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Making a Request
Who can make a data request?
Public data is available to any member of the public. This includes individuals, the media, government agencies, government employees, vendors, unions, companies, lawyers and others. This DCT Guide for Members of the Public Requesting Data explains the public data process.
People can obtain both public and private human services data about themselves. The DCT Guide for Requesting Data About You explains the process for individuals to get access to data about themselves.
How do I make a data request?
A data request may be made electronically using the DCT Online Data Request Form. This form will open a new browser window. This is the preferred way to submit a request. A printable data request form is also available for those who would rather submit their request by mail. Download the printable data request form.
If you do not use the form, write a specific description of the information you seek. Written requests should include:
Data requests submitted by mail should be addressed to:
Attention: Data Request
Minnesota Direct Care and Treatment
3200 Labor Road, Suite 104
Vadnais Heights, MN 55110-5186
Data practices contacts
Responsible Authority
Name: Marshall E. Smith, Health System CEO
Address: 3200 Labore Road, Suite 104, Vadnais Heights, MN, 55110-5186
Email: Privacy.Office.DCT@state.MN.US
Data Practices Compliance Official
Name: Amy Chantry
Address: 3200 Labore Road, Suite 104, Vadnais Heights, MN, 55110-5186
Email: Privacy.Office.DCT@state.MN.US
Who receives my data request?
By law, DCT's Health System CEO is the designated authority who is responsible for the collection, use and dissemination of DCT data. Data requests are handled by staff members assigned to respond to requests on behalf of the Health System CEO.
When will I get the data?
We will provide data within a reasonable period of time. If you requested data about yourself, we will respond within 10 business days of receiving your request unless we make arrangements with you for extra time. If you fail to collect the data within five days we will consider the request abandoned.
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Protected Health Informaition
Requesting access to protected health information
We are committed to protecting the privacy of the Protected Health Information (PHI) of the people we serve. PHI identifies you and relates to:
- Your past, present or future physical or mental health conditions
- Health care provided to you
- Payment for health care services you receive.
Access your PHI
To request access to your medical records, email dct.release.of.information.dhs@state.mn.us
You can also mail a written request to:
Minnesota Direct Care and Treatment
Attention: Medical Data Request
3200 Labore Road, Suite 104
Vadnais Heights, MN 55110-5186
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DCT Notice of Privacy Practices
This notice describes how medical and other private information about you may be used and disclosed and how you can get access to this information.
In order to provide proper service to you the Department of Human Services (DHS) collects personal information about you. This information is related to past, present or future physical or mental health services for treatment, healthcare operations, and other services as needed. State and federal law requires DHS to protect this information. DHS has to provide you with this notice of its duty to protect your rights. DHS has to follow this notice, and if the terms of this notice change, you will be notified and given a revised notice if requested.
Why do we ask for this information?
Most of the time we use and release this information for treatment, health care operations, and payment. Treatment is services that DCT provides to you and to make sure the clinical team and others outside DCT provide you the treatment and services you need. Healthcare operations includes audits, making sure we follow the rules of the program, running the program, and reviewing the quality of the services you receive. Payment is billing and collecting for your services.
We also use this information:
- To tell you apart from other people with the same or similar name
- To help you get medical, mental health, financial or social services
- To decide if you can pay for some of your services
- To make reports, do research, do audits and evaluate our programs
- To investigate you if you give us wrong information on purpose
- To collect money from other agencies, like insurance companies and the state or federal government.
Do you have to answer the questions we ask?
You do not have to give us your personal information. We need this information to help you. Without the information, we may not be able to provide appropriate help. If you give us wrong information on purpose, you can be investigated.
With whom may we share information?
Many times we must have written authorization to share your personal information. You may revoke that authorization. However, certain laws require DCT to use or release your information without your authorization. DCT may share your information with the following types of agencies or persons who need the information to do their jobs:
- Other human service offices, including child support enforcement offices
- Health care providers, including drug and alcohol treatment facilities and mental health centers
- Facilities or programs operated by DCT
- Insurance companies and managed care organizations and others that may pay for your care
- Hospitals in a medical emergency and local and state health departments
- Internal Revenue Service, Social Security Administration, Minnesota Department of Revenue, Minnesota Department of Veterans Affairs, Minnesota Department of Human Rights, Minnesota Department of Corrections, U.S. Immigration and Customs Enforcement and school districts
- State and federal auditors and fraud prevention and control units
- Employees and contractors with the Minnesota Department of Human Services, U.S. Department of Health and Human Services, county social services agencies and human services boards
- Anybody who inquires about your presence unless directory information is withheld
- Local collaborative agencies and agencies that license this program
- Law enforcement, attorney general, county attorneys and court officials
- Parent, guardian, conservator, legal representative
- Various offices of the Ombudsman
- The Minnesota Disability Law Center as the state's protection and advocacy organization
- American Indian tribes, if your family is in need of human services at a tribal reservation
- Child or adult protection investigators and fraud investigators
- Coroner or medical examiner
- Anyone else to whom the law says we can give the information.
