Privacy Policy

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED, HOW WE PROTECT INFORMATION COLLECTED THROUGH OUR WEBSITE, CLIENT PORTAL, AND TEXT-MESSAGING SERVICES, AND HOW YOU CAN ACCESS YOUR INFORMATION. PLEASE REVIEW IT CAREFULLY.

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Psymple Healthcare, LLC (“Psymple Healthcare,” “we,” “our,” or “us”) is committed to protecting the privacy and confidentiality of your personal and health information. This notice applies to information created, received, maintained, or transmitted by Psymple Healthcare in connection with behavioral health treatment, payment, healthcare operations, our website, client portal, and related services.

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We comply with applicable federal and state privacy laws, including the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and, when applicable, federal confidentiality requirements governing substance use disorder treatment records under 42 CFR Part 2.

Psymple Healthcare is required by law to:

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• Maintain the privacy and security of protected health information (“PHI”).

• Provide you with this notice describing our legal duties and privacy practices.

• Follow the terms of the notice currently in effect.

• Notify affected individuals following a breach of unsecured PHI when required by law.

• Avoid retaliation against anyone who exercises a privacy right or files a complaint.

We reserve the right to change this notice and make the revised provisions effective for all information we maintain, including information created or received before the revision. The updated notice will be available upon request, in our office, through the client portal when applicable, and on our website.

We may collect and maintain the following information:

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• Personal information: Name, date of birth, mailing address, telephone number, email address, emergency contacts, and demographic information.

• Protected health information: Medical and psychiatric history, mental health symptoms, diagnoses, medications, treatment plans, psychotherapy records, assessment results, progress notes, and other clinical documentation.

• Insurance information: Health-plan information, identification or policy numbers, coverage details, authorizations, and eligibility information.

• Payment information: Billing records and payment information necessary to process charges and maintain financial records.

• Communication information: Appointment requests, secure messages, telephone calls, emails, SMS communications, and communication preferences.

• Technical information: Website or client-portal activity, IP address, browser or device information, login activity, and other information necessary to maintain security and functionality.

Treatment
We may use and disclose your PHI to provide, coordinate, or manage your care. This may include psychiatric evaluations, psychotherapy, medication management, referrals, consultations, care coordination, and communication with other healthcare professionals involved in your treatment.

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For example, we may consult with another licensed healthcare professional regarding your symptoms, diagnosis, medications, or recommended treatment. Treatment disclosures may include information reasonably necessary for another provider to deliver safe and effective care.

Payment
We may use and disclose your information to obtain payment for services. This may include:

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• Verifying insurance eligibility and benefits.

• Requesting prior authorization.

• Submitting insurance claims.

• Responding to payer reviews.

• Coordinating benefits.

• Processing client payments.

• Collecting amounts owed for services.

Healthcare Operations
We may use and disclose your information to operate and improve the practice. Healthcare operations may include:

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• Quality assessment and improvement.

• Staff training and supervision.

• Credentialing and licensing.

• Compliance reviews and audits.

• Business planning and administration.

• Record management.

• Legal and professional consultation.

• Improving client services and clinical operations.

Appointment and Treatment Communications
We may use your information to:

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• Schedule or confirm appointments.

• Provide appointment reminders.

• Communicate treatment-related instructions.

• Follow up regarding care.

• Inform you about treatment alternatives or health-related services.

• Address billing, insurance, or administrative matters.

USES AND DISCLOSURES THAT MAY OCCUR WITHOUT YOUR AUTHORIZATION
Subject to applicable legal limitations, we may use or disclose your PHI without written authorization:

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• When required by federal, state, or local law.

• For public-health activities.

• To report suspected abuse, neglect, exploitation, or domestic violence when required or permitted by law.

• To prevent or reduce a serious and imminent threat to the health or safety of you or another person.

• For health-oversight activities, including audits, inspections, licensing reviews, and investigations.

• In response to a valid court or administrative order, subpoena, discovery request, or other lawful process.

• For permitted law-enforcement purposes.

• To report criminal conduct occurring on our premises.

• To coroners, medical examiners, or funeral directors as authorized by law.

• For research authorized under applicable law, including when appropriate approval or a valid waiver of authorization has been obtained.

• For workers’ compensation or similar programs.

• For specialized government functions, including certain military, national-security, correctional-institution, or protective-service activities.

• As otherwise permitted or required by HIPAA or other applicable law.

