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HWC clinical staff follow confidentiality and privacy codes defined by North Carolina professional licensing boards.

Release of Information

Identifying personal health information will not be given to parents, friends, outside medical doctors, partners, roommates, university faculty or staff and employers unless:

  • Written permission and/or a release to disclose health information has been signed by you
  • When there is serious and foreseeable harm to you or others.
    • In this situation, HWC counselor will follow Queens University of Charlotte policy. Your HWC counselor will disclose information to the Dean of Students, Duty Phone Professional Staff and/or campus police for the purpose of coordinating care. Once your safety has been established HWC counselors will no longer share information with University officials/representatives.
  • You indicate that there is reasonable cause to believe that a child or a dependent adult has been abused
  • A court orders HWC staff to disclose confidential information about you. If this happens, HWC staff will first ask that the court drop their order. If they refuse to drop their order, HWC staff will disclose only the minimum amount of information we deem necessary to satisfy the court's order.
  • You waive the privilege by bringing charges against HWC staff

As Required by Law. We will disclose health information about you when required to do so by federal, state, or local law.

Right to Inspect and Copy. You have the right to inspect and copy health information. Usually, this includes medical and billing records, but does not include counselor's clinical progress notes. To inspect and copy health information you must submit your request in writing to the HWC. If you request a copy of the information, we may charge a fee for the costs of copying, mailing or other supplies associated with your request.

We may deny your request to inspect and copy in certain very limited circumstances. If you are denied access to health information, you may request that the denial be reviewed.

Adult client medical and counseling records are disposed of seven years after last appointment.

Lastly, there is an expectation that any private information learned through the course of coming to the Health & Wellness Center be kept confidential and never shared. An example would be seeing another student in the HWC. HWC expects that all will respect and protect the privacy of others to the same extent that your own privacy is protected.

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