Mental health records
DCT may use or release your information without your authorization for public health activities, health oversight activities, research purposes, health and safety reasons, for certain government functions and when required by law.
Alcohol and drug records
State and federal laws protect the use and release of alcohol and drug records. The federal rule is Title 42, part 2, of the Code of Federal Regulations. Most of the time, DCT must have your written authorization to release your information to an outside agency. This also includes identifying you as a patient in a chemical dependency program. Some examples of when your consent is not required include if there is:
- A court order
- A medical emergency
- Child abuse or neglect.
Breaking the federal privacy rule or state law is a crime. The federal penalty is a fine of not more than $500 for the first offense. For repeat offenses the fine is not more than $5,000. An individual is guilty of a misdemeanor under state law.
Suspected violations of alcohol and drug abuse privacy laws may be reported to the U. S. Attorney, Fourth Judicial District, District of Minnesota, 110 South Fourth St., Room 514, Minneapolis, MN 55401.
What are your rights regarding the information we have about you?
- The right to see and get copies of your records. You may ask if DCT has information about you and get copies. You may have to pay for the copies. You may authorize other people to see and get copies of your records.
- The right to request restrictions on uses and releases. You can request that DCT restrict use or release of your information. Your request must be in writing. You must tell DCT what information you want to restrict. You must tell for whom you want these restrictions to apply. We will consider your request. We do not have to agree to your request. If DCT agrees to restrict our use or release of your information, the agreement will be put in writing. We cannot agree to limit uses and releases required by law. You can request to end a restriction at any time.
- The right to choose how we communicate with you. You have the right to ask us to share information with you in a certain way or in a certain place. For example, you may ask us to send health information to your work address instead of your home address. You must make this request in writing. You do not have to explain why you are making the request. If your request is reasonable, we will grant it.
- The right to request amendment. You may question the accuracy of the information we have about you. You may request in writing that DCT correct or add to the record. You must tell us why that information is incorrect or missing. We will either accept or deny your request in writing. If DCT accepts your request, we will correct or add to the record. If DCT denies your request, we will explain why.
- The right to find out what releases have been made. You have the right to ask us for a list of releases made after April 14, 2003. This list will not include the releases for treatment, payment or health care operations. This list will not include information provided directly to you. It will not include information released to others with your authorization. You must send a request in writing to our privacy official if you want a copy of this list.
- The right to have this information explained to you.
- Rights of children. If you are under 18, parents may see information about you. Parents may allow others to see information about you. You may ask in writing that information not be shared with your parents. You must tell DCT what information you want withheld and why. If DHS agrees that sharing the information is not in your best interest, the information will not be shared with your parents. If DCT does not agree, the information will be shared with your parents if they ask for it. If your health is put at risk, DCT may share your information. Some treatments do not need your parents’ consent.
- Rights of emancipated minors. DCT is permitted or may be required by law to deny a parent’s access to information when a child can legally consent to medical services.
What are our responsibilities?
- We must protect the privacy of your medical and private information according to the terms of this notice.
- We may not use your information for reasons other than the reasons listed here unless we get special written permission from you. We may not share your information with individuals and agencies other than those listed on this form unless we get special written permission from you.
- We must follow the terms of this notice, but we may change our privacy policy in the future. We might do this, for example, because privacy laws change and require us to change our practices. The new notice will be available upon request.
What if you believe your privacy rights have been violated?
You may file a complaint if you believe your privacy rights have been violated. We cannot retaliate against you for filing a complaint. Your complaint must be sent to one of the following:
Minnesota Direct Care and Treatment
Attn: Data Complaint
3200 Labore Road, Suite 104
Vandais Heights, MN 55110-5186
Office of Civil Rights
Medical Privacy, Complaint Division
U.S. Department of Health and Human Services
200 Independence Avenue Southwest, HHH Building Room 509H
Washington, D.C. 20201
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MSOP Privacy Practices
This notice describes how medical and other private information about you may be used and disclosed and how you can get access to this information. Please review it carefully.
In order to provide proper service to you DCT collects personal information about you. This information is related to past, present, or future physical or mental health services for treatment, healthcare operations, and other services as needed. DCT is required to protect this information by state and federal law.
