Section 7: Fundraising

Section 7: Fundraising

In general, HIPAA limits the use of Protected Health Information (PHI) for fundraising purposes. All fundraising from the Callier Center patients and their families shall be conducted through the use of limited types of information described in this policy that has been obtained in accordance with this policy. All patients shall be afforded the opportunity to opt out of such use of PHI for fundraising.

Notice Requirements

• All patients shall be given the Notice of Privacy Practices (NOPP) that informs them that their demographic information may be used by the University to contact them about fundraising opportunities involving the Callier Center without first obtaining the patient’s authorization.
• The NOPP shall also inform patients of their right to opt out of such fundraising correspondence.

Access to PHI for Fundraising

• Only the UT Dallas Office of Development may use or disclose demographic information about a patient to conduct fundraising with a signed authorization from the patient.
• No member of the Workforce shall provide or request a patient to sign a fundraising authorization for UT Dallas/Callier Center media  purposes without expressed permission from the Executive Director of the Callier Center.
• The limited information that can be accessed by the UT Dallas Office of Development is:
  • Patient demographic information, health insurance status, date of patient healthcare services, general department providing the services, treating provider information, and general outcome information. For purposes of this policy, demographic information shall consist of
    • Name
    • Address
    • Phone number
    • Email address
    • Date of Birth
    • Age
    • Gender

Opt Out Process

• Any written materials mailed to patients for fundraising purposes must include language that explains how the patient may opt out of any further fundraising materials which shall include a phone number and email address that can be used to request to opt out.
• Upon receipt of a request to opt out from a patient, the Office of Development shall add that patient’s name to a list of individuals who have requested to be removed from any future fundraising communications and to ensure that that patient’s demographic information is not used for any additional fundraiser unless the patient later resends the request or signs a fundraising authorization.
• Workforce and other UT Dallas staff who are advised by a patient that they wish to opt out of receiving fundraising communications should direct the patient to the Office of Development to process the request.

HIPAA Regulatory Citation:  45 CFR § 164.514(f)

Effective:   04/14/2003
Revised:    05/15/2015, 09/23/2014, 04/28/2011
Reviewed: 10/17/2022, 03/16/2021, 08/15/2018, 06/09/2015

Heather Zimmerman, HIPAA Privacy Officer
UT Dallas Callier Center