Confidentiality

The staff of the Welty Health and Counseling Center (WHCC) have a very high level of concern for and respect toward the confidentiality of individuals receiving services from this office. Staff collect, record and store student information only as needed for the effective and legal provision of services. All information is considered privileged and is maintained as confidential, consistent with ethical guidelines as well as the Washington State and federal statutes. The services of the WHCC are separate from any other student records kept at Whitman College. Information revealed in appointments with any provider will remain confidential, except in cases of imminent danger to the student or another, when mandated by law, or when permission is granted to release information.

Student Health Records

Student health records are secured in locked files and/or secured electronic files and accessed only by authorized personnel. Records are destroyed after 10 years following the last student contact. Students have the right to inspect and receive copies of their records; however, access to these records by the person receiving care may be restricted by the treating professional during the course of treatment.

Release of Student Health Records

Individual student information may be released outside of the WHCC under the following circumstances:

• With Informed Consent: 
  A student may request that specific information be sent to another entity. Prior to the disclosure, the student must sign a “Consent for Release of Information” form. Information unrelated to treatment will not be released.

• Without Informed Consent: 
  Student information may be released without consent in the following situation:

  • When there is clear and imminent danger of harm to oneself or another person. In these circumstances we are legally required to take action to protect life. Thus, our actions may include arranging for voluntary or involuntary hospitalization, notifying law enforcement authorities and/or family/friends/individuals at risk.

  • When a situation otherwise must be reported by law.

  • Washington state law provides that the parents and/or spouse of a deceased patient has the right to access their deceased child’s or spouse’s health care records.

Email Communication

Due to the non-secure nature of email, the confidentiality of such communication cannot be ensured. Please note that staff members may not check email with regularity or frequency, and may not access email outside of WHCC hours. Therefore, be advised that your communication with the WHCC or your provider may not receive a timely response if a response is indicated. Please use discretion when sending information that is sensitive in nature. Students are encouraged to send secure messages through the Student Health Portal.

In the event of an emergency, do not rely on email—call 911 or Whitman Security at 509-527-5777. For the most timely and confidential communication, please call WHCC directly during business hours at 509-527-5195.