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Renaissance Ranch Treatment Centers

Your privacy

Notice of Privacy Practices

Including the federal notice for substance use disorder records (42 CFR Part 2)

Notice of Privacy Practices of Renaissance Ranch Treatment Centers

This notice describes:

  • HOW HEALTH INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED
  • YOUR RIGHTS WITH RESPECT TO YOUR HEALTH INFORMATION
  • HOW TO FILE A COMPLAINT CONCERNING A VIOLATION OF THE PRIVACY OR SECURITY OF YOUR HEALTH INFORMATION, OR OF YOUR RIGHTS CONCERNING YOUR INFORMATION

YOU HAVE A RIGHT TO A COPY OF THIS NOTICE (IN PAPER OR ELECTRONIC FORM) AND TO DISCUSS IT WITH OUR PRIVACY OFFICER, PRESTON DIXON, AT 801-864-4823 OR PDIXON@RENAISSANCERANCH.COM, IF YOU HAVE ANY QUESTIONS.

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.

Effective date: November 3, 2026. This notice replaces our notice dated January 1, 2018. It reflects the updated federal privacy rules for substance use disorder records (42 CFR Part 2, as revised in 2024) and HIPAA. We are giving this notice to all current clients at their next service.

Who follows this notice: This is a joint notice of Awakening Behavioral Health, LLC (doing business as Renaissance Ranch Treatment Centers) and Renaissance Ranch Heyburn, LLC (doing business as Renaissance Refuge), covering all of their Utah and Idaho locations and all staff, clinicians, trainees, and volunteers. They share the privacy practices in this notice.

Federal law protects your records

We are a federally assisted substance use disorder program. Your records are protected by two federal laws: the Confidentiality of Substance Use Disorder Patient Records rule (42 CFR Part 2, "Part 2") and the Health Insurance Portability and Accountability Act (HIPAA). Utah and Idaho laws on the confidentiality of mental health therapy also apply. When more than one law applies, we follow the one that gives you the most protection.

In general, we may not tell anyone outside our program that you are a client, or share information that identifies you as having a substance use disorder, unless you give written consent or the law specifically allows it. This notice is not a consent to treatment and does not by itself allow us to share anything.

Uses and disclosures that need your written consent

Most sharing of your records outside our program needs your signed written consent. For example, we need your consent before sharing information with a family member, spouse, or partner; your employer; your attorney; a court, probation officer, or drug court; a recovery residence; or the person who referred you.

One consent for treatment, payment, and health care operations. You may sign a single consent for all future uses and disclosures of your records for treatment, payment, and health care operations, for example to coordinate care with your other providers (treatment), to bill your insurance or Medicaid plan (payment), or for quality reviews, staff training, and accreditation (health care operations). You may choose a narrower consent instead. We will explain what any consent covers and what happens if you decline.

Redisclosure after that consent. If you sign that consent and we share your records with another Part 2 program, a HIPAA covered entity (such as a health plan or another provider), or a business associate, the recipient may further use and disclose those records as HIPAA permits, but never against you in a legal proceeding, as described below.

Couples, family, and group services. Before couples, family, or group services begin, we explain who will hear information and the limits of confidentiality. Being your spouse, partner, or relative does not give anyone access to your records. Staff will discuss your treatment with a partner or family member only with your written consent.

Uses that always need separate permission. We will not sell your health information or use it for marketing without your written authorization. A counselor's separately kept psychotherapy notes or SUD counseling notes are used or shared only with a separate written consent; we will never require that consent as a condition of treatment, payment, or benefits. A consent to use your records in a legal proceeding must be its own separate consent. Any use or disclosure not described in this notice requires your written consent.

Fundraising. We do not use your records for fundraising. If that changes, you will first be given a clear chance to opt out, and your choice will not affect your treatment or payment.

You may revoke your consent. You may take back a consent or authorization at any time by giving written notice to the Privacy Officer or any staff member. This does not undo anything already done in reliance on it. A consent connected to a court or criminal justice referral may have special revocation rules, which will be explained in that consent.

Uses and disclosures we may make without your consent

Federal law allows us to use or share your records without your written consent only in these limited situations, and only the minimum information needed:

  • Within our program, among staff who need the information to diagnose, treat, or refer you, or to operate the program.
  • With qualified service organizations and business associates, such as our electronic health record, billing, laboratory, telehealth, or transcription vendors, who must sign a written agreement to protect your information under Part 2 and HIPAA.
  • To medical personnel in a genuine medical emergency when your consent cannot be obtained, and to the FDA about an error in a product it regulates. We document emergency disclosures in your record.
  • For research, only when federal research protections are met.
  • For audits and evaluations by government agencies, payers, and accrediting organizations (such as CARF), under strict limits on further use.
  • To public health authorities, only after the information is de-identified to the HIPAA standard.
  • To law enforcement about a crime, or threat of a crime, on our premises or against our staff, limited to the facts of the incident and your name, address, and last known whereabouts.
  • To make the initial report of suspected child abuse or neglect required by Utah or Idaho law. This report does not allow us to release your records for a later investigation or court case without your consent or a court order.
  • To a medical examiner or coroner, or for vital statistics, as the law requires.
  • When a court issues an order that meets Part 2 requirements, as explained below.