When responding to subpoenas, discovery requests, or other legal proceedings, we will disclose information only when the legal requirements for disclosure have been satisfied.

FAMILY MEMBERS, FRIENDS, AND OTHERS INVOLVED IN YOUR CARE
Unless you object, we may disclose information relevant to your care or payment for your care to a family member, friend, caregiver, or other person you identify as being involved.
When possible, we will provide you with an opportunity to agree or object before making the disclosure. In an emergency or when you are unable to express your preference, we may use professional judgment to determine whether a limited disclosure is in your best interest.

For minors or clients with legally authorized representatives, we will verify the representative’s authority and follow applicable federal and state laws governing access to and control of health information.

USES AND DISCLOSURES REQUIRING WRITTEN AUTHORIZATION
Uses or disclosures not otherwise permitted by law generally require your written authorization. You may revoke an authorization in writing at any time, except to the extent that we have already acted in reliance upon it.

Written authorization is generally required for:

• Most uses and disclosures of psychotherapy notes.

• Marketing communications involving PHI, except as otherwise permitted by law.

• The sale of PHI.

• Disclosures requested by you that are not otherwise permitted without authorization.

Psymple Healthcare does not sell PHI and does not use or disclose PHI for third-party marketing purposes.

PSYCHOTHERAPY NOTES
Psychotherapy notes receive additional protection under federal law. When Psymple Healthcare maintains psychotherapy notes as defined by HIPAA, written authorization is generally required before those notes are used or disclosed.

Authorization may not be required for certain limited purposes permitted by law, including:

• Use by the clinician who created the notes for your treatment.

• Certain training or supervision activities.

• Defending Psymple Healthcare or the clinician in legal proceedings initiated by you.

• Health and Human Services investigations of HIPAA compliance.

• Uses or disclosures required by law.

• Certain health-oversight activities involving the originator of the notes.

• Disclosures to a coroner or medical examiner as authorized by law.

• Disclosures necessary to prevent or lessen a serious and imminent threat to health or safety.

Psychotherapy notes are maintained separately from the general medical record when required by law.

SUBSTANCE USE DISORDER RECORDS
Some substance use disorder treatment records may receive additional confidentiality protection under 42 CFR Part 2.

When Part 2 applies, records identifying an individual as having or having had a substance use disorder generally will not be used or disclosed for civil, criminal, administrative, or legislative proceedings against the individual without the individual’s written consent or a qualifying court order and subpoena, as required by federal law.
Information protected by Part 2 will be used and disclosed only as authorized or otherwise permitted by applicable law.

MOBILE AND SMS COMMUNICATIONS
Psymple Healthcare may use SMS communications for healthcare-related and administrative purposes, including:

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• Appointment scheduling and reminders.

• Appointment changes or cancellations.

• Intake or documentation reminders.

• Billing or insurance notifications.

• Treatment-related follow-up.

• Direct communications authorized by the client.

SMS Consent and Mobile-Information Protection
Mobile numbers, SMS consent, and text-message opt-in information collected through our website, intake forms, client portal, or other communications:

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• Will not be sold, rented, or leased.

• Will not be shared with third parties or affiliates for their own marketing or promotional purposes.

• Will be used only for communications authorized by the client and reasonably related to services provided by Psymple Healthcare.

• May be provided to service vendors that process communications solely on our behalf, subject to appropriate privacy and security obligations.

• May be disclosed when required by law.

Text-messaging originator opt-in data and consent are excluded from any sharing for third-party marketing or promotional purposes.

SMS Frequency and Charges
Message frequency varies based on your appointments, treatment schedule, and communication needs. Standard message and data rates may apply according to your mobile carrier and service plan.

Opting Out
You may opt out of automated SMS communications at any time by replying STOP, QUIT, END, CANCEL, UNSUBSCRIBE, or OPT OUT to a message. You may also contact our office to withdraw consent through another reasonable method.

For assistance, reply HELP or contact our office at 410-656-4623.
After an opt-out request, you may receive one final message confirming the request. Opting out of SMS does not prevent Psymple Healthcare from contacting you through another authorized method when necessary for treatment, safety, billing, legal compliance, or another permitted purpose.

SMS is not appropriate for emergencies, urgent clinical concerns, or highly sensitive information. For nonemergency clinical communication, clients should use the secure client portal whenever possible.

Psymple Healthcare provides a secure client portal through which clients may:

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• Complete intake and consent documents.

