At
Touch of Wholeness Psychological Services LLC, we are committed to safeguarding the privacy and security of our patients’ personal and health information. We understand that protecting your information is critical, and we take our responsibility to protect your privacy seriously. This Privacy Policy outlines how we collect, use, store, and share your personal information and your rights regarding your data. You consent to the practices described in this policy when using our services.
This policy applies to all patients and includes handling personal information on our website. In addition to complying with the
Health Insurance Portability and Accountability Act (HIPAA), we are also committed to complying with the
General Data Protection Regulation (GDPR)
for patients within the European Union (EU) and other applicable data protection laws.
- Information We Collect
We collect information from you in several ways, including during your interactions with our practice and through our website. The types of information we collect include:
- Personal Information
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Contact Information:
Your name, address, phone number, and email address.
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Demographic Information:
Age, gender, and other demographic details.
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Health Information:
Medical history, treatment plans, diagnosis, therapy notes, and any other health-related information relevant to the services we provide.
- Information Collected from Website Usage
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Cookies:
Our website may use cookies to enhance your experience, analyze usage patterns, and improve site functionality.
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Website Analytics:
We may collect data on how you navigate our website, including IP addresses, browser types, and pages visited.
- How We Use Your Information
We use your personal and health information to provide high-quality healthcare services and to manage your care. How we use your information includes:
- To Provide Healthcare Services
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Treatment and Therapy:
We use your health information to provide psychological treatment, therapy, and related services.
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Appointment Scheduling:
We use your contact details to schedule and manage your appointments.
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Billing and Payment:
We use personal information for billing purposes and to process payments for services rendered.
- Communication and Support
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Patient Communication:
We may contact you by phone, email, or text regarding your appointments, treatment updates, and follow-up care.
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Telehealth:
We use your health information during virtual consultations, ensuring that all communications remain secure and confidential.
- Legal and Regulatory Compliance
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HIPAA Compliance:
We use your information to comply with legal obligations under HIPAA (Health Insurance Portability and Accountability Act) and the HITECH Act, which require us to safeguard and protect your health information.
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Required Disclosures:
In certain situations, we may be required by law to disclose your health information, such as for medical emergencies, legal processes, or to comply with regulatory requirements.
- How We Protect Your Information
We are committed to ensuring your personal and health information's confidentiality, integrity, and security. To do so, we implement strict safeguards, including:
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Physical Security
- Secure offices with restricted access.
- Locked cabinets and filing systems for physical records.
- Electronic Security
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Encryption:
We encrypt sensitive health information stored in our Electronic Health Record (EHR) system.
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Secure Communication:
We use HIPAA-compliant communication methods, including secure video conferencing for telehealth services and encrypted emails for transmitting sensitive information.
- Staff Training
- We train all employees and contractors on privacy and confidentiality practices to ensure they understand their responsibilities under HIPAA.
- Sharing of Your Information
We do not share your personal or health information without your explicit consent, except in the following situations:
- With Your Consent
- We may share your information with other healthcare providers, specialists, or institutions if you authorize us to do so to facilitate your treatment.
- With Third-Party Service Providers
- We may work with third-party vendors (e.g., billing services, cloud storage providers, EHR service providers) to support our practice operations. These third parties may have access to your data, but they are bound by confidentiality agreements and are required to comply with HIPAA regulations.
- Legal and Regulatory Obligations
- We may disclose your information if required by law, in response to legal proceedings, or to comply with a court order or subpoena.
- Business Associates
- We may disclose your PHI to third-party business associates who help us provide services (e.g., billing companies, technology vendors). These business associates are also required to protect your information under HIPAA regulations.
- Your Rights Regarding Your Information
You have several rights regarding your personal and health information, including:
- Right to Access
- You have the right to request access to your health records and obtain copies of your medical information. We will provide access to your records within
30 days
of receiving your request.
-
Right to Correct information
- If you believe any information we have about you is incorrect or incomplete, you can request corrections or amendments to your health records.
- Right to Confidentiality
- You have the right to request restrictions on how your health information is used or shared. While we are not always required to agree to these restrictions, we will consider your requests and respond accordingly.
- Right to Opt-Out of Communications
- You can opt out of receiving marketing communications or non-essential informational updates. However, you may still receive essential communications related to your treatment and care.
- Right to Request an Accounting of Disclosures
- You can request an accounting of disclosures of your health information that we have made outside the normal scope of treatment, payment, and healthcare operations.
Retention of Your Information
We will retain your personal and health information for as long as necessary to provide you with services, comply with legal and regulatory requirements, and ensure continuity of care. After this period, we will securely dispose of your information by shredding physical records or permanently deleting electronic files.
Amendments to This Privacy Policy
We may periodically update this Privacy Policy to reflect changes in our practices or legal requirements. We will revise the "Effective Date" at the top of this policy when updates are made. We will notify you of any significant changes through our website or other communication channels.
Contact Us
If you have any questions or concerns about this Privacy Policy or wish to exercise your rights under HIPAA, please get in touch with us:
Your privacy is important to us, and we are committed to protecting your personal and health information at every step of your journey with us.
