Your Privacy Matters to Us
At the Fairfax-Falls Church Community Services Board (CSB), protecting your privacy is a top priority. We understand that the information you share with us is personal, and we are committed to safeguarding it.
We are required by law to protect your health information and to explain how we use and share it. We comply with all applicable laws and always apply the strongest protections available to your information.
How We Keep Records
Each time you receive services, we create a record of your visit. This helps us provide safe, coordinated, and effective care. Your record may include:
- Assessments and diagnoses
- Service or treatment plans
- Progress notes
- Information about your care and future services
Your Privacy Rights
You have important privacy rights under the Health Insurance Portability and Accountability Act. Additional protections may apply under other laws, including 42 CFR Part 2, Virginia Code § 32.1-127.1:03, and 12VAC35-115. These laws limit how your information can be used or shared and grant you rights over your health information, as explained in this notice.
Right to Access and Copies
You have the right to inspect and obtain a copy of your medical records, including in electronic format when available. This right is not absolute. In limited circumstances (for example, if access could reasonably endanger you or another person), access may be denied. If access is denied, you will receive a written explanation and information about your right to request a review of that decision.
Requesting Your CSB Medical Record
You may request your records online, in person, by mail, or by fax. Information on record requests can be found at Requesting Your CSB Medical Record | Community Services Board.
Right to Request Amendment
You have the right to request an amendment to your medical record if you believe the information is inaccurate or incomplete. Requests must be submitted in writing. We may deny the request under certain conditions, but you will receive a written explanation of the denial and may submit a statement of disagreement.
Right to an Accounting of Disclosures
You have the right to request an accounting of certain disclosures of your protected health information that were not made for treatment, payment, health care operations, or otherwise authorized by you, as defined by applicable law.
Right to Request Restrictions
You have the right to request restrictions on how your protected health information is used or disclosed. We are not required to agree to most restrictions; however, if we do agree, we will comply with the restriction except in certain emergency situations. Where required by law, we will honor specific restrictions (such as certain disclosures to health plans when services are paid for out of pocket in full).
Right to Confidential Communications
You have the right to request that we communicate with you about medical matters in a specific way or at a specific location (for example, by mail or at an alternate address). We will accommodate reasonable requests.
Right to a Copy of This Notice
You have the right to obtain a paper or electronic copy of this Notice of Privacy Practices at any time upon request.
Right to Be Notified of a Breach
You have the right to be notified if there is a breach of your unsecured protected health information, consistent with federal requirements.
All record requests or related inquiries may be sent to CSB Medical Records.
How We May Contact You and Support Your Care
To help support your care, we may contact you for:
- Appointment reminders by call, text, or letter
- Information about treatment alternatives
- Information about health-related benefits and services that may be of interest to you.
Some programs (like food or nutrition services) may also keep a record of who participates, as required by federal programs.
Sharing Information with People Involved in Your Care
Unless you tell us not to, we may share limited information with:
- A family member or friend involved in your care
- Someone who helps pay for your services
When We May Share Your Information Without Your Permission
In certain situations, the law allows or requires us to share your information, including:
- When required by law (for example, reporting certain diseases)
- For court or legal matters
- With law enforcement in specific situations
- To prevent a serious and immediate threat to someone’s safety
- To report abuse, neglect, or exploitation
- For certain government functions (such as national security or military needs)
- For correctional facilities, if applicable
- For workers’ compensation claims
- With medical examiners or coroners
- With federal agencies that oversee healthcare programs
Other Uses of Your Information
For anything not listed above, we will request your written permission before sharing your information. You can change your mind and cancel that permission at any time in writing, unless we have already acted on it.
Changes to This Notice
We may update our privacy practices from time to time. When we do, the updated notice will be:
- Posted at our locations
- Available upon request
- Posted on our website
If You Have Concerns About Your Privacy, Questions, or Complaints
If you ever feel your privacy rights have not been respected, you have the right to speak up or to file a complaint. You can contact any of the following:
- Your therapist or case manager
- Their supervisor
- The CSB Ombudsperson
- The CSB HIPAA Coordinator
- A State Human Rights Advocate
- The U.S. Department of Health and Human Services, Office for Civil Rights
You can share your concerns in writing or verbally. You will not be treated differently or lose services for raising a concern or filing a complaint.
