New Jersey Administrative Code › Title 10 - HUMAN SERVICES › Chapter 41 - RECORDS CONFIDENTIALITY AND ACCESS TO CLIENT, DIVISION, AND PROVIDER RECORDS › Subchapter 1 - GENERAL PROVISIONS › Section 10:41-1.3 - Definitions

Current through Register Vol. 56, No. 14, July 15, 2024
The words and terms in this chapter have the following
				  meanings, unless the context clearly indicates otherwise.
"Assistant Commissioner" means the Assistant Commissioner of
				  the Division of Developmental Disabilities.
"Authorization" means a valid, written authorization on a
				  form that conforms to the Federal regulations, 45 C.F.R. Parts 160 and 164, for
				  the release of protected health information. The authorization may only be
				  signed by the individual, if a competent adult, or the legal guardian of a
				  minor or incapacitated adult.
"Client records" means the organized compilation of
				  documents, including copies of electronic documents, that relate to the
				  provision of services to an individual.
"Community Services Office" means a location housing
				  components of Division community services operations. An individual's Community
				  Services Office contact is determined by the county in which he or she resides.
				  Community Services Office contact information can be found at
http://www.state.nj.us/humanservices/ddd/staff/cso/index.html
.
"Department" means the Department of Human Services.
"Discharge" means the individual is no longer receiving
				  functional services from the Division.
"Division" means the Division of Developmental Disabilities
				  and its staff.
"Division circulars" means sequentially numbered series of
				  documents issued by the Assistant Commissioner, Division of Developmental
				  Disabilities, to promulgate operational policies, standards and key procedures
				  of the Division. The circulars convey policies that have broad applicability to
				  major components of the Division and may have applicability to provider
				  agencies under contract with the Division or licensed by the Department. The
				  Assistant Commissioner may, however, limit the scope of a circular to a single
				  component.
"Division records" means the organized compilation of
				  documents, including electronic documents that relate to the operation of a
				  Division component.
"Individual" means a person who is receiving or has applied
				  for services from the Division. For the purpose of this chapter, this term also
				  applies to those persons who are not eligible for services from the Division
				  but reside in facilities licensed by the Department.
"MIS identification number" means the six-digit serial number
				  assigned to all individuals served by the Division. This number is unique to
				  each individual and does not provide any individually identifying
				  information.
"Next of kin" means the spouse, mother and/or father,
				  guardian, persons connected by birth or marriage, or other persons so indicated
				  on official records.
"Office of the Regional Assistant Director" means a component
				  of the Division that provides administrative oversight for the provision of
				  services to individuals served by the Division. Counties of service and
				  locations of such offices are as follows:
Sussex, Warren, Morris, Bergen, Passaic, Hudson, Essex,
				  Somerset and Union Counties:
Office of the Regional Assistant Director
c/o Greenbrook Regional Center
275 Greenbrook Road
Green Brook, NJ 08812
Mercer, Middlesex, Ocean, Hunterdon, Monmouth, Camden,
				  Atlantic, Salem, Cape May, Gloucester, Cumberland and Burlington Counties:
Office of the Regional Assistant Director
PO Box 726
Trenton, NJ 08625
"Protected health information (PHI)" means any information,
				  including demographic information, whether oral or recorded in any form or
				  medium, that is created or received by the Division and relates to the past,
				  present or future physical or mental health or condition of an individual
				  served by the Division, and identifies the individual, or the information can
				  be used to identify the individual. PHI also means individually identifiable
				  health information that is of individuals served, as well as any other
				  individual, including family and/or legal guardian created or received by the
				  Division that is transmitted or maintained by the Division.
"Provider" means a person, agency or business that is under
				  contract with the Division or licensed by the Department.
"Provider records" means the organized compilation of
				  documents, including electronic documents that relate to the operation of a
				  provider under contract with the Division or licensed by the Department.
"Secure environment" means data encryption, which is a
				  process involving data coding to achieve data confidentiality, data integrity,
				  end point authentication, and other security objections.
"Service component" means any developmental center, local
				  office, or central office unit.
"Transfer" means movement of an individual or record from one
				  Division component or provider to another.
"Under contract" means a provider under a written agreement
				  with the Division or a provider approved by the Division to provide disability
				  services to individuals who are eligible to receive services from the
				  Division.