HIPAA

Trust is the foundation of recovery. At Troopers, we know that residents can only rebuild their lives when they feel safe, respected, and confident that their personal information will not be exposed or misused. Although Troopers is not a HIPAA-covered entity, we voluntarily adopt confidentiality practices consistent with HIPAA standards, 42 CFR Part 2 (Confidentiality of Substance Use Disorder Patient Records), and New Mexico Behavioral Health Services regulations (NMAC 7.32.8).

This policy defines how Troopers protects resident information, when information may be disclosed, and what responsibilities residents and staff share in maintaining a private and respectful environment.

1. Information Protected Under This Policy

Troopers treats the following types of information as private and confidential:

  • Personal Identifiers: name, date of birth, Social Security number, contact information, and identification documents.

  • Medical & Mental Health Information: diagnoses, medications, treatment plans, progress notes, and provider information.

  • Substance Use & Recovery History: relapse reports, testing results, program participation, and group disclosures.

  • Legal/Probation/Parole Status: case details, officer information, conditions of release, and compliance records.

  • Financial Information: rent payments, employment status, income, and benefits information.

  • Staff Observations & Documentation: behavior notes, incident reports, case management notes, and service records.

No resident’s private information will be shared with peers, visitors, or outside agencies unless authorized or legally required.

2. Permitted Disclosures

Troopers will only release information in the following limited circumstances:

  1. Resident Consent

    • Information may be shared only when the resident signs a valid Release of Information (ROI) form specifying who may receive details (e.g., probation officer, family member, provider).

    • Residents may revoke consent at any time in writing.

  2. Medical or Safety Emergencies

    • If a resident is experiencing a medical crisis, overdose, suicide attempt, or threat of harm, staff may provide necessary information to medical personnel, law enforcement, or emergency responders.

  3. Mandatory Reporting

    • Troopers staff are mandated reporters under NMSA §32A-4-3. Any suspected abuse, neglect, or exploitation of children or vulnerable adults must be reported to authorities immediately.

  4. Court Orders or Legal Obligations

    • If ordered by a judge, probation/parole, or other legal authority, Troopers may be required to release records. Whenever possible, residents will be informed before information is released.

  5. Internal Program Operations

    • Staff may share resident information internally with case managers, house managers, and leadership to ensure safety, accountability, and program compliance.

3. Resident Responsibilities For Confidentiality

Every resident is equally responsible for protecting the privacy of their peers. This includes:

  • Group & House Confidentiality: What is shared in group sessions, meetings, or private conversations must remain private.

  • No Gossip or Retaliation: Sharing another resident’s personal story, legal history, or medical details is prohibited. Gossip undermines trust and recovery.

  • No Unauthorized Recording: Residents may not record audio, video, or take photographs of other residents, staff, or program spaces without written consent.

  • Respecting Boundaries: Do not pressure peers to disclose personal information they are not ready to share.

Violation by a resident (such as gossiping, posting photos online, or exposing a peer’s recovery details) may result in warnings, behavioral contracts, loss of privileges, or discharge.

4. How Troopers Protects Information

Troopers takes active steps to safeguard personal information, including:

  • Secure Records: All resident files, medication logs, and incident reports are stored in locked cabinets or encrypted electronic systems.

  • Limited Access: Only authorized staff involved in care or supervision may view records. Volunteers, visitors, and other residents are not permitted access.

  • Staff Training: All staff are trained in confidentiality standards, mandatory reporting, and privacy laws.

  • Controlled Communication: Phone calls, emails, and letters to outside agencies are documented and only sent with proper consent.

  • Program Privacy: Visitors are not permitted to observe group sessions or case management unless explicitly authorized.

5. Resident Rights

Every resident has the right to:

  • Privacy in Program Participation: Your recovery status, testing results, and medical history are not shared without consent unless legally required.

  • Access to Your File: You may request to review your own file with staff supervision.

  • Request for Corrections: If information in your record is inaccurate, you may request a correction or written statement of disagreement.

  • Informed Consent: You must be informed before Troopers releases information about you, unless disclosure is required by law.

  • Freedom from Retaliation: You will not be punished for exercising your privacy rights or for reporting a confidentiality violation.

6. Staff Responsibilities

Troopers staff are required to:

  • Protect all resident records and only share information on a “need to know” basis.

  • Inform residents of their confidentiality rights at intake and whenever policies change.

  • Report any suspected breach of confidentiality immediately to leadership.

  • Model respect by never discussing resident information in public spaces or with unauthorized individuals.

Violations of this policy by staff may result in disciplinary action, up to and including termination.

7. Limits Of Confidentiality

Residents must understand that confidentiality has limits. Information may be disclosed if:

  • There is imminent danger to self or others.

  • Abuse/neglect of a child or vulnerable adult is suspected.

  • Disclosure is legally ordered by a court.

  • Probation/parole requires compliance updates.

Acknowledgment

By entering Troopers property, residing in a Troopers home, visiting the Troopers website, or participating in any Troopers program, group, or activity, you acknowledge and agree to this Confidentiality & Privacy Policy.

Violations of confidentiality by residents may result in warnings, behavioral agreements, loss of privileges, or discharge. Violations by staff will result in formal investigation and disciplinary action.

Troopers is committed to protecting your privacy, dignity, and trust while ensuring compliance with New Mexico law and federal confidentiality standards.