Client Records Requests Procedures

When requested in writing by the client, all information must be made available for review by the client or their parent, guardian, or other representative.

If the client wishes to review the information, it will be reviewed in the presence of an IDB case manager or supervisor. Medical, psychological, or other information IDB has determined might be harmful to the individual may not be reviewed directly by the individual, but must be provided through the individual's chosen representative.

When copies of case file information are requested, only those materials specified by the client in writing, along with permission from the vendor, may be released. Information may only be released after a release which is valid under Iowa law has been received (). Information may be re-released to another state vocational rehabilitation agency upon receipt of a signed consent form from the client.

Unless the release specifically authorizes the release of legally restricted types of material (mental health, drug and alcohol, and HIV/AIDS) this information cannot be released and this type of material should not be mentioned.

Information may be released only to those agencies and programs which have adopted regulations which assure that the information will be held confidential and used only for the purpose for which it has been provided.

All requests for information from closed case files will be initiated through the receipt of a signed release of information. If information related to mental health, substance abuse, or HIV treatment may apply, the client must be asked to check the applicable boxes, sign in the specified area or lower left corner of the form, and specify the information from the case that is the subject of the request. The client must be informed that IDB will only release requested information.

Client information will be released in response to a court order or valid subpoena issued by a court or other judicial body.

All requests for client information from organizations, agencies, or individuals engaged in evaluation or research are to be forwarded to the director. Each request will be evaluated as to its potential contribution to the field of rehabilitation and to IDB, the staff time that would be required to respond, the complexity of the request, and the relative ease of retrieving the requested information. The director will determine final disposition. Personally identifying information will only be released with the prior written consent of the individual except as otherwise provided by this policy.

IDB may release client information in response to law enforcement agencies when the request is received in writing, signed by an appropriate official, stating that the information is required for an official investigation and citing the specific information required from the client’s record. Information on drug and alcohol abuse, mental health, and HIV/AIDS information may only be released by an order of the court.

IDB may release personally identifiable information in emergency situations to protect the individual or others when the individual poses a threat to the safety of self or others. A written request is not required, but all facts and circumstances must be recorded in the client’s case.

The routine use of necessary client information among IDB staff will be considered as made for a vocational rehabilitation or independent living services purpose and does not require express or written client consent. Only information generated by IDB can be exchanged. For purposes of this policy, “routine use” is defined by sub rule 111–13.10 of IDB administrative rules.

In instances where the case manager or supervisor believes that release of requested information to the client or a third party will seriously impede the willingness of the provider of that information to work with IDB in the future, the case manager or supervisor should refuse to supply the information and direct the request to the original source. It is also acceptable for the case manager or supervisor to approach the original source for permission to further release the requested information.

A release extending beyond 12 months can be issued for non-medical or non-psychological vendors for purposes of planning. Educational and community rehabilitation program vendors may exchange vocational and educational progress information under a release that extends beyond 12 months.

An applicant or eligible individual who believes that information in the individual’s record of services is inaccurate or misleading may request that the designated state unit amend the information. If the information is not amended, the request for an amendment must be documented in the record of services.

Substance Abuse, Mental Health & HIV Information

NOTE: For this section only, the "client’s written consent” refers only to the client, regardless of age. A parent or guardian is not an acceptable substitute, even for persons under 18 years of age.)

Information about a client’s alcohol or drug abuse, mental health, or HIV/AIDS problems may not be released (verbally or in writing) without the written consent of the client and permission of the vendor that generated the report. The properly completed and signed release must be placed in the case file before information concerning drug or alcohol abuse, mental health, or HIV/AIDS diagnosis or treatment is given to a prospective employer or placement agent.

These requirements apply even if the person seeking the information already has or knows the information, has official status, or has obtained a subpoena. The person making the request is to be told that federal or state law prohibits release of case file information relating to drug and alcohol abuse, mental health, or HIV/AIDS without the specific written consent of the client or an order of the court. If this statement is not accepted, the director is to be notified immediately for referral to the attorney general’s office.

Failure to observe these requirements is a violation of public law 93–282 and sections 141A.9 and 228.1 of the Code of Iowa.

