Privacy Policies
II. Privacy Policies
Effective Date: April 10, 2026
THIS NOTICE DESCRIBES HOW HEALTH INFORMATION MAY BE USED AND DISCLOSED AND HOW YOU MAY ACCESS THIS INFORMATION. PLEASE REVIEW CAREFULLY.
Health information is personal, and we are committed to protecting it. We create a record of the care and services you receive in order to provide you with quality care and to comply with legal requirements. This notice applies to all records of your care generated by this practice and describes how we may use and disclose your health information, as well as your rights and our legal obligations.
Our Legal Duties
By law, we are required to:
- Maintain the privacy of protected health information (“PHI”)
- Provide you with this notice of our legal duties and privacy practices
- Follow the terms of the notice currently in effect
We reserve the right to change the terms of this notice. Any changes will apply to all information we maintain. Updated versions will be available upon request, in our office, and on our website.
Uses and Disclosures of Health Information
When Disclosure Is Required or Permitted by Law
We may use or disclose your PHI without your written authorization for purposes of treatment, payment, and healthcare operations. This includes coordination of care, consultation with other providers, and billing services.
We may also disclose your PHI as required by law, including in response to court or administrative orders, subpoenas, or other lawful processes.
When Disclosure Requires Your Authorization
Psychotherapy notes are maintained and receive special protection under the law. Any use or disclosure of these notes requires your written authorization except in the following circumstances:
- Use for your treatment
- Use for training or supervision of mental health professionals
- Use in legal defense by the therapist
- Use by the Secretary of Health and Human Services to investigate compliance
- When required by law
- To prevent a serious threat to health or safety
- Certain legally authorized oversight or coroner duties
We will not use or disclose your PHI for marketing purposes or sell your PHI without your authorization.
When Disclosure Does Not Require Authorization
We may disclose your PHI without authorization in the following situations:
- As required by federal or state law
- For public health activities, including reporting suspected child, elder, or dependent adult abuse
- For health oversight activities such as audits or investigations
- For judicial or administrative proceedings
- For law enforcement purposes
- To coroners or medical examiners
- For research purposes (when permitted by law)
- For specialized government functions
- For workers’ compensation purposes
- For appointment reminders or to provide information about treatment options or services
Uses and Disclosures Requiring Opportunity to Object
We may share your PHI with family members or others involved in your care or payment for your care unless you object. In emergency situations, this consent may be obtained retroactively.
Your Rights Regarding Your PHI
You have the following rights regarding your health information:
- Right to Request RestrictionsYou may request limits on how your PHI is used or disclosed. We are not required to agree to all requests.
- Right to Restrict Disclosures to Health PlansIf you pay for services out-of-pocket in full, you may request that we not disclose related information to your health plan.
- Right to Request Confidential CommunicationsYou may request that we contact you in a specific way or at a specific location.
- Right to Access Your RecordsYou may request a copy of your medical record (excluding psychotherapy notes). Requests must be made in writing. We will respond within 30 days and may charge a reasonable fee.
- Right to Request an Accounting of DisclosuresYou may request a list of disclosures made over the past six years (excluding treatment, payment, and operations).
- Right to Amend Your RecordYou may request corrections to your PHI. If denied, you will receive a written explanation.
- Right to a Copy of This NoticeYou may request a paper or electronic copy of this notice at any time.
Complaints
If you believe your privacy rights have been violated, you may file a complaint with the Institute of Mindful Therapy or with the U.S. Department of Health and Human Services. You will not be penalized for filing a complaint.
To file a complaint with this practice directly contact our Customer Relations Department:
Phone: (925) 718-6440
Email:
Email Subject Line: "Attention to: Customer Relations Department"
You may also file a complaint with the U.S. Department of Health and Human Services at:
https://www.hhs.gov/hipaa/filing-a-complaint/index.html
Institute of Mindful Therapy is a fictitious business name operated by Institute of Mindful Therapy, Inc.