Privacy Policy

ORTC is required by law to protect the privacy of your health information and to provide you with this Notice of Privacy Practices (NPP). This notice explains how ORTC may use and disclose your Protected Health Information (PHI), your rights regarding your information, and ORTC’s responsibilities. Protected Health Information (PHI) includes information that identifies you and relates to your physical or mental health, healthcare services, or payment for healthcare services. Records related to substance use disorder (SUD) treatment are subject to additional federal protections under the Health Insurance Portability and Accountability Act (HIPAA) and 42 CFR Part 2.

Our Legal Duties

ORTC is required by law to:

• Maintain the privacy and security of your PHI.
• Provide you with this NPP describing our legal duties and privacy practices.
• Follow the terms of this NPP currently in effect.
• Notify you if a breach occurs that may have compromised the privacy or security of your information.

ORTC reserves the right to change this NPP at any time. Changes will apply to all PHI we maintain. Updated versions will be available at ORTC locations.

How ORTC May Use and Disclose Your Information

Written authorization for treatment, payment and operations purposes may be obtained once and can be used for future uses for treatment, payment and operations purposes. Pursuant to a consent, information disclosed for treatment, payment, and operations purposes may be further disclosed without your written consent as permitted by HIPAA.

For example, if authorization is provided, ORTC may use and disclose your health information for:

Treatment

• Coordinating care among healthcare providers, counselors, nurses, and other staff.
• Referring you to other providers or services.

Payment

• Billing insurance companies or other payers.
• Determining eligibility or coverage for services.

Healthcare Operations

• Quality improvement activities, audits, licensing, accreditation, training, and administrative functions.

Important Notice Regarding Substance Use Disorder Records (42 CFR Part 2)

Federal law protects records related to substance use disorder treatment. Generally, ORTC may not disclose information that identifies you as a client in a substance use disorder treatment program without your written consent, except as permitted by law.

Federal law prohibits you from making any further disclosure of information that identifies a client as having or having had a substance use disorder unless further disclosure is expressly permitted by written consent of the individual or as otherwise permitted by 42 CFR Part 2.

Other Permitted Uses and Disclosures Without Your Written Authorization

ORTC may also use or disclose your PHI without your authorization in the following situations, as allowed by law:

• Medical Emergencies – To medical personnel for immediate treatment of a condition.
• Court Orders – With a specifically tailored court order that meets 42 CFR Part 2 requirements.
  • Your records will not be disclosed in any civil, administrative, criminal, or legislative proceeding against you unless specific written consent is provided or through a valid court order.
  • Your records shall only be used or disclosed based on a court order after notice and an opportunity to be heard is provided to the holder of the record, where required by 42 U.S.C. 290dd-2 and Part 2.
  • Court orders authorizing use or disclosure must be accompanied by a subpoena or other similar legal mandate compelling disclosure before the record is used or disclosed.
• Internal Communications / QSO – Between staff for treatment, diagnosis, or referral purposes and with Qualified Service Organizations that provide services for the program such as lab work or data processing.
• Research, Audit, and Evaluation – For scientific research, management audits, or financial evaluation.
• Child Abuse / Neglect Reporting – Reporting suspected cases to appropriate authorities.
• Crimes – Reporting crimes committed on program premises or against program personnel.

Uses and Disclosures Requiring Your Written Authorization

ORTC will obtain your written authorization before using or disclosing your protected health information for any purposes not outlined in this Notice of Privacy Practices, including uses related to Treatment, Payment, and Health Care Operations. We do not sell your data, and we do not use your information for fundraising purposes.

Your Rights Regarding Your Information

You have the following rights regarding your health information and substance use disorder records:

• Right to Request Restrictions: You may request restrictions on certain uses or disclosures of your information. ORTC is not required to agree to all requests except to the request to restrict disclosure of PHI to a health plan if:
  • The disclosure is for the purpose of carrying out payment or health care operations and is not otherwise required by law; and
  • PHI that pertains solely to a health care item or service for which has been paid in full.
• The right to receive confidential communications of PHI.
• The right to inspect and copy PHI (including electronic PHI).
• The right to amend PHI.
• The right to receive an accounting of disclosures of PHI.
• The right to obtain a paper copy of the NPP upon request.
• The right to an accounting of disclosures of electronic Part 2 Records made through an electronic health record for the past 3 years.
• The right to a list of disclosures by an intermediary for the past 3 years.
• The right to discuss this notice with a designated ORTC contact person.

How to File a Privacy Complaint or Grievance

You may also file a complaint with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights (OCR):

ORTC will not retaliate against you for filing a complaint.

Contact Information

If you have questions about this Notice of Privacy Practices, please contact:

State-Specific Privacy Protections (Oregon and Washington)

Because ORTC operates in Oregon and Washington, additional state privacy laws may apply to your information. When state laws provide greater privacy protections than federal law, ORTC follows the stricter standard.

Under Oregon and Washington law (including ORS 192, ORS 179, and OAR 943 and RCW 70.02 and WAC 246), you have additional protections related to health information, mental health records, and substance use disorder treatment records.

Oregon and Washington law may provide additional rights regarding:

• Access to mental health and substance use disorder records.
• Restrictions on redisclosure of sensitive information.
• Protection of genetic, HIV/AIDS, and behavioral health information.
• State Health Information Exchange and Prescription Monitoring Programs.

Your consents to release health information may be revoked at any time, provided that the revocation is in writing, except to the extent ORTC has already acted in good faith based on your written consent.

Effective Date: February 16, 2026