HIPAA Notice of Privacy Practices

Our Commitment to Your Privacy

Mindwell is dedicated to maintaining the privacy of your protected health information (PHI). PHI is information about you, including demographic data, that may identify you and that relates to your past, present, or future physical or mental health condition, the provision of health care to you, or the past, present, or future payment for the provision of health care to you. This Notice is required by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations at 45 CFR Part 164, Subpart E.

How We May Use and Disclose Your Health Information

Treatment

We may use and disclose your PHI to provide, coordinate, or manage your health care and related services. For example, we may share information with other mental health professionals or referring physicians involved in your care.

Payment

We may use and disclose your PHI so that treatment and services you receive may be billed and payment may be collected from you, an insurance company, or a third party. For example, we may disclose your PHI to your health insurer to obtain reimbursement for your treatment.

Health Care Operations

We may use and disclose your PHI in connection with our health care operations, including quality assessment, training, licensing, accreditation, and business planning activities.

Appointment Reminders

We may contact you to remind you of scheduled appointments. We may leave a message at the number you have provided if you are not available.

Required by Law

We will disclose your PHI when required to do so by federal, state, or local law, including mandatory reporting of child abuse, elder abuse, or situations where there is an imminent risk of harm to you or others.

Business Associates

We may disclose your PHI to business associates — such as billing services, scheduling platforms, or IT vendors — who perform functions on our behalf. All business associates are required to safeguard your PHI under a Business Associate Agreement.

Serious Threat to Health or Safety

We may disclose your PHI if we believe in good faith that doing so is necessary to prevent or lessen a serious and imminent threat to the health or safety of a person or the public.

Uses and Disclosures Requiring Your Written Authorization

Most uses and disclosures of psychotherapy notes, uses or disclosures for marketing purposes, and any sale of your PHI require your written authorization. You may revoke any authorization you have provided at any time by notifying us in writing, except to the extent we have already taken action in reliance on that authorization.

Your Rights Regarding Your Health Information

Right to Access

You have the right to inspect and obtain a copy of your PHI maintained in our records for treatment, payment, and health care operations. We may charge a reasonable fee for the cost of producing copies. We will respond to your request within 30 days.

Right to Request Amendment

You may request that we amend your PHI if you believe it is incorrect or incomplete. We may deny your request in certain circumstances and will explain the reason for any denial.

Right to an Accounting of Disclosures

You have the right to receive an accounting of disclosures of your PHI that we have made, except for disclosures made for treatment, payment, or health care operations purposes.

Right to Request Restrictions

You may request restrictions on certain uses and disclosures of your PHI. We are not required to agree to a requested restriction, except that we must agree to a restriction on disclosures to a health plan if you pay in full out-of-pocket for the service.

Right to Request Confidential Communications

You may request that we communicate with you about your health information by alternative means or to alternative locations (e.g., only by mail to a specific address).

Right to a Paper Copy of This Notice

You have the right to a paper copy of this Notice. You may ask us to provide a copy even if you have agreed to receive the Notice electronically.

Complaints

If you believe your privacy rights have been violated, you may file a complaint with Mindwell or with the U.S. Department of Health and Human Services Office for Civil Rights at:

We will not retaliate against you for filing a complaint.

Contact Information for Privacy Officer

Questions? Visit our contact page.

Effective Date and Changes

This Notice is effective as of the date listed above. We reserve the right to change this Notice and to make the new Notice effective for all PHI we maintain. Current and revised Notices will be posted in our office and on our website.