Privacy Policy and Notice of Privacy Practices
Table of Contents
- Introduction
- What Information We Collect
- How We Use Your Information
- How We Share Your Information
- Your Rights Regarding Your Health Information
- How We Protect Your Information
- Electronic Communications and Telehealth
- Breach Notification
- Use of Your Information for Marketing and Fundraising
- Children and Minors
- Psychotherapy Notes and Special Categories
- Workforce Training and Compliance
- Patient Authorization and Revocation
- Changes to This Policy
- Contact Information
1. Introduction
At ReIntegrate Mental Health & Counseling, PLLC, protecting your privacy and the confidentiality of your protected health information (PHI) is of the highest priority. This Privacy Policy explains how we collect, use, and disclose your health information when you receive care or use our website and services, in compliance with the federal Health Insurance Portability and Accountability Act (HIPAA), applicable state laws in New York, Maryland, Arizona, and Florida, and professional ethical standards.
2. What Information We Collect
We collect personal and health information necessary to provide you with psychiatric and mental health care. This information includes but is not limited to:
- Identifying details (name, date of birth, contact information)
- Health history, mental health diagnoses, treatment plans, progress notes (excluding separately maintained psychotherapy notes—see Section 11)
- Insurance and billing information
- Communications with providers via telehealth or electronic messaging
- Limited technical information from website use (e.g., IP addresses) to improve user experience
3. How We Use Your Information
Your information is used primarily to:
- Provide treatment, counseling, and medication management
- Coordinate care and consult with other healthcare providers as clinically appropriate
- Process billing and insurance claims
- Conduct healthcare operations such as quality assurance, training, and compliance auditing
4. How We Share Your Information
We do not sell or share your health information for marketing purposes. Disclosures of your PHI without your authorization occur only as permitted or required by law, including:
- Other healthcare providers involved in your care for treatment coordination
- Health plans or insurers for payment of services
- Public health authorities for mandated reporting (e.g., infectious diseases)
- Third-party service providers under HIPAA Business Associate Agreements, such as telehealth platforms and electronic health record vendors
5. Your Rights Regarding Your Health Information
You have the right to:
- Access and receive copies of your medical and billing records, subject to applicable limitations
- Request amendments or corrections to your information
- Request restrictions on certain uses or disclosures of your PHI
- Receive confidential communications via alternative methods or locations
- Obtain an accounting of disclosures of your PHI within the past six years
- File a complaint with our Privacy Officer or with the Department of Health and Human Services Office for Civil Rights if you believe your privacy rights have been violated
6. How We Protect Your Information
We implement administrative, physical, and technical safeguards to protect your PHI against unauthorized access, alteration, or disclosure. Measures include encrypted telehealth communications, secure electronic systems, staff HIPAA training, and access controls consistent with state and federal privacy laws. Workforce members receive HIPAA compliance training annually to uphold these standards.
7. Electronic Communications and Telehealth
By using telehealth and electronic communications (email, texting, video conferencing) with us, you acknowledge the inherent risks of electronic data transmission. We employ reasonable security measures, but no communication method is entirely risk-free. If you have concerns about privacy, please notify us promptly.
8. Breach Notification
If there is a breach of your unsecured PHI, ReIntegrate will notify you in compliance with HIPAA and any applicable state breach notification laws, detailing the nature of the breach, mitigation steps, and contact information for assistance.
9. Use of Your Information for Marketing and Fundraising
Use of your PHI for marketing or fundraising purposes requires your explicit written authorization, which you have the right to revoke at any time without affecting your treatment.
10. Children and Minors
For clients under 18, PHI is handled in accordance with applicable state laws governing confidentiality, parental consent, and access rights, respecting professional ethical guidelines.
11. Psychotherapy Notes and Special Categories
Psychotherapy notes—which are separately maintained records documenting counseling sessions in detail—are afforded additional protections under HIPAA. We will not disclose your psychotherapy notes without your specific written authorization, except as permitted by law. Similarly, information related to substance use disorder treatment receives special protections under federal regulations (42 CFR Part 2).
12. Workforce Training and Compliance
Our workforce undergoes regular HIPAA and privacy compliance training to ensure your information is handled legally and ethically.
13. Patient Authorization and Revocation
Apart from uses permitted by law, any disclosure or use of your PHI requires your written authorization. You may revoke such authorization at any time, except to the extent action has already been taken based on the authorization.
14. Changes to This Policy
We reserve the right to update this Privacy Policy to remain compliant with legal and regulatory changes or operational needs. We will notify you of significant updates by posting the revised policy on our website with an updated effective date.
15. Contact Information
For questions or to exercise your privacy rights, please contact:
ReIntegrate Mental Health & Counseling, PLLC
Email: support@reintegratementalhealth.com