HIPAA Privacy Policy for Therapy Clients

Purpose of This Notice

This Privacy Policy and Notice of Privacy Practices explain how your protected health information (PHI) is used, disclosed, and safeguarded in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA). It also outlines your rights regarding your health information and how you may exercise those rights.

Your privacy is essential. This document is designed to help you understand how your information is handled and the choices available to you.

Definitions

• Protected Health Information (PHI): Any information that identifies you and      relates to your past, present, or future physical or mental health, treatment, or payment for services.
• Treatment: Coordination or management of your mental health care or other services related to your mental health care. Examples include a psychotherapy session, talking to your primary care provider about your medication or overall medical condition.
• Payment:  Activities required to obtain reimbursement for mental health care services. In certain circumstances, and as applicable, filing insurance on your behalf to help pay some of the costs of the mental health services provided to you in the event M.W.C.C. is found to be in-network with the client’s insurance company. For out of network clients, typically a superbill can be generated by M.W.C.C. for the client to seek reimbursement from their insurance company, FSA or HSA.
• Health Care Operations: Administrative, financial, legal, and quality improvement activities that support the practice. The best example of health care operations, when filing payment claims through your health      insurance-as applicable, is a process in which your insurance company      reviews our work together to see if your care is “really medically      necessary.” The use of your PHI refers to activities my office conducts for filing your claims, scheduling appointments, keeping records and other tasks within my office related to your care.

Your Protected Health Information

PHI includes any information that identifies you and relates to your past, present, or future physical or mental health, treatment, or payment for services. Psychotherapy notes receive special protection under HIPAA and are kept separate from your general clinical record.

How Your Information May Be Used or Disclosed

For Treatment

• To provide, coordinate, or manage your mental health care
• To consult with other professionals involved in your care (only with your      written permission unless in an emergency)

For Payment

• To obtain reimbursement from your insurance company or other payers, as applicable
• To verify benefits, submit claims, or obtain authorization for services, as applicable

For Healthcare Operations

• To support administrative, quality improvement, or practice management activities

Telepsychology (Telehealth) Services

Telepsychology services involve the use of electronic communications to provide psychotherapy, consultation, or other clinical services when you and your psychotherapist are not in the same physical location. These services may include video sessions, phone sessions, secure messaging, or other HIPAA‑compliant technologies.

Use and Disclosure of Information in Telepsychology

Your PHI may be transmitted electronically as part of telepsychology services. Reasonable and appropriate safeguards are used to protect your privacy, including secure platforms, password‑protected systems, and encrypted communication when available. Despite these safeguards, electronic communication may carry risks such as interruptions, technical failures, or unauthorized access.

Client Responsibilities and Consent

Before beginning telepsychology services, you will be informed of the potential risks and benefits and may be asked to provide verbal, written or electronic consent. You are responsible for:

• Ensuring privacy on your end of the connection
• Using a secure and stable internet connection
• Notifying your psychotherapist /mental health counselor if you move to a different state, as licensing laws may affect service availability
• Periodically reviewing this HIPAA Privacy Policy for any possible changes/updates  

Limitations of Telepsychology

Telepsychology may not be appropriate for all clinical concerns or situations. Your psychotherapist /mental health counselor may determine that in‑person services, or a higher level of care, are necessary if telehealth is not meeting your needs or if safety concerns arise.

Emergency Situations

Telepsychology is not intended for crisis or emergency situations. You will be asked to provide your physical location at the start of each session and identify local emergency contacts or resources in case urgent intervention becomes necessary.

Uses and Disclosures Requiring Your Written Authorization

Your written permission is required for:

• Release of psychotherapy notes
• Marketing or fundraising communications
• Any disclosure not described in this policy

You may revoke your authorization at any time in writing.

Uses and Disclosures Allowed Without Your Authorization

HIPAA permits certain disclosures without your permission when required by law or necessary for safety, including:

• Serious threat to health or safety (to prevent harm to you or others)
• Suspected abuse, neglect, or exploitation of a child, vulnerable adult, or elder
• Court orders, subpoenas, or legal proceedings
• Public health and health oversight activities
• Workers’ compensation claims

Only the minimum necessary information will be shared.

Your Rights Regarding Your Information

Right to Access

You may request to review or obtain a copy of your clinical record (excluding psychotherapy notes). Requests must be made in writing.

Right to Request Restrictions

You may ask to limit how your information is used or disclosed. While not all requests can be granted, they will be considered.

Right to Request Confidential Communications

You may request that communication occur through specific methods (such as phone, email, or mailing address).

Right to Amend Your Record

If you believe information in your record is incorrect or incomplete, you may request an amendment in writing.

Right to an Accounting of Disclosures

You may request a list of certain disclosures made without your authorization.

Right to a Paper or Electronic Copy of This Notice

You may request a copy at any time.

Safeguarding Your Information

Reasonable administrative, physical, and technical safeguards are used to protect your PHI, including secure record storage, password‑protected systems, and limited access to information. Electronic communication (email, text, telehealth platforms) may have privacy risks. You will be informed of these risks and may consent to or decline electronic communication.

Questions or Concerns

If you have questions about this policy or believe your privacy rights have been violated, you may file a complaint with the practice or with the U.S. Department of Health and Human Services. You will not be penalized for filing a complaint.

Acknowledgment of Receipt  

You will be asked to sign an acknowledgment confirming that you received and/or have been given access to this HIPAA Privacy Policy.

Changes to this Privacy Policy

You are encouraged to periodically review this HIPAA Privacy Policy for potential updates to how your PHI is being protected. If significant changes are made to how your PHI is protected, changes will be reflected on the M.W.C.C. website. For any questions or comments regarding this Privacy Policy, please contact MWCC at fdcurenton@mwccservices.com.