Release of Information

1.         Purpose

This process is necessary to share the participants’ protected health information (PHI)  and CFR 42 with the Behavioral Health Conditional Dismissal Program (BHCDP) team to ensure that progress and outcomes are tracked, participants have their charges dismissed and ensure continuity of care.

2.         Scope

The staff performing the intake of new patients at each treatment facility will be responsible for including the BHCDP parties on each participant’s release of information form.

3.         Prerequisites

Fletcher Group, Inc. will provide treatment providers with the name, address, and phone numbers of the arresting county’s Commonwealth’s attorney’s office, Public Defender’s office, Kentucky Office of Adult Education primary contact, and Administrative Office of the Courts (AOC) Case Navigator for inclusion on the Release of Information form. See “References”. 

4.         Procedure

  1. Providers will adapt their standard release of information form to incorporate required releases to BHCDP partners. If you do not have the information you need please get in touch with Jade Hampton at jhampton@fletchergroup.org. Do not have patients sign a blank release. This shall include releases of information for the following entities:
    1. Commonwealth’s Attorney’s Office
    2. Public Defender’s Office
    3. AOC Case Navigator
    4. Kentucky Office of Adult Education
    5. Fletcher Group, Inc.
  2. Information to be released shall include the clinical, demographic, and case management data in the Initiation Notification, BARC-10, PHQ9/GAD7, WAI-SR,14-Day, 42-Day, Quarterly, and Final Reports. Additionally, the Administrative Office of the Courts may request the results of urine drug screens, treatment plans, progress notes, referrals to medical or outside agencies, and other assessments.
  3. The provider will explain to the participant that the provider must have their consent to give updates on their progress to these parties as a prerequisite for admission into and completion of the program. The time limit of this release is no more than one year.
  4. Include the release of information in the medical record.

6.         References

HIPAA

42 CFR part 2

Administrative Office of the Courts, Department of Pretrial Services:

Letcher County: Kristi Williams, 156 Main Street, Whitesburg, KY 41858

Madison County: Caitlyn Deaton, 119 North First Street, Richmond, KY 40475

Clark County: Maria Napier, 43 South Main Street, Winchester, KY 40391

Pulaski County: Bethany Fulton, 50 Public Square, Somerset, KY 42502

Christian County: Dathan Cox, 100 Justice Way, Hopkinsville, KY 42240

Oldham County: Shana Merritt, 2202 Commerce Parkway, STE A, LaGrange, KY 40031

Hopkins County: Savannah Oates, 120 East Center Street, Madisonville, KY 42431

Daviess County:

McCracken County:

Daviess County:

Greenup County:

Kenton County:

Commonwealth’s Attorney’s and County Attorney’s Offices:

Commonwealth’s and County Attorneys – Kentucky Attorney General

(Search by your county in the drop-down menu.)

Department for Public Advocacy, Public Defenders:

Find a DPA Office – Department of Public Advocacy (ky.gov)

Search by your county in the dropdown menu

[This does not apply to participants with private attorneys]

Kentucky Office of Adult Education

Dr. Tonika East, Director of the Lifelong Learning Branch

Office of Adult Education

500 Mero Street, #5SC WK87, Frankfort, KY 40601

Data Collection

Fletcher Group, Inc., 601 Meyers Baker Road, STE 238, London, KY 40741

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