Privacy Policy

A legal disclaimer

Bluegrass Healing Partners provides behavioral health, therapeutic, and supportive services intended to assist children, adolescents, and families with emotional, behavioral, and mental health needs. Participation in services does not guarantee specific clinical, behavioral, educational, or treatment outcomes, as individual progress and results may vary based on multiple factors including participation, clinical needs, environmental influences, and treatment compliance.

All information provided by Bluegrass Healing Partners, including website content, printed materials, program descriptions, educational resources, and communications, is intended for informational and supportive purposes only and should not be interpreted as medical, legal, or emergency advice. Clinical recommendations and treatment decisions are based on individualized assessments completed by qualified professionals.

Bluegrass Healing Partners complies with all applicable federal and Kentucky state laws regarding confidentiality, behavioral health services, HIPAA regulations, mandatory reporting obligations, and client rights. Information may be disclosed without consent when required by law, including but not limited to situations involving suspected abuse or neglect, threats to safety, medical emergencies, court orders, or other legally mandated reporting requirements.

Our organization reserves the right to modify programs, policies, procedures, schedules, transportation availability, admission criteria, and service offerings at any time in accordance with operational needs, licensing requirements, insurance regulations, or applicable laws and regulations.

By participating in services or accessing information provided by Bluegrass Healing Partners, clients, parents, legal guardians, and visitors acknowledge understanding of this disclaimer and agree to comply with all applicable organizational policies, procedures, and treatment requirements.

Privacy Policy 

Information We Collect

Bluegrass Healing Partners may collect personal, medical, behavioral health, educational, and demographic information necessary to provide treatment, coordinate care, process billing, and maintain program operations. Information collected may include:

• Client and guardian names

• Contact information

• Date of birth

• Insurance information

• Medical and behavioral health history

• Treatment records and assessments

• School-related information when authorized

• Emergency contact information

• Transportation-related information

• Other information necessary for treatment and care coordination

Use of Information

Client information may be used for:

• Providing behavioral health treatment and services

• Developing individualized treatment plans

• Coordinating care with authorized providers, schools, or agencies

• Scheduling and transportation coordination

• Billing and insurance claims processing

• Internal quality assurance and program improvement

• Legal and regulatory compliance

Information is only accessed by authorized personnel with a legitimate treatment, operational, or administrative need.

Confidentiality & HIPAA Compliance

Bluegrass Healing Partners maintains strict confidentiality standards and safeguards to protect Protected Health Information (PHI). We do not release confidential information without proper authorization except as permitted or required by law, including:

• Medical emergencies

• Mandatory reporting obligations

• Court orders or legal requirements

• Threats to safety involving the client or others

• Authorized coordination of care

All staff members receive training regarding confidentiality, HIPAA compliance, trauma-informed care, and client privacy protections.

Release of Information

Protected information may only be released to parents, legal guardians, custodial representatives, healthcare providers, schools, case workers, or outside agencies when:

• A valid Release of Information (ROI) has been signed

• Disclosure is permitted by law

• Disclosure is necessary for treatment, payment, or healthcare operations

• Required by court order or legal obligation

Bluegrass Healing Partners reserves the right to deny requests for information that violate confidentiality laws or place a client’s safety or wellbeing at risk.

Electronic Communication

While we take reasonable precautions to secure electronic communications, email, text messaging, and electronic document transmission may carry inherent privacy risks. By communicating electronically with our organization, individuals acknowledge and accept these potential risks unless otherwise prohibited by law.

Sensitive clinical information may not be shared electronically without appropriate authorization and administrative approval.

Website & Online Information

If applicable, our website or online systems may collect limited technical information such as:

• Device information

• Browser type

• IP address

• Website usage statistics

This information may be used to improve website functionality, communication, and user experience. We do not knowingly collect personal information from minors online without appropriate consent.

Client Rights

Clients and legal guardians may have the right to:

• Request access to records as permitted by law

• Request corrections to inaccurate information

• Request restrictions on certain disclosures

• Obtain copies of privacy practices

• File complaints regarding privacy concerns without retaliation

Requests must be submitted in accordance with organizational procedures and applicable laws.

Data Security

Bluegrass Healing Partners utilizes administrative, technical, and physical safeguards to help protect confidential information from unauthorized access, disclosure, misuse, or loss. Despite these protections, no system can guarantee complete security.

Changes to This Policy

Bluegrass Healing Partners reserves the right to update or modify this Privacy Policy at any time in accordance with changes in laws, regulations, licensing requirements, or organizational practices. Updated versions will become effective upon posting or distribution.

Contact Information

For questions regarding this Privacy Policy or confidentiality practices, please contact:

630 Adams Road, Pikeville, Kentucky
606-653-2873
megan.thacker@bluegrasshealingpartners.com

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 Privacy Policy

Bluegrass Healing Partners is committed to protecting the privacy, confidentiality, and security of all clients, families, legal guardians, referral sources, and visitors who interact with our organization. This Privacy Policy explains how information is collected, used, stored, protected, and disclosed in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), applicable Kentucky state laws, federal behavioral health confidentiality regulations, and all licensing and accreditation standards governing Behavioral Health Services Organizations (BHSOs).

Bluegrass Healing Partners recognizes the sensitive nature of behavioral health information and maintains strict safeguards to protect all Protected Health Information (PHI) and confidential records associated with the services we provide to children, adolescents, and families.

Information We Collect

To provide safe, effective, and individualized behavioral health services, Bluegrass Healing Partners may collect and maintain information including, but not limited to:

Personal & Demographic Information

• Client name and identifying information

• Parent or legal guardian information

• Address, phone number, and email address

• Date of birth

• Emergency contact information

• School and educational information

• Custody or guardianship documentation

Clinical & Behavioral Health Information

• Medical and mental health history

• Behavioral assessments and evaluations

• Psychiatric information

• Trauma history

• Therapy notes and treatment documentation

• Medication information

• Crisis intervention documentation

• Progress notes and treatment plans

• Attendance and participation records

Insurance & Financial Information

• Medicaid information

• Private insurance information

• Billing records

• Authorization documentation

• Payment information when applicable

Transportation & Program Participation Information

• Transportation requests and scheduling information

• Behavioral incident reports

• Program participation records

• Safety plans and emergency procedures

Purpose of Information Collection

Information is collected and used to:

• Provide behavioral health treatment and therapeutic services

• Develop individualized treatment plans

• Coordinate care with authorized providers and agencies

• Communicate with parents and legal guardians

• Ensure client safety and crisis response

• Coordinate transportation services

• Verify insurance eligibility and process billing

• Meet state and federal documentation requirements

• Maintain quality assurance and program improvement efforts

• Comply with licensing, accreditation, and legal obligations

All information collected is limited to what is reasonably necessary for treatment, healthcare operations, billing, safety, and regulatory compliance.

HIPAA Compliance & Confidentiality

Bluegrass Healing Partners complies with HIPAA privacy and security standards designed to protect confidential healthcare information. All Protected Health Information (PHI) is safeguarded using administrative, technical, and physical security measures intended to prevent unauthorized access, disclosure, misuse, alteration, or loss of information.

Access to confidential information is strictly limited to authorized personnel who require access for treatment, billing, healthcare operations, supervision, quality assurance, or legal compliance purposes.

All employees, contractors, interns, volunteers, and affiliated personnel are required to:

• Complete confidentiality and HIPAA training

• Maintain professional ethical standards

• Protect client privacy at all times

• Follow agency confidentiality policies and procedures

• Report any suspected privacy violations immediately

Failure to comply with confidentiality standards may result in disciplinary action, termination, civil liability, and/or criminal penalties.

Release & Disclosure of Information

Protected Health Information may only be disclosed:

• With a signed Release of Information (ROI) authorization

• To parents or legal guardians when permitted by law

• For treatment coordination purposes

• For payment and healthcare operations

• When required by federal or Kentucky state law

• In emergency situations involving safety concerns

• Under mandatory reporting requirements

• Pursuant to court orders, subpoenas, or legal processes

Bluegrass Healing Partners may disclose information without consent in circumstances involving:

• Suspected child abuse or neglect

• Threats of harm to self or others

• Medical emergencies

• Public health reporting requirements

• Law enforcement requests permitted by law

Certain psychotherapy notes and confidential clinical records may receive additional protections under federal and state law and may not be disclosed without specific authorization.

Parent & Legal Guardian Rights

Parents and legal guardians may have the right to:

• Request access to records as permitted by law

• Request amendments or corrections to records

• Request restrictions on certain disclosures

• Obtain copies of privacy practices

• Request accounting of disclosures

• Submit complaints regarding privacy concerns without retaliation

Requests must be submitted through appropriate administrative procedures and may require identity verification and legal documentation.

Bluegrass Healing Partners reserves the right to deny requests when disclosure would violate laws, compromise safety, or conflict with legal restrictions or court orders.

Electronic Communication & Technology

Bluegrass Healing Partners may utilize electronic systems including:

• Electronic health records

• Email communication

• Electronic billing systems

• Scheduling software

• Telecommunication platforms when appropriate

While reasonable security safeguards are implemented, electronic communications may carry inherent risks including unauthorized interception or technical breaches. By communicating electronically with the organization, individuals acknowledge these potential risks.

Sensitive clinical information will only be transmitted electronically when clinically appropriate and authorized.

Website & Online Privacy

If applicable, our website or online systems may collect limited technical information such as:

• Browser type

• Device information

• IP address

• Website usage data

• Cookies or analytics information

This information is used solely for website functionality, communication improvement, and user experience enhancement. We do not knowingly collect personal information online from minors without appropriate parental or guardian involvement.

Data Security & Record Retention

Bluegrass Healing Partners maintains secure storage systems and safeguards designed to protect confidential records from unauthorized access, destruction, theft, alteration, or disclosure.

Client records are retained in accordance with:

• HIPAA regulations

• Kentucky state record retention laws

• Medicaid and insurance requirements

• Licensing and accreditation standards

When records are eligible for destruction, they are disposed of securely using approved confidentiality procedures.

Transportation & Third-Party Services

When transportation services are provided, limited client information may be shared internally with authorized personnel solely for scheduling, supervision, safety, and transportation coordination purposes.

Bluegrass Healing Partners may also work with third-party providers, schools, agencies, or referral sources when authorized or legally permitted for treatment coordination and service delivery.

Complaints & Privacy Concerns

Individuals have the right to file a complaint regarding privacy practices or confidentiality concerns without fear of retaliation or discrimination.

Complaints may be submitted directly to the Bluegrass Healing Partners administrative office or to the appropriate regulatory agencies overseeing behavioral health and HIPAA compliance.

Policy Updates & Modifications

Bluegrass Healing Partners reserves the right to modify, revise, or update this Privacy Policy at any time to reflect changes in laws, regulations, technology, licensing standards, organizational practices, or operational procedures.

Updated policies become effective immediately upon posting, distribution, or implementation unless otherwise specified.

Contact Information

For questions regarding this Privacy Policy, confidentiality practices, or requests related to Protected Health Information, please contact:

630 Adams Road, Pikeville, Kentucky
606-653-2873
megan.thacker@bluegrasshealingpartners.com