Policies & Privacy Practices

Community Workforce Solutions, Inc. develops policies, practices and procedures consistent with licensing and regulatory bodies including US and NC Department of Health and Human Services, Division of Vocational Rehabilitation, Mental Health, Developmental Disabilities, Substance Abuse Services, and Division of Facility Services. The Department of Labor, Wage and Hour Division and OSHA guide further practices. Programs may be under different requirements based on funding and regulatory source. Synopses of some policies are noted below. Additional information will be provided upon request.

Employment and acceptance into programs/services are without regard to race, color, sex, religion, disability, marital status, sexual orientation, national origin, or age beyond 16 years. Consumer services consider individual cultural differences when appropriate in the individual plan of services. Once enrolled all persons have equal opportunity to participate in any Agency service. RVC complies with Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990.

Kathryn Lamm, Assistant Director maintains responsibility for Equal Opportunity Employment and serves as HIPAA Officer. Questions and issues regarding Accessibility/Accommodations/Consumer and Staff Rights should also be directed to the Assistant Director.

RIGHTS OF PERSONS WE SUPPORT

You have the same civil rights, guaranteed to you by law as other citizens of the United States unless you have been declared unable to make your own decisions (incompetent) by a court. These include the right to:

Fair and equal treatment
Dignity, privacy and humane care
Be free of physical punishment, abuse, neglect & exploitation
Buy and sell property and sign a contract
Vote and practice your religion
Sue people who have wronged you
Marry/divorce
Seek medical or other treatment of your choice
Send and receive mail and telephone calls, Travel, choose your own clothes
Choose with whom and where to live
Choose your own friends

While you are receiving services from RALEIGH VOCATIONAL CENTER & INCO-RVC you also have the right to:

Make your own work and personal choices and to advocate for yourself
To have a plan of the services you will receive
To make complaints and receive a response in a timely manner
To be free from invasion of your privacy or search of your body or belongings by Agency Staff
To refuse services
To be treated and spoken to with dignity and respect
For someone to listen to you when you give input and ask questions
To quality services and professional staff
To have input into the Agency and our services
For the information about you and your services to be confidential
To receive services in a safe environment
To risk failure
To be informed of the Agency's rules

You have the right to be happy!

This material is to inform you of your general rights and those that are provided by Raleigh Vocational Center and INCO-RVC while you are receiving services. Other laws and Agency rules may apply. Your Consumer Handbook will provide more information.

ADMISSIONS POLICY, CRITERIA and PROCEDURES

The Agency may not arbitrarily or without cause, deny or restrict services to any person or engage in any form of adverse selection. This Admissions Criteria is designed to assure fair and equal access to services. The Criteria for acceptance is as follows:

Individual must be at least 16 years of age.
Documentation of a physical, emotional or mental disability from an appropriate professional, unless disallowed by program (i.e. Work First programs).
If medical conditions exist, complete/current medical documentation. Restrictions/limitations (i.e. standing, standing, stooping, etc.) must be documented by the appropriate professional. Permission to participate in services will be sought if deemed necessary.
Persons must have under reasonable control any medical, behavioral, or psychological condition, which may cause harm to oneself or others.
Able to meet his/her own personal needs such as hygiene, toileting, and dining independently or with the assistance of an aide. This Agency may work with the consumer/family to seek an aide, provided appropriate funding.
In need of services and have a reasonable expectation of benefiting.
Free from nor be a carrier of any air-borne communicable diseases. Documentation required only if other records, history or recent exposure to an air-borne communicable disease suggests the need.
If in job development/job coaching, there may be no outstanding warrants to which he/she has not responded nor be in violation of conditions of probation/ parole.
Meet any additional program criteria and reasonably express an understanding of services.
While participating in Agency services, persons must continuously meet Admissions.

A copy of the complete Admissions Policy, Criteria, and Procedures may be provided to any stakeholder. The Agency encourages feedback from stakeholders regarding the Admissions Policies and will consider comments upon a yearly review of the Policy.

ACCESSIBILITY

Community Workforce Solutions, Inc. strives to provide an environment free of architectural, environmental, attitudinal, employment, and communication barriers. An annual Accessibility Study and Plan is completed to identify and remove barriers. The Agency further works toward removing barriers related to transportation and financial resources of the individual. We encourage feedback from consumers, families, and other stakeholders.

