Wild Heart Therapy - Privacy Practices
Effective 6/1/25

This notice describes how your health information may be used and disclosed and how you can get access to that information. Please review it carefully.

I. COMMITMENT TO YOUR PRIVACY

At Wild Heart Therapy, we understand that your health and mental health information is personal. We are committed to protecting your Protected Health Information (PHI). We create and maintain records of the care and services you receive in order to provide you with quality care and to comply with legal requirements. 
This Notice describes how we may use and disclose your PHI, and outlines your rights regarding that information. We are required by law to: 

  • Keep your PHI private;

  • Provide you with this Notice explaining our legal duties and privacy practices;

  • Follow the terms of this Notice that are currently in effect.

We may change the terms of this Notice at any time. Changes will apply to all the information we have about you. The updated Notice will be available in our office, upon request, and on our website.

II. HOW WE MAY USE AND DISCLOSE YOUR HEALTH INFORMATION

We are allowed to use and disclose your PHI without your written authorization for the following purposes: 

1. For Treatment, Payment, and Health Care Operations 

Federal law allows health care providers to use and disclose PHI for treatment, payment, and health care operations without your written authorization. 

  • Treatment: We may use or disclose your PHI to provide, coordinate, or manage your care. For example, if we consult with another licensed health care provider regarding your condition, your PHI may be shared.

  • Payment: We may use or disclose your PHI to bill and receive payment from you or a third party for the services we provide.

  • Health Care Operations: This includes activities such as quality assessment, training, and administrative audits.

Disclosures for treatment purposes are not limited to the “minimum necessary” standard because a complete picture of your care is essential to provide effective treatment.
 
2. Lawsuits and Legal Proceedings
 
If you are involved in a legal matter, we may disclose PHI in response to a court or administrative order. We may also respond to a subpoena, discovery request, or other lawful process, but only after reasonable efforts have been made to notify you or to obtain a protective order. 


III. USES AND DISCLOSURES THAT REQUIRE YOUR AUTHORIZATION

Some types of PHI use or disclosure require your written permission: 

1. Psychotherapy Notes 

We may keep psychotherapy notes as defined by federal regulations. Use or disclosure of these notes requires your written authorization unless the disclosure is: 

  • For your treatment;

  • For training or supervision of mental health professionals;

  • For our legal defense in proceedings initiated by you;

  • As required by law (e.g., investigations, oversight, or threats to safety);

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

2. Marketing and Sale of PHI

We do not use your PHI for marketing purposes, nor do we sell your PHI.

IV. USES AND DISCLOSURES THAT DO NOT REQUIRE YOUR AUTHORIZATION 

We may use or disclose your PHI without your authorization under the following circumstances, subject to certain legal limitations: 

  • When required by state or federal law;

  • For public health activities (e.g., reporting abuse or threats to health or safety);

  • For health oversight activities (e.g., audits, inspections);

  • For judicial and administrative proceedings;

  • For law enforcement purposes;

  • To medical examiners or coroners;

  • For research purposes (under specific conditions);

  • For specialized government functions (e.g., military, national security);

  • To comply with workers’ compensation laws;

  • For appointment reminders or to inform you about treatment options or health-related services.


V. DISCLOSURES THAT GIVE YOU THE RIGHT TO OBJECT 

We may share your PHI with family members, close friends, or others involved in your care or payment, unless you object. If you are not present or unable to agree or object (e.g., in an emergency), we may use our professional judgment to determine whether the disclosure is in your best interest.  

VI. YOUR RIGHTS REGARDING YOUR PHI 

You have the following rights regarding your protected health information: 

  1. Right to Request Restrictions
    You may request limits on how your PHI is used or disclosed. We are not required to agree, except for restrictions related to services paid out-of-pocket in full.

  2. Right to Request Confidential Communications
    You may request that we contact you in a specific way (e.g., phone, email, alternate address). We will accommodate reasonable requests.

  3. Right to Inspect and Copy
    You have the right to review and request a copy of your records (except psychotherapy notes). We will respond within 30 days and may charge a reasonable fee.

  4. Right to Amend
    You may request that we correct or update your PHI if you believe it is inaccurate or incomplete. If we deny your request, we will explain why in writing within 60 days.

  5. Right to an Accounting of Disclosures
    You may request a list of certain disclosures made in the past six years, not including those made for treatment, payment, or operations. The first request in a 12-month period is free; additional requests may incur a fee.

  6. Right to a Paper or Electronic Copy of This Notice
    You may request a copy of this Notice at any time, in paper or electronic form, even if you agreed to receive it electronically initially.


VII. QUESTIONS OR COMPLAINTS
 
If you believe your privacy rights have been violated, you may file a complaint with us or with the Secretary of the U.S. Department of Health and Human Services. We will not retaliate against you for filing a complaint.

  • To file a complaint with Wild Heart Therapy:
    Contact: erica@wildheartga.com

  • To file a complaint with HHS:
    Visit: https://www.hhs.gov/hipaa/filing-a-complaint/