Reports of suspected abuse, neglect, or exploitation of a vulnerable adult are made without identifying you as a substance use disorder client, unless you consent or a Part 2 court order allows it.

If we hold health information about you that is not covered by Part 2, such as mental health therapy unrelated to substance use, HIPAA and Utah or Idaho law may allow us to use or share it without your consent: when required by law; for public health activities and reporting abuse, neglect, or domestic violence; for health oversight such as licensing audits; in response to a court order or, with required protections, a subpoena; to law enforcement in limited cases; to a coroner, medical examiner, or funeral director; for organ donation; for research with approved safeguards; to prevent a serious threat to health or safety, including warning a clearly identified person after a serious threat of physical violence; for military, national security, and correctional purposes as allowed by law; and for workers' compensation. We follow the stricter law.

Appointment reminders. We may contact you about appointments and treatment options using the contact method you choose, in a way that does not reveal your treatment to others.

Your records in legal proceedings

Your Part 2 records, and testimony about what they contain, will not be used or disclosed in any civil, criminal, administrative, or legislative proceeding against you unless (1) you give specific written consent for that purpose, or (2) a court issues an order under Part 2 after you and our program are given notice and a chance to be heard. A court order must also come with a subpoena or similar legal requirement before we release records. A subpoena alone, a request from law enforcement, or a request from an attorney is not enough, and we will not confirm or deny that you are a client in response to one.

Your rights

To use any of these rights, contact the Privacy Officer or ask any staff member for the request form. We may ask for requests in writing and will verify your identity, or the authority of anyone acting for you.

  • Get a copy of this notice, on paper or electronically, at any time, and discuss it with the Privacy Officer.
  • See and get a copy of your records, on paper or electronically. We generally respond within 30 days. Any fee is reasonable and cost-based. If we deny any part of your request, we will explain why in writing and whether the denial can be reviewed.
  • Ask us to correct your records. We generally respond within 60 days. If we say no, we will explain why in writing, and you may file a statement of disagreement that stays with your record.
  • Ask us to limit what we use or share for treatment, payment, or operations, including under a consent you already signed. We are not required to agree, except as described next. If we agree, we will follow it except in an emergency.
  • Restrict disclosures to your health plan when you pay in full. If you pay for a service completely out of pocket, you may ask us not to share information about it with your health plan, and we will agree unless the law requires the disclosure.
  • Ask for confidential communications, such as contacting you only by cell phone or at a certain address. We will agree to all reasonable requests.
  • Get a list of disclosures (an accounting) we made during the 6 years before your request, other than for treatment, payment, operations, disclosures to you, and disclosures you authorized. One list every 12 months is free. You may also get a list of disclosures we made with your written consent during the past 3 years. When federal rules take effect, you may also get a list of treatment, payment, and operations disclosures made through an electronic health record during the past 3 years.
  • Get a list of disclosures made through an intermediary, such as a health information exchange, during the past 3 years, if you consented to share through one.
  • Opt out of any fundraising communications.
  • Be notified if a breach compromises the privacy or security of your unsecured health information.
  • Choose someone to act for you. A legal guardian or personal representative may use these rights within the limits of their legal authority.

Our responsibilities

  • We are required by law to maintain the privacy and security of your health information and Part 2 records, to give you this notice of our legal duties and privacy practices, and to notify you after a breach of your unsecured records.
  • We must follow the notice currently in effect, and we will not use or share your information other than as described here unless you give written consent.
  • We give you this notice no later than your first service, including telehealth; in an emergency, or if you cannot understand it at admission, as soon as practicable. We email it only if you agree, and give you a paper copy if electronic delivery fails. We ask you to sign an acknowledgment that you received it. Signing confirms receipt only. It does not waive any right or allow any disclosure.
  • This notice is posted at each of our locations, in a place where reading it does not identify anyone as a client, and on our website.

Changes to this notice. We may change this notice, and the new notice will apply to all information we keep about you. The current notice will always be posted at our locations and on our website, and you may ask for a copy at any time. If we make a material change, we will offer current clients the revised notice at their next service.

Questions and complaints

If you have questions, or believe your privacy rights have been violated, contact our Privacy Officer: Preston Dixon, 801-864-4823, pdixon@renaissanceranch.com. You may also tell the director at your location, who will forward your concern to the Privacy Officer.

You may also file a complaint about HIPAA or Part 2 violations with the U.S. Department of Health and Human Services, Office for Civil Rights: www.hhs.gov/ocr/complaints, 1-800-368-1019, or 200 Independence Avenue SW, Washington, DC 20201. You do not have to complain to us first. We will not retaliate against you in any way for filing a complaint or using your rights.

Language and disability assistance. Free language assistance services and auxiliary aids are available. Ask any staff member.

ATENCIÓN: Si habla español, tiene a su disposición servicios gratuitos de asistencia lingüística. Pregunte a cualquier miembro del personal.

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