22 Va. Admin. Code § 30-100-50 - Disclosure of adult protective services information

A. This chapter describes the protection of confidential information including a description of when such information shall be disclosed, when such disclosure of the information is at the discretion of the local department, what information may be disclosed, and the procedure for disclosing the information.
B. Department staff having legitimate interest shall have regular access to APS records maintained by the local department.
C. The following agencies have licensing, regulatory, and legal authority for administrative action or criminal investigations, and they have a legitimate interest in confidential information when such information is relevant and reasonably necessary for the fulfillment of their licensing, regulatory, and legal responsibilities:
1. Department of Behavioral Health and Developmental Services;
2. disability Law Center of Virginia;
3. Office of the Attorney General, including the Medicaid Fraud Control Program;
4. Department for Aging and Rehabilitative Services;
5. Department of Health, including the Office of Licensure and Certification and the Office of the Chief Medical Examiner;
6. Department of Medical Assistance Services;
7. Department of Health Professions;
8. Department for the Blind and Vision Impaired;
9. Department of Social Services, including the Division of Licensing Programs;
10. The Office of the State Long-Term Care Ombudsman and local ombudsman;
11. Law-enforcement agencies;
12. Medical examiners;
13. Adult fatality review teams;
14. Commonwealth's attorneys; and
15. Any other entity deemed appropriate by the commissioner or director that demonstrates a legitimate interest.
D. The local department shall disclose all relevant information to representatives of the agencies identified in subsection C of this section except the identity of the person who reported the abuse, neglect, or exploitation unless the reporter authorizes the disclosure of his identity or the disclosure is ordered by the court.
E. The local department shall refer any appropriate matter and all relevant documentation to the appropriate licensing, regulatory, or legal authority for administrative action or criminal investigation.
F. Local departments may release information to the following persons when the local department has determined the person making the request has legitimate interest in accordance with § 51.5-122 of the Code of Virginia and the release of information is in the best interest of the adult:
1. Representatives of public and private agencies including community services boards, area agencies on aging, and local health departments requesting disclosure when the agency has legitimate interest;
2. A physician or other licensed health care professional who is treating an adult whom he reasonably suspects is abused, neglected, or exploited;
3. The adult's legally appointed guardian or conservator;
4. A guardian ad litem who has been appointed for an adult who is the subject of an APS report;
5. A family member who is responsible for the welfare of an adult who is the subject of an APS report;
6. An attorney representing a local department in an APS matter;
7. The Social Security Administration; or
8. Any other entity that demonstrates to the commissioner or director that legitimate interest is evident.
G. Local departments are required to disclose certain requested information under the following circumstances:
1. When disclosure is ordered by a court;
2. When a person has made an APS report and an investigation has been completed; or
3. When a request for access to information is made pursuant to the Government Data Collection and Dissemination Practices Act (§ 2.2-3800 et seq. of the Code of Virginia).
H. Any or all of the following specific information may be disclosed at the discretion of the local department to agencies or persons specified in subsection F of this section:
1. Name, address, age, race, and gender of the adult who is the subject of the request for information;
2. Name, address, age, race, and gender of the person who is alleged to have perpetrated the abuse, neglect, or exploitation;
3. Description of the incident of abuse, neglect, or exploitation;
4. Description of the adult's medical conditions to the extent known;
5. Disposition of the APS report; and
6. The protective service needs of the adult.
I. The identity of the person who reported the suspected abuse, neglect, or exploitation shall be held confidential unless the reporter authorizes the disclosure of his identity or disclosure is ordered by the court.
J. Agencies or persons who receive confidential information pursuant to subsection G of this section shall provide the following assurances to the local department:
1. The purpose for which information is requested is related to the protective services goal in the service plan for the adult;
2. The information will be used only for the purpose for which it is made available; and
3. The information will be held confidential by the department or individual receiving the information except to the extent that disclosure is required by law.
K. Methods of obtaining assurances. Any one of the following methods may be used to obtain assurances required in subsection J of this section:
1. Agreements between local departments and other community service agencies that provide blanket assurances required in subsection J of this section for all APS cases; or
2. State-level agreements that provide blanket assurances required in subsection C of this section for all APS cases.
L. Notification that information has been disclosed. When information has been disclosed pursuant to this section, notice of the disclosure shall be given to the adult who is the subject of the information or to his legally appointed guardian. If the adult has given permission to release the information, further notification shall not be required.

Notes

22 Va. Admin. Code § 30-100-50
Derived From Virginia Register Volume 30, Issue 1, eff. October 9, 2013; Amended, Virginia Register Volume 34, Issue 01, eff. 10/4/2017; Amended, Virginia Register Volume 37, Issue 19, eff. 6/9/2021.

Statutory Authority: §§ 51.5-131 and 51.5-148 of the Code of Virginia; 42 USC § 1397(3).

Statutory Authority: § 51.5-131 of the Code of Virginia; 42 USC § 1397(3).

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