Employee Manual 2023 - Flipbook - Page 73
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may also be made if the City determines it is reasonably necessary or in the employee’s best
interest for such purposes as allowing a person acting on an employee’s behalf to receive
filled prescriptions, medical supplies, x-rays, etc. Employees retain the right to request a
restriction on the City disclosing information to family members, friends or others who aid
in treatment or are responsible for payment. Information on how to request a restriction on
the use or disclosure of your PHI is included in this policy.
Locating Responsible Parties:
PHI may be disclosed in order to locate, identify or notify a family member, personal
representative or other person responsible for an employee’s care. If the City determines
that in its reasonable professional judgment, the employee is capable of doing so, the
employee will be given the opportunity to consent to or prohibit or restrict the extent or
recipients of such disclosure. If the City determines that an employee is unable to provide
such consent, the City will limit the PHI disclosed to the minimum necessary.
Disasters:
The City may disclose PHI to public or private entities authorized by law to assist in disaster
relief efforts.
Required by Law:
The City may use or disclose social security numbers and PHI when required to do so by law.
For example, PHI may be released when required by workers’ compensation laws, public
health laws, court or administrative orders, subpoena, certain discovery requests, or other
laws, regulations and legal processes. In certain circumstances, the City may make limited
disclosures of PHI directly to law enforcement officials or correctional institutions regarding
an inmate, a lawful detainee, a suspect, a fugitive, a material witness, a missing person, or a
victim or suspected victim of abuse, neglect, domestic violence or other crime. The City may
disclose PHI to the extent necessary to avert a serious threat to an employee’s health or
safety or the health or safety of others. The City may disclose PHI to assist law enforcement
officials to capture a third party that has admitted to a crime against an employee or has
escaped from lawful custody.
Deceased Persons:
The City may disclose a deceased employee’s PHI to a coroner, medical examiner, funeral
director or organ procurement organization in limited circumstances.
Research:
PHI may also be used or disclosed for research purposes only in those limited circumstances
not requiring written authorization, such as those which have been approved by an
institutional review board that has established procedures for ensuring the privacy of PHI.
Treatment Alternatives and other Health Related Benefits:
The City may contact an employee to provide the employee with information regarding
treatment alternatives or other health-related benefits or services that may be of interest
to the employee.
Military and National Security:
The City may disclose to military authorities the medical information of Armed Forces
personnel. When required by law, the City may disclose PHI to federal officials for
intelligence, counterintelligence, and other national security activities.
Authorizations:
The City will not use or disclose PHI for any reason except those described in this notice
City of Plymouth Employee manual - Page 73 – March 2023