4.18.01. For purposes of the Health Insurance Portability and Accountability Act, the director of IDB is the designated privacy officer. All IDB Staff must document in the file any covered information that is released.

Social Security Information

Social Security Information cannot be released without permission from the Social Security Administration and a signed release by the individual.

If it appears that the information may be harmful to the individual, the requested information may be copied and forwarded to the manager of the SSA district office. The individual is to be directed to contact the district office. The manager has the prerogative of releasing, withholding, or further action.

No social security information dealing with alcohol or drug abuse may be released by IDB.

When there is no signed consent and there is an actual or expected subpoena, a call should be made immediately to the SSA regional office in Kansas City. IDB staff will apprise management at each stage.

Releases of Information

The IDB release form, when properly completed and signed, fulfills the requirements for release of alcohol and drug abuse, mental health, and HIV/AIDS information. Information about a person’s diagnosis and disabling condition tends to permeate the case file. Care must be taken not to release information that inadvertently reveals restricted information, unless the special release authorization is signed.

To be valid under Iowa law, a release directed to IDB for client records must: * Be in writing and directed to IDB. A person can be presumed to have given informed consent if the release is directed “To Whom It May Concern”, ”To Any and All”, or other similar designations; * Give the name or title of the organization or individual to whom disclosure is to be made; * Include name and signature of the client; * Specify the extent or nature of the information to be disclosed. Drug and alcohol abuse, mental health, and HIV/AIDS information must be specifically cited to be included; * Include a statement that consent is subject to revocation at any time and specify the event or condition upon which it will expire without revocation; * Indicate the date on which the consent was signed.

When properly completed, a general client waiver is an acceptable release of information form for all but the specially restricted types of information.

Subpoenas - Types and Conditions

• Subpoena Ad Testificandum (usually simply called a subpoena): This is a process to cause a witness to appear and give testimony at a designated time and place.
• Subpoena Duces Tecum: A subpoena which requires a person to appear at a designated time and place and produce a designated document which is in their possession and pertinent to the issue at hand.

Court subpoenas can be served by a law enforcement officer or by a person who then files an affidavit of service with the clerk of court. A mailed subpoena is not valid. When a court subpoena is delivered in this manner the requester of the information should be notified that IDB cannot comply in the absence of either a proper release of information or proper service of the subpoena. A court subpoena served by a person other than a law enforcement officer is not valid until filed with the clerk of court. The case manager should make sure this has been done before testifying or providing documents. This is checked by calling the clerk of court’s office.

A subpoena across state lines is not valid unless it is a federal subpoena.

Some administrative boards and agencies have the legal authority to issue subpoenas, but they do not necessarily have the same mechanism for the filing of affidavits. These subpoenas will be considered valid by IDB, regardless of how delivered.

Some subpoenas will arrive with a letter indicating that if the case file information is provided prior to a certain date the personal appearance is waived. IDB staff should provide the information rather than appear only when in possession of a valid signed release of information.

Mental health information is protected under chapter 228 of the Code of Iowa. Without a signed release it can only be disclosed by court order, not in response to a subpoena. Drug abuse and alcoholism information is protected under federal law (42 CFR 2). Without a signed release drug abuse and alcoholism information can only be disclosed by court order, not in response to a subpoena.

HIV/AIDS testing and treatment information is protected under chapter 141A, Code of Iowa. Without a signed release HIV/AIDS testing and treatment information can only be disclosed by court order, not in response to a subpoena.

A subpoena must provide reasonable notice to the person required to appear. Reasonable notice is generally regarded to have been provided if the subpoena is served at least 24 hours prior to the required appearance. An earlier time can be agreed to by all the parties involved. Contact with the issuer may result in the negotiation of a more mutually acceptable time.

IDB will respond to a subpoena. If IDB staff believes the subpoena was not validly served or calls for the production or material restricted by law, the issuer should immediately be contacted, citing the objection and desire to be released from the subpoena. Unless released from the subpoena, appearance at the time and place indicated is required. If the subpoena calls for the production of a case file, producing drug, alcohol, HIV/AIDS, or mental health information is to be resisted unless a court order directs its release. Cite the laws mentioned, above as the reason for being asked to be released from the subpoena.