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Patient Rights, Responsibilities & Privacy
Your medical care and counseling at UHS are handled confidentially. See below for more information regarding privacy practices and patient protections at UHS.
Privacy and Confidentiality of Health Records
At University Health Services, we prioritize the confidentiality of your health records, which are maintained securely through our electronic health records (EHR) system. These records are completely separate from all other university records and are protected by law.
Secure Communication and Integrated Care
Our staff access your health information only as necessary to provide comprehensive care and coordinate with each other using our secure EHR system. The EHR portal, My Health Beacon, enables confidential communication between providers and patients/clients.
Commitment to Confidentiality
To reinforce our commitment to confidentiality, all UHS employees undergo mandatory annual training, and every staff member and volunteer signs a confidentiality agreement. Regular audits of the EHR further ensure the security of your information.
Medical Chaperone Policy
To further support patient safety, comfort, dignity, and privacy, UHS provides medical chaperones during all sensitive portions of a visit. Sensitive visits include any examination, treatment, or procedure involving:
- The genitals (internal or external)
- The rectum
- The breast(s)
Examples of procedures requiring a chaperone include:
- Pelvic examinations
- Intravaginal physical therapy
- Examinations, treatments, or procedures involving the internal or external genitalia
- Breast examinations, treatments, or procedures
- Rectal examinations, treatments, or procedures
What is a medical chaperone?
A medical chaperone is a trained UHS employee who assists and observes during the sensitive portion of an appointment. The chaperone’s role is to ensure patient and provider comfort, safety, privacy, and security.
Why does this policy exist?
Providing chaperones during sensitive examinations is a best practice recommended by the American Medical Association and widely adopted in healthcare nationwide. UHS has adopted this policy as part of our commitment to high-quality care, not in response to specific incidents.
Can I request a chaperone during non-sensitive visits?
Yes. Patients may request a chaperone during any visit for any reason. UHS is obligated to provide a chaperone when one is requested by either the patient or the provider. If a chaperone is not immediately available, the patient may reschedule the exam, treatment, or procedure.
Can I request a chaperone of a specific gender?
Yes. UHS will make every effort to accommodate requests for a chaperone of a specific gender. If we are unable to do so, the patient may choose to continue with the visit or reschedule for a time when the request can be accommodated.
When does the chaperone enter or exit the examination room?
The chaperone is present only during the sensitive portion of the exam, unless they are also providing clinical assistance.
Why can’t a required chaperone be declined?
Chaperones promote a consistent, safe, and respectful clinical environment for both patients and providers. This policy aligns with national standards designed to support patient dignity and safety. If you have questions or feel uneasy, please ask—we are here to help you understand what to expect.
Are chaperones required during medically urgent procedures?
No. In an emergency where a chaperone is not immediately available, necessary examination or treatment may proceed without one. The clinician will document why the procedure occurred without a chaperone in accordance with policy.
Release of Information
We will not disclose your health information without your written consent, except in specific circumstances:
- In emergencies requiring treatment at another facility for continuity of care.
- When necessary to protect you or others from serious health or safety threats.
- When authorized or required by law.
Access to Your Health Records
Health records are retained for seven years.
Authorization to Obtain Medical Information Form
Please download and complete the form and submit it in person, by email (uhs@umb.edu), or by mail:
University Health Services
ATTN: Health Records Department
University of Massachusetts Boston
100 Morrissey Boulevard
Boston, MA 02125
For assistance, please contact us directly.
Protecting Access to Confidential Health Information (PATCH) Act
Effective July 1, 2018, patients in Massachusetts gained enhanced privacy protections - particularly for dependents on another person's insurance plan. Patients can request confidential handling of sensitive healthcare information.
Key Privacy Protections
The PATCH Act ensures:
- EOB forms are addressed to the patient, even if they are a dependent.
- Patients may choose their preferred method of receiving EOB forms.
- EOBs use general descriptions (e.g., "office visit") rather than specific sensitive service details.
- Patients may opt out of receiving an EOB when there is no remaining cost-sharing.
Services Covered Under PATCH
These protections apply to a range of sensitive services, including:
- Mental Health Services
- Substance Use Disorder Services
- Gender Transition-Related Services
- Testing, Treatment, and Prevention of Sexual Transmitted Infections
- Testing, Treatment, and Prevention of HIV and AIDS
- Hepatitis C and Hepatitis B Testing and Treatment
- Reproductive and Contraceptive Services
- Fertility Services
- Abortion Services
- Pregnancy Testing and Counseling
- Sexual Risk Assessment and Services Related to Sexual Assault
- Domestic Violence Diagnosis and Services
- Management of Abnormal Pap Smears
- Diagnosis and Treatment of Vaginal Infections
- Prenatal Care
How to Request PATCH Services
Steps include locating your health plan information, contacting your insurer, and requesting confidential handling of EOBs. Written requests may be required depending on the plan.
Sample Request Script
"Hello, my name is [Your Name]. My policy number is [Your Policy Number]. I would like to request that information from my healthcare visit on [Date] at [Clinic Name] not be sent to the policyholder. Please send the EOB statement to [Your Address/Email]. Thank you!"
Timing of Request
It is best to make this request as soon as your health insurance begins and ideally before receiving any medical services. However, you can still request this change shortly after receiving care. Contact your insurance company promptly to confirm your request status or for further assistance.
Additional Assistance
For any questions or concerns, please call us at (617) 287-5660 and request to speak with one of our clinical staff or billing specialists. Your privacy is important to us at University Health Services, and we are here to support you in protecting your confidential health information.
Language Line Translation Services
UHS provides language interpretation to ensure effective communication for all patients. When scheduling or checking in, please inform the receptionist if you require translation services and specify your preferred language.