Confidentiality

Your privacy is protected by law when you use our Employee Assistance Program. Participation is confidential, and information is only shared with your written consent or when required by law. Our licensed psychologists are committed to safeguarding your privacy.

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Confidentiality at EAP

Your trust is important to us. The Employee Assistance Program (EAP) is dedicated to maintaining your privacy and confidentiality. We ensure that your personal information and participation are always secure and protected, so you can seek support with confidence.

Your Privacy Matters

The Employee Assistance Program (EAP) operates under strict confidentiality standards. If you choose to use EAP services, details about your participation—including appointment times and reasons for visits—will not be shared with supervisors, colleagues, or family members unless you provide written permission. Legal requirements may necessitate disclosure in specific circumstances, such as suspected abuse or situations involving immediate risk of harm. In addition, mandatory referrals for evaluations or matters concerning national security may be subject to different guidelines.

EAP psychologists are licensed in California and adhere to all applicable state laws regarding client confidentiality.

Navigating EAP Confidentiality

How Does a Fitness for Duty Referral Affect Confidentiality?

If you are referred to EAP for a Fitness for Duty assessment, you will be asked to sign an alternate consent form. This allows EAP to communicate with your referring manager about your attendance, compliance with treatment, work accommodations, and restrictions. Your diagnosis and details about recommended treatment remain confidential. The limits of confidentiality are explained at the start of your visit, and your appointment will not proceed until you understand and agree to these terms.

Keeping Your Records Secure

Your EAP electronic record is kept separate from all other records and is not included in your medical or personnel file. Only EAP’s licensed psychologists and authorized administrative staff have access, strictly on a need-to-know basis.

How to Keep Your Meetings Private

You are not required to disclose specifics about seeking EAP assistance to your manager. You may simply say you are going to Health Services, or label your time as “personal,” “meeting,” or “medical” in your calendar. If you wish to discuss your absence with your manager, EAP staff can help you find a comfortable way to do so. As an employee benefit, you may charge your primary account number for time spent meeting with an EAP psychologist.

Employee Reporting Requirements

Certain situations require employees or supervisors to report to Central Clearance and/or the Department of Energy, such as hospitalization for mental health concerns or substance use disorders. EAP psychologists can advise you about these requirements, but will not make a direct report without your written consent.

Security Clearances and Confidentiality

During DOE initial clearance or reinvestigation, the QNSP (SF-86) form will ask you to report any diagnosis of a major mental health disorder (e.g., schizophrenia), mental health hospitalization, or treatment for substance misuse. It does not ask about general counseling services. DOE considers seeking help through counseling to be a pro-active sign of taking care of yourself and use of sound judgement. If you do report one of the situations listed above, you may be asked to consent for the investigator to talk with your treatment provider (regarding dates of service, prognosis, and judgement) and/or meet with a DOE psychologist to assess your current level of well-being. Mental health counseling for general life events is generally not a concern for DOE.

Special Certifications and Additional Considerations

Employees with special certifications (e.g., HRP, NFCP, SPO) may undergo additional evaluation regarding their suitability for work. Any concerns about judgment or reliability are discussed directly between the psychologist and the employee.

For those holding an SCI clearance, there are additional reporting requirements to the Deputy Director for the Field Intelligence Element (FIE) when seeking counseling. Early help-seeking is encouraged, and certification or SCI suspension occurs only in cases of significant impairment. EAP psychologists are available to discuss these circumstances, even anonymously.