Who Can Receive Private Information

Who is allowed to receive private information?

PURPOSE:
To explain which caller roles allow access to private information and how often staff must verify that authority.

Q&A

Q: Which roles allow a caller to receive case-specific information?

Only two roles allow a caller to receive PHI after proper verification:

1. Authorized Representative (AREP)
2. Guardian (court-appointed personal guardian)

A caller in either role must be verified before information is shared.

How to verify each role and how often

• Authorized Representative (AREP)
• How to verify: BLU
• How often: Verify every time they contact the Hub.
• What they can access:
  • Case-specific MHCP and cash program information
  • Identifying information
• Guardian
  • How to verify: Minnesota Court Records (MCRO).
  • How often: At least annually or when anything appears inconsistent.
  • What they can access:
• Case-specific MHCP and cash program information
• Identifying information

Q: What about other roles, can they receive information?

No. These roles do not automatically allow PHI sharing:

• Conservator
• Representative Payee
• Power of Attorney (POA)
• Spouse, parent of adult, family, friends, providers

These roles may help the person in other ways, but they do not authorize release of private information.

To share information, staff must obtain:

• Verbal permission from the participant (for this interaction only), or
• A signed Hub ROI

If neither is available, information cannot be shared.

Cross-reference:

This article explains who can receive private information.
For guidance on what information may be shared, see “What information are Hub staff allowed to share?”

INTERNAL NOTES:

• Document verification method in CRM.
• Guardianship should include: date verified, court case number, granted date.
• For AREPs, follow standard BLU verification procedure.
• When unsure, apply the “minimum necessary” rule and consult a supervisor.