🩻 Privacy Policy

Mind Heal Clinic LLC
Effective Date: February 22, 2025

1. Introduction

Mind Heal Clinic LLC ("we," "our," or "the Clinic") is committed to maintaining the privacy and protection of your health information in compliance with the Health Insurance Portability and Accountability Act (HIPAA), HITECH Act, and applicable New Jersey and New York State privacy laws.

This Privacy Policy describes how we collect, use, protect, and disclose your Protected Health Information (PHI) when you receive services from us.

2. What Information We Collect

We collect information that may include but is not limited to:

• Full name, date of birth, gender, and contact information

• Insurance and billing information

• Medical history, psychiatric evaluations, and treatment plans

• Medication and prescription history

• Emergency contact information

• Communications with your provider (including via telehealth)

3. How We Use Your Information

• We use your PHI only as permitted or required by law, including for:

• Diagnosis and treatment planning

• Communicating with other healthcare professionals involved in your care

• Billing and payment (e.g., insurance claims, collections)

• Compliance with federal and state regulations

• Quality assurance, internal audits, and training

• Appointment reminders and administrative communication

• We may also use de-identified information for statistical or research purposes, without revealing your identity.

4. How We Share Your Information

• We may share your PHI with:

• Your insurance provider or health plan for billing purposes

• Other healthcare providers involved in your treatment

• State and federal agencies when required by law (e.g., public health reporting, abuse or neglect, court orders)

• Emergency services, if there is an imminent threat to life or safety

• Business associates who assist us in our operations (e.g., billing services, EHR platforms), under signed HIPAA-compliant agreements

• We will not share your information for marketing purposes or sell your data under any circumstances.

5. Your Rights as a Patient

• Under HIPAA and state laws, you have the right to:

• Access and request a copy of your medical records

• Request corrections or amendments to your PHI

• Request a list of disclosures made (accounting of disclosures)

• Request restrictions on certain uses or disclosures

• Request confidential communication (e.g., alternative contact methods)

• File a complaint if you believe your privacy rights have been violated

• To exercise any of these rights, please submit a written request to our office (contact below).

6. Telehealth Privacy

• Mind Heal Clinic provides telehealth services using secure, HIPAA-compliant video platforms. These sessions are never recorded, and all communication is encrypted to protect your privacy.

7. Data Protection and Security

• We use a combination of administrative, technical, and physical safeguards to protect your PHI. This includes:

• Secure, password-protected electronic health records (EHR)

• Staff training on HIPAA compliance and patient confidentiality

• Encryption of digital communications

• Restricted access to patient information based on role

• Despite our efforts, no system is 100% secure. We encourage patients to use discretion when communicating electronically.

8. Minors and Privacy

• We comply with state laws regarding the confidentiality of minors’ health information. In certain cases, minors (e.g., adolescents receiving mental health or substance use treatment) may consent to their own care, and parents may not have access to records without the minor’s permission.

9. Retention of Records

• We retain patient records in accordance with:

• HIPAA: minimum of 6 years

• New Jersey: at least 7 years after the last visit (or until the patient turns 23, whichever is longer)

• New York: at least 6 years; for minors, until age 21

10. Changes to This Policy

We reserve the right to modify this Privacy Policy at any time, as required by law or practice changes. Updated versions will be posted on our website and available upon request.

11. Contact Us

If you have any questions or concerns about this Privacy Policy, or if you wish to exercise your rights, please contact:

Mind Heal Clinic LLC
551 E Elizabeth Ave
Linden, NJ 07036
Email: info@mindhealclinic.net
Phone: +1 (347) 613-9742

You may also contact:

• U.S. Department of Health and Human Services – Office for Civil Rights

• New York State Office of Mental Health

• New Jersey Department of Health