• Send and receive secure messages.

• Access approved records or documents.

• Request or manage appointments.

• Review administrative or billing information.

Information transmitted through the client portal is protected through administrative and technical security measures. Clients are responsible for maintaining the confidentiality of their portal credentials, using secure devices when possible, and promptly notifying Psymple Healthcare of suspected unauthorized account access.

The client portal is intended for nonemergency communication and should not be used for emergencies or urgent safety concerns.

Our website may automatically collect limited technical information, such as an IP address, browser type, device information, pages visited, and date or time of access. This information may be used to:

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• Maintain website security and functionality.

• Identify technical problems.

• Understand general website usage.

• Improve website content and the client experience.

• Prevent fraud or unauthorized activity.

Information submitted through appointment-request, contact, or intake forms will be used to respond to the request and provide related services. Clients should avoid submitting highly sensitive clinical information through unsecured website fields.

Psymple Healthcare uses reasonable administrative, technical, and physical safeguards to protect personal information and PHI against unauthorized access, use, alteration, loss, or disclosure.

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These safeguards may include secure electronic-health-record and client-portal systems, access controls, encryption, authentication procedures, staff training, confidentiality requirements, risk-management practices, and secure record-disposal procedures.

No electronic transmission or storage system can be guaranteed to be completely secure. Psymple Healthcare will respond to suspected privacy or security incidents and provide legally required notifications following a breach of unsecured PHI.

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RECORD RETENTION

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Psymple Healthcare retains health, billing, consent, communication, and administrative records in accordance with applicable federal and state laws, licensing requirements, payer obligations, and professional record-retention standards.

Records are securely maintained for the legally required period and securely destroyed or deleted when continued retention is no longer required.

Access Your Records

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You may request to inspect or obtain an electronic or paper copy of your medical record and other PHI maintained about you, except for psychotherapy notes and other information excluded from access by law.

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We will generally respond within 30 days and may charge a reasonable, cost-based fee when permitted by law.

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Request an Amendment

You may request correction of information you believe is inaccurate or incomplete. We may deny the request in circumstances permitted by law but will explain the denial in writing, generally within 60 days.

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Request Confidential Communications

You may ask us to contact you in a particular manner or at a different address or telephone number. We will accommodate reasonable requests.

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Request Restrictions

You may ask us not to use or disclose certain information for treatment, payment, or healthcare operations. We are generally not required to agree, except in specific circumstances required by law.

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If you pay for a service completely out of pocket, you may request that information about that service not be disclosed to your health plan for payment or healthcare operations. We will honor the request unless disclosure is required by law.

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Receive an Accounting of Disclosures

You may request a list of certain disclosures made during the six years preceding your request. The accounting generally does not include disclosures for treatment, payment, healthcare operations, disclosures authorized by you, or other disclosures excluded by law.

One accounting within a 12-month period will be provided without charge. A reasonable, cost-based fee may apply to additional requests.

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Choose a Personal Representative

A person with lawful authority to act on your behalf, such as a legal guardian, healthcare agent, or other authorized personal representative, may exercise your privacy rights. We will verify the person’s authority before acting on a request.

You may file a complaint if you believe your privacy rights have been violated. Psymple Healthcare will not retaliate against you for filing a complaint or exercising a privacy right.

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To file a complaint with Psymple Healthcare, contact:

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Stephanie Robinson
Psymple Healthcare, LLC
Telephone: 410-656-4623
Email: info@psymplehealthcareas.com
Website: www.psymplehealthcareas.com

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You may also file a complaint with the:

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U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue SW
Washington, DC 20201
Telephone: 1-877-696-6775
Website: www.hhs.gov/hipaa/filing-a-complaint

You may request a paper or electronic copy of this notice at any time, even if you previously agreed to receive it electronically.

Psymple Healthcare reserves the right to revise this Privacy Policy and Notice of Privacy Practices at any time. Changes may apply to all information we maintain, including information collected before the revised notice takes effect. Material updates will be identified by a new “Last Updated” date and made available on our website, through the client portal when applicable, and upon request.

For questions about this notice, our privacy practices, client-portal security, text messaging, or your health-information rights, contact:

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Psymple Healthcare, LLC
Privacy Contact: Stephanie Robinson
Telephone: 410-656-4623
Email: info@psymplehealthcareas.com
Website: www.psymplehealthcareas.com