CONFIDENTIALITY AND PRIVACY PRACTICES

Strict measures are taken to protect your right of confidentiality and privacy. The Agency follows all applicable Federal, State and local laws, as well as the guidelines of the Health Insurance Portability and Accountability Act (HIPAA). Participants will receive a copy of our Notice of Privacy Practices. and we will discuss these and other confidentiality practices in the initial orientation to services.

STAFFING

All positions have minimum requirements for education, training and experience. Extensive training is completed after hire. Job requirements conform to Federal, state and local laws. Staff is bound under a Conflict of Interest Agreement, requiring that they are not involved in any activity, relationship or business arrangement in conflict with their employment with Community Workforce Solutions, Inc. Criminal background, NC Healthcare Registry, and driving record (when appropriate) checks are completed and hiring practices are based on NC Statute. A drug screening is completed upon hire and staff is subject to random drug screening. Strict guidelines regarding ethical behavior, confidentiality, HIPAA practices, and other areas including consumer rights are maintained. Resumes and individual staff qualifications are available upon request.

GRIEVANCE PROCEDURES

Community Workforce Solutions, Inc. will provide in writing and will discuss with you in your initial orientation the steps to be taken if you have a complaint or concern. You will also be provided information and brochures regarding how to make complaints outside of Community Workforce Solutions, Inc. We will make every effort to resolve any complaint. Regardless of your complaint or concern, no retaliation will occur and it will have no effect upon your access to or the quality of services. A suggestion box is also available for you to provide written, anonymous comments if desired. Your complaints and suggestions are used to help us plan better services and address any problem areas at the Agency.

QUALITY ASSURANCE PROCEDURES

Community Workforce Solutions, Inc. is committed to providing quality programs and supportive professional staff as well as services that are relevant to individual need and those of the community. Information is gathered from consumers, families, referral sources, employers, and other stakeholders, as well as staff who see the needs of individual persons on a daily basis. Consumers and guardians or responsible family members are asked to complete anonymous surveys upon completing a program and periodically if involved in long-term programs. Surveys and other measures are taken to seek feedback from referral and funding sources, other professionals, employers and other stakeholders. Forums are held periodically to seek feedback and may be conducted by outside consultants. Regular meetings and reviews are held by referral and funding sources. Quarterly Advisory Meetings are held to seek information directly from those receiving services. A family network has been formed at the Henderson site to support community support and information. This and other feedback is reviewed and analyzed, helping direct care staff and leadership make changes to improve services and plan for the future.

Quality concerns and other comment should be directed to the appropriate Site Director, Assistant Director or Executive Director. We welcome your feedback regarding our current services and your opinion as to additional needs of individuals and the community.

NOTICE OF PRIVACY PRACTICES

Effective July 2003

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION PLEASE REVIEW IT CAREFULLY

Our policy is to protect your rights and to keep any information about you or that can identify you safe and private. We are required by a federal law to maintain the privacy of protected health information and we must abide by the terms of this Notice.

To provide support and vocational services, we keep written and computer files with information about you, including information given to us by the agency/person referring you, papers you sign, and your goal/service plan. This information is called your healthcare record. This Notice tells you your rights and our legal duties relating to your records. In any situation when we give information to other agencies or persons, the minimum amount of information will be given. We may change the information in this Notice if allowed or required by law. If we change this Notice it may apply to information before the change. If we do make a significant change, the new Notice will be available to you upon request.

USE AND DISCLOSRE OF PROTECTED HEALTHCARE INFORMATION

For treatment: We may use or disclose "give to" protected health information to other persons involved in your care, such as Vocational Rehabilitation or your county's mental health program, if they are involved in your care or providing services for you.

For payment: We may use or disclose information to obtain payment for services to you.

For Healthcare Operations: We may use or disclose your healthcare information for our operations. This may include quality tests, improvement activities, reviewing the abilities of our staff, resolving complaints, and obtaining licenses and accreditations from other agencies.

Permission: Unless you give us written permission, we cannot use/give out your health information except as stated in this Notice. You may give us permission to give information to others for any reason and you may cancel this permission in writing at any time.

Giving information to your family or friends: With your permission, we can give healthcare information to a family member, friend, or other person you chose to help with your services.

Other persons involved in your care: We may give health information to notify a person responsible for your care if the information is relevant to your care. This may include information about your location or general condition. You have the right to say that we may not give this information and we will honor this request, except in certain emergencies or if you should become incapacitated. We will use professional judgment to make certain decisions about your best interests, such as in emergencies.

To avoid harm: We may give health information to avoid a serious threat to the health and safety of you or the public. We will report suspected communicable diseases as required by law.

Abuse or Neglect: We may give health information to the appropriate authorities if we reasonably believe that you may be the victim of abuse, neglect, exploitation, domestic violence, or other crimes. We will give out only necessary information to try to prevent additional harm or a serious threat to your health and safety or the health and safety of someone else.

Law Enforcement: We will use and give out information when required or allowed by Federal or State law or court order.

Marketing our Services: We will not use your name, picture, or health information in marketing communications without your written permission.

Emergencies: We may use or give out health information in health related or other emergencies or if we have reasonable belief you are involved in criminal behavior, including abuse/neglect of other persons.

National Security: We may give out information to military authorities under certain circumstances, such as required for lawful intelligence, counterintelligence, or other national security activities.

Minors: If you are a minor, we may give out information to the parent, guardian, or other person responsible for you except in limited situations.

Appointments: We may use or give health information to provide you with appointment reminders or to attempt to contact you in your absence. This may be voicemail messages, letters, or emails, and will include minimal information.

We may ask for your written permission before using or disclosing health information. You may cancel this at any time in writing. We will honor this request as of the date given to us, but cannot take back any information already disclosed.

This agency further abides by other Federal and State laws restricting the use and disclosure of information about you.

YOUR PRIVACY RIGHTS

Your access to information: You have the right to look at or get copies of your healthcare information, with some exceptions (see your Program Manager if you want more details). If you request a format other than photocopies, we will try to honor it, but may not be able to do so. Request for information, should be in writing. A small fee may be charged for copies.

Right to restrict the use and disclosure of information: You have the right to request that we limit the use/disclosure of your health information. We are not required to agree to your request. If we do agree, we will use and give out information according to that agreement, except in emergencies. You may cancel restrictions at any time. We may also cancel restrictions and apply those, which were in effect before the cancellation.

List of Disclosures: You have the right to receive a list of times that we gave out information to persons/agencies other than for treatment, payment, healthcare operations or certain other activities for the last 6 years (not before April 14, 2003). If you request this list more than once in 12 months, we may charge you a cost-based fee.

Right to Request a Correction or Change in your Records: You have the right to ask us to change or add missing information to your records if you feel there is mistake. Your request must be in writing and explain why you want this change. We may deny your request under certain circumstances.

Right to an Alternative Method of Contact: You have the right to be contacted or for information to be disclosed at a different location or in a specific method. For example, you may wish to use a family member's address/phone for us to contact you. We will agree to any reasonable written request.

Right to receive a copy of this Notice and any revisions: You have the right to receive a copy of this notice and any revisions made to this notice at any time. This Notice or a revised Notice, if applicable, will be posted in the front office of each agency. You may request a copy of this Notice by contacting any Community Workforce Solutions, Inc. employee.

NOTE: For any request or statement that we say should be in writing, you may contact your Program Manager to assist you. Program Managers must assist you in making any request in writing.

QUESTIONS OR COMPLAINTS

If you have questions or concerns about our privacy policy or practices, please contact our Privacy Officer at (919) 231-3325.

(Raleigh) or (252) 492-9555 (Henderson). If you feel we have not protected your privacy rights, you may make a complaint by calling the numbers above or by sending a written complaint to: Privacy Officer, Community Workforce Solutions, Inc., 3011 Falstaff Road, Raleigh, NC 27610.

You may also file a complaint with the Federal government by calling 1-866-627-7748 or by writing to Office for Civil Rights, US Department of Health and Human Services, 200 Independence Ave., S.W., Room 509F, HHH Building, Washington, D.C. 20201.

We support your right to the privacy of your healthcare information. We will not take any action against you nor make negative changes in the way we provide services to you if you decide to make a complaint against Community Workforce Solutions, Inc. either with us or with the Federal government.