Practice Policies

Understanding our confidentiality and privacy protections

Confidentiality and Privacy Protections

At DOT SAP Services, we take your privacy seriously. We are committed to protecting your personal health information and maintaining strict confidentiality throughout the evaluation and treatment process.

HIPAA Compliance

We strictly adhere to the Health Insurance Portability and Accountability Act (HIPAA) regulations to protect your protected health information (PHI). All electronic and physical records are secured and accessible only to authorized personnel.

Your rights under HIPAA include:

Right to access your health records
Right to request corrections to your health records
Right to receive a notice of privacy practices
Right to request confidential communications
Right to file a complaint if you believe your privacy rights have been violated

DOT Part 40 Confidentiality Requirements

As a DOT-qualified Substance Abuse Professional, we comply with all confidentiality requirements outlined in 49 CFR Part 40, which governs the return-to-duty process for DOT-regulated employees.

Information Shared with Employers:

Under DOT regulations, we are required to provide specific information to your employer or designated employer representative (DER) regarding:

• Treatment recommendations from your initial SAP evaluation
• Completion status of recommended treatment and education programs
• Eligibility for return-to-duty testing
• Follow-up testing plan and schedule

Information NOT Shared:

We do not disclose clinical details, treatment session notes, or personal information beyond what is specifically required by DOT regulations to facilitate your return-to-duty process.

Information Security Measures

We implement comprehensive security measures to protect your personal and health information:

Secure Electronic Records
Encrypted storage and transmission of all electronic health information
Physical Security
Locked filing systems and restricted access to physical records
Access Controls
Limited access to your information by authorized personnel only
Staff Training
Regular training on confidentiality and privacy practices for all staff

Consent and Authorization

Before we begin the evaluation process, you will be asked to sign consent forms that:

Explain what information will be collected and how it will be used
Authorize release of specific information to your employer as required by DOT regulations
Inform you of your rights regarding your protected health information
Outline the limitations of confidentiality under DOT regulations

Important: You have the right to review all consent forms and ask questions before signing. We encourage you to read these documents carefully and discuss any concerns with your SAP evaluator.

Limitations of Confidentiality

While we maintain strict confidentiality, there are specific circumstances where we are legally required or permitted to disclose information without your consent:

When required by DOT regulations to report evaluation and treatment progress to your employer
If there is a reasonable suspicion of child abuse or neglect
If there is a reasonable suspicion of abuse or neglect of a vulnerable adult
If you pose an imminent danger to yourself or others
When required by court order or subpoena
For billing and insurance purposes

Questions About Your Privacy?

We understand that privacy concerns are important to you. If you have questions about how your information is protected or used, please don't hesitate to contact us. We are committed to transparency and will gladly explain our privacy practices in detail.

Client Services

(425) 230-4099

Provider & Business Services

(425) 374-1821

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