Why do we ask for this information?
Most of the time we use and release this information for treatment, health care operations, and payment. We also use it to:
- Tell you apart from other people with the same or similar name
- Decide what you are eligible for
- Help you get medical, mental health, financial or social services
- Decide if you can pay for some of your services
- Make reports, do research, do audits, and evaluate our programs
- Provide information for court proceedings
- Investigate reports of people who may lie about the help they need
- Collect money from other agencies, like insurance companies, if they should pay for your care
- Collect money from the state or federal government for help we give you
- Determine if you are getting any types of public assistance.
"Treatment" means services that DCT provides to you. "Health Care Operations" include: audits, making sure we follow the rules of the program, running the program, and reviewing the quality of the services you receive. "Payment" is billing and collecting for your services.
Do you have to answer the questions we ask?
You do not have to give us your personal information. We need this information to help you. Without the information, we may not be able to provide appropriate help. If you give us wrong information on purpose, you can be investigated.
With whom may we share information?
Many times we must have written authorization to share your personal information. However, sometimes we will share information as needed and as allowed or required by law. For example, we may share your information with the following types of agencies or persons who need the information to do their jobs:
- Employees or volunteers with other state, county, local, federal, collaborative and nonprofit agencies
- Researchers, auditors, investigators, and others who do quality of care reviews and studies or commence prosecutions or legal actions related to managing the human services programs
- Court officials, county attorney, attorney general, other law enforcement officials, Special Review Board, Supreme Court Appeal Panel, state and federal auditors, , child support officials, and child protection, and fraud investigators
- Governmental agencies in other states administering public benefits programs
- Social Security Administration
- Educational institutions and organizations
- Health care providers within our related network, including mental health agencies and drug and alcohol treatment facilities
- Health care insurers, health care agencies, managed care organizations and others who pay for your care, guardians, conservators or persons with power of attorney.
- Coroners and medical investigators upon death if they investigate your death
- Credit bureaus, creditors or collection agencies if you do not pay fees you owe to us for services
- Human services offices, including child support enforcement offices
- Anyone else the law says we must or can give the information.
What are your rights regarding the information we have about you?
- You may see and copy medical or other private information we may have about you. You may have to pay for the copies.
- You may give other people permission to see and have copies of information about you. You may revoke that consent at any time in writing.
- You may question if the information we have about you is correct. Send your concerns in writing. Tell us why the information is wrong or not complete. Send your own explanation of the information you do not agree with. We will attach your explanation any time information is shared with another agency. You have the right ask us to share your information with you in a certain way or in a certain place. You must ask us to do this in writing and we will consider your request.
- You have the right to ask us to limit or restrict the way that we use or disclose your information, but we are not required to agree to this request.
- You have the right to get a record of the people or organizations with whom we have shared your information. You must ask for a copy of this record in writing.
- If you do not understand the information, ask your primary therapist or client rights coordinator to explain it to you.
- You can ask the Minnesota Department of Human Services for another copy of this notice.
What are our responsibilities?
- We must protect the privacy of your medical and private information according to the terms of this notice.
- We may not use your information for reasons other than the reasons listed on this form unless we get special written permission from you. We may not share your information with individuals and agencies other than those listed on this form unless we get special written permission from you.
- We must follow the terms of this notice, but we may change our privacy policy in the future. We might do this, for example, because privacy laws change and require us to change our practices. The new notice will be available upon request.
What if you believe your privacy rights have been violated?
You may complain if you believe your privacy rights have been violated. You cannot be denied service or treated badly because you have made a complaint. If you believe that your medical privacy was violated you may send a written complaint either to the county agency, the organization or to the federal civil rights office at:
U.S. Department of Health and Human Services Office for Civil Rights, Region V
233 N. Michigan Avenue, Suite 240
Chicago, IL 60601
(312) 886-2359 (Voice) or toll free (800) 368-1019 or (866) 282-0659 (312) 353-5693 (TTY/TDD) (312) 886-1807 (Fax)
If you think that DCT has violated your privacy rights, you may send a written complaint to the U.S. Department of Health and Human Services at the address above or to:
Direct Care and Treatment
Attention: Privacy Official
3200 Labore Road, Suite 104
Vadnais Heights, MN 55110-5186
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Data Privacy Complaints
To make a complaint about the handling of data — including private, protected or regulated health data —send a written complaint to:
Direct Care and Treatment
Attention: Data Complaint
3200 Labore Road, Suite 104
Vadnais Heights, MN
You also can send complaints about Protected Health Information to the U.S. Department of Health and Human Services.
