Notice of Privacy Practices (NPP)

Effective Date: 11/15/23

Purpose of This Notice

This Notice describes how medical information about you may be used and disclosed and
how you can access this information. Please review it carefully. Ascend Psychiatry LLC is
committed to protecting your medical information and complying with all applicable federal
and state laws, including the Health Insurance Portability and Accountability Act (HIPAA),
45 CFR § 164.520.

Your Rights Regarding Your Health Information

  • Get a copy of your medical record
  • Correct your medical record
  • Request confidential communications
  • Ask us to limit the information we share
  • Get a list of those with whom we’ve shared your information
  • Get a copy of this privacy notice
  • Choose someone to act for you
  • File a complaint if you believe your rights are violated

Our Responsibilities

  • Maintain the privacy and security of your protected health information (PHI)
  • Provide you with a notice describing our legal duties and privacy practices
  • Notify you promptly if a breach occurs that may compromise your information
  • Follow the duties and privacy practices described in this notice
  • Not retaliate against you for filing a complaint

How We May Use and Disclose Your Information

  • Treatment – We can use your health information and share it with other professionals who are treating you.
  • Payment – We can use and share your health information to bill and receive payment from health plans or other entities.
  • Healthcare Operations – We use your information for internal operations, quality improvement, training, and administrative purposes.
  • Business Associates – We may share your PHI with third parties performing services on our behalf who have signed a Business Associate Agreement (BAA).
  • As Required by Law – We may share your information as required by federal or state law.
  • Public Health and Safety – We may share information for public health activities, including disease control, product recalls, and reporting abuse or neglect.

Other Uses Requiring Your Authorization

  • Marketing purposes
  • Sale of your information
  • Most sharing of psychotherapy notes
  • Use of testimonials, photos, or recordings
  • You may revoke your authorization at any time in writing

Access by Staff and Internal Audits

All Ascend Psychiatry staff, including administrative and billing personnel, may access your PHI as needed for treatment, payment, and healthcare operations. This access is strictly limited to job-related responsibilities and monitored for compliance. Internal audits are conducted to ensure HIPAA compliance and clinical quality assurance.

Electronic Communications and Patient Portals

We may communicate with you through secure electronic platforms, including encrypted email, HIPAA-compliant messaging portals, and secure telehealth software. You may request to receive communications via text message or email. We will honor your preferences when reasonable and permitted under law. ï‚· Please note that standard email and text may not be secure. If you request these forms of communication, you assume the risk associated with potential breaches.

Example of Permitted Disclosures

  • You tell us during a session that you want a loved one involved in your care. We may share relevant health information with them.
  • In an emergency situation (e.g., suicide risk), we may contact emergency services and share necessary clinical details.
  • If we are subpoenaed by a court or contacted by a licensing board, we may be required to provide clinical records.
  • If you disclose abuse or neglect of a child, elder, or disabled person, we are required by law to report it to authorities.

State-Specific Protections

  • Massachusetts: Mental health records are protected under M.G.L. c. 123, § 36. HIV testing requires written consent under 105 CMR 180.000.
  • Delaware: Behavioral health records are governed by 16 Del. C. § 1210. Disclosures without consent are limited to legal exceptions.
  • Utah: Behavioral health data is protected under Utah Code § 58-60-114. Disclosure of psychotherapy notes requires a court order.

Complaints

  • To file a complaint or request more information, contact our Privacy Officer.
  • You may also file a complaint with the U.S. Department of Health and Human Services,
    Office for Civil Rights.
  • We will not retaliate against you for filing a complaint.

Changes To This Notice

  • We may update this notice at any time. Changes will apply to all current and future health information we maintain.
  • The most recent version will always be available on our website or provided upon request.