health Center is required by law to:

Maintain the privacy and security of your protected health information
Notify you in the event of a breach that may have compromised your information
Follow the terms of this Notice of Privacy Practices
Provide an updated notice whenever there are material changes to our privacy practices

ZVHC reviews and updates this notice at least annually.

Questions, Concerns, or Complaints

If you have questions about this notice or would like to exercise your rights, please contact:

Privacy Officer
Zumbro Valley Health Center
343 Wood Lake Drive SE
Rochester, MN 55904
Phone: (507) 289-2089

You may also contact the U.S. Department of Health and Human Services:

Office for Civil Rights
200 Independence Avenue SW
Washington, DC 20201
Phone: 1-800-368-1019
Website: www.hhs.gov/hipaa/filing-a-complaint

ZVHC will not retaliate against anyone filing a complaint or exercising their rights under this policy.

Non-Discrimination Statement

Zumbro Valley Health Center complies with applicable federal civil rights laws and does not discriminate on the basis of race, color, creed, religion, sex, marital status, gender identity or expression, sexual orientation, veteran status, national origin, disability, age, or status with regard to public assistance.

ZVHC provides free aids and services to individuals with disabilities and free language assistance to those whose primary language is not English.

To request these services or report concerns, contact:

HR
Zumbro Valley Health Center
Phone: (507) 289-2089