Privacy Policy
THIS NOTICE DESCRIBES HOW HEALTH INFORMATION MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
Your Information. Your Rights. Our Responsibilities.
This Notice of Privacy Practices describes how Candid Therapy and Counseling may use and disclose your Protected Health Information (PHI), how you may access this information, and our responsibilities regarding the protection of your privacy.
Health information about you and your mental health care is personal. Candid Therapy and Counseling is committed to protecting the privacy and confidentiality of your health information in accordance with applicable federal and state laws, professional ethical standards, and the requirements of the counseling profession.
We create and maintain records regarding the care and services you receive. These records allow us to provide quality care and comply with legal requirements. This Notice applies to all records generated by Candid Therapy and Counseling related to your treatment.
Your health information may include information about your symptoms, assessments, diagnoses, treatment plans, progress, referrals, and other information related to your care. It may also include billing and payment information.
This Notice explains:
How we may use and disclose your PHI;
Your rights regarding your health information; and
Our obligations regarding the privacy and security of your information.
Candid Therapy and Counseling is required to:
Maintain the privacy of your PHI.
Provide you with this Notice describing our legal duties and privacy practices.
Follow the terms of the Notice currently in effect.
Notify you of material changes to our privacy practices as required by law.
Candid Therapy and Counseling reserves the right to modify this Notice. Any changes will apply to all PHI maintained by Candid Therapy and Counseling, including information created or received before the revised Notice became effective. Updated versions will be made available upon request.
How We May Use and Disclose Your Protected Health Information
The following sections describe ways we may use and disclose your PHI. Not every possible example is listed; however, all permitted uses and disclosures fall within the categories described below.
Treatment, Payment, and Health Care Operations
Federal privacy regulations allow health care providers with a direct treatment relationship with a client to use and disclose PHI without written authorization for purposes of treatment, payment, and health care operations.
Treatment
We may use and disclose PHI to provide, coordinate, or manage your mental health care. For example, we may consult with another licensed health care provider involved in your care to support diagnosis, treatment planning, or continuity of care.
Treatment-related disclosures may include coordination with other providers, consultations, referrals, and communication necessary to provide quality care.
When appropriate, and when required, we will obtain your written authorization before communicating with outside providers such as psychiatrists, physicians, or other treatment professionals.
Payment
Candid Therapy and Counseling is an out-of-network provider and does not participate directly with insurance companies. Upon request, we will provide documentation, such as a receipt or superbill, for you to submit to your insurance company for possible reimbursement.
If your insurance company requests additional information beyond what is included on your receipt, we will provide only the information necessary to process the claim. This may include diagnosis and a description of services provided.
Health Care Operations
We may use and disclose PHI for activities necessary to operate our practice, maintain quality of care, conduct professional consultation or supervision, and comply with legal and ethical obligations.
Certain Uses and Disclosures Require Your Authorization
Certain uses and disclosures of your PHI require your written authorization. Unless otherwise permitted or required by law, Candid Therapy and Counseling will obtain your written authorization before using or disclosing your PHI for purposes outside of treatment, payment, health care operations, or the other purposes described in this Notice.
You may revoke a written authorization at any time by submitting a written request. Revocation will not apply to actions already taken based on your prior authorization.
Psychotherapy Notes
Candid Therapy and Counseling may maintain psychotherapy notes as defined by federal law. Psychotherapy notes are separate from the general clinical record and receive special protections under HIPAA.
Any use or disclosure of psychotherapy notes requires your written authorization unless the disclosure is:
For our own use in providing treatment to you;
For use in training or supervising mental health professionals;
Needed to defend ourselves in a legal proceeding brought by you;
Required by the U.S. Department of Health and Human Services for HIPAA compliance investigations;
Required by law;
Required for certain health oversight activities regarding the author of the notes;
Required by a coroner or medical examiner as permitted by law; or
Necessary to prevent or reduce a serious and imminent threat to health or safety.
Marketing and Sale of Protected Health Information
Candid Therapy and Counseling will not use or disclose your PHI for marketing purposes without your written authorization.
Candid Therapy and Counseling does not sell your PHI.
Uses and Disclosures That Do Not Require Your Authorization
Subject to applicable legal limitations, we may use or disclose your PHI without your written authorization for the following purposes:
Required by Law
We may disclose PHI when required by federal, state, or other applicable law.
Abuse, Neglect, or Domestic Violence Reporting
We may disclose PHI to appropriate authorities when required or permitted by law to report suspected child abuse, vulnerable adult abuse or neglect, or domestic violence.
When possible and consistent with our professional judgment, we will inform you before making such a disclosure if doing so would not increase the risk of harm.
Prevention of Serious Threats to Health or Safety
We may use or disclose PHI when necessary to prevent or reduce a serious and imminent threat to your health or safety or the health and safety of another person or the public.
Health Oversight Activities
We may disclose PHI to governmental, licensing, auditing, or health care oversight agencies when authorized or required by law. This may include disclosures related to professional licensing investigations or complaints.
Judicial and Administrative Proceedings
We may disclose PHI during judicial or administrative proceedings when required by law, including in response to a court order or, in certain circumstances, a subpoena or other lawful request.
If we receive a subpoena requesting your records, we will make reasonable efforts to notify you and/or your attorney when permitted and feasible. Your attorney may have the ability to request legal protections regarding the information requested.
Law Enforcement
We may disclose PHI to law enforcement officials when authorized or required by law, including circumstances involving reporting crimes, responding to legal requests, or assisting with emergency situations.
Coroners and Medical Examiners
We may disclose PHI to coroners or medical examiners when necessary to perform duties authorized by law.
Research Activities
We may disclose PHI for research purposes when permitted by law and consistent with ethical obligations.
Federal law also permits the creation of limited data sets that exclude certain identifying information. Such information may only be shared with individuals or organizations that agree to protect the privacy of the information and use it for approved purposes.
Workers’ Compensation
We may disclose PHI as authorized or required by law for workers’ compensation programs.
Specialized Government Functions
We may disclose PHI for specialized government functions when permitted by law, including certain military, national security, intelligence, correctional institution, and protective service activities.
Appointment Reminders and Health-Related Services
We may use and disclose PHI to contact you regarding appointments, treatment options, available services, or other health-related information that may be relevant to your care.
Disclosures to Family Members, Friends, or Others Involved in Your Care
We may disclose relevant PHI to a family member, friend, or another person involved in your care or payment for your care if you agree or if you do not object to the disclosure. In emergency situations, we may use professional judgment to determine whether disclosure is appropriate to support your care or safety. If you do not want information shared with a specific person, please notify us.
Your Rights Regarding Your Protected Health Information
You have the following rights regarding the PHI maintained by Candid Therapy and Counseling.
Right to Request Restrictions
You have the right to request limits on certain uses and disclosures of your PHI for treatment, payment, or health care operations. We are not required to agree to every request. We will notify you whether we are able to honor your request.
Restrictions for Self-Pay Services
If you pay out-of-pocket in full for a health care service, you have the right to request that we do not disclose information about that service to your health plan for payment or health care operations purposes. We are required to honor this request unless disclosure is otherwise required by law.
Right to Request Confidential Communications
You have the right to request that we communicate with you in a specific way or at a specific location.
For example, you may request that we:
contact you only at a certain phone number;
leave messages in a specific manner; or
send correspondence to a specific address.
We will make reasonable efforts to accommodate your request.
Right to Inspect and Receive Copies of Your PHI
You have the right to inspect and request copies of your health records, with certain exceptions. Psychotherapy notes are not generally available for inspection or copying under HIPAA.
If you request access to your records, we will respond within the timeframes required by law. We may charge a reasonable, cost-based fee for copying records.
If we deny your request, we will provide a written explanation and information about any review rights available to you.
Right to Request an Accounting of Disclosures
You have the right to request a list of certain disclosures of your PHI made by Candid Therapy and Counseling.
This accounting does not include disclosures made for treatment, payment, health care operations, or disclosures made pursuant to your written authorization.
Requests must be submitted in writing. We will respond within the timeframe required by law.
Right to Request an Amendment
If you believe your health information is incorrect or incomplete, you may request that we amend your records.
We may deny your request in certain circumstances, but we will provide a written explanation if we do so.
Right to Receive a Copy of This Notice
You have the right to request a paper copy of this Notice at any time, even if you have agreed to receive it electronically.
You may request a copy by contacting:
Lauren Whitehouse
Candid Therapy and Counseling
128 Chestnut St, Ste 200G
Philadelphia, PA 19106
lauren@candidtherapyandcounseling.com
Confidentiality and Professional Exceptions
Candid Therapy and Counseling is committed to protecting your privacy and maintaining the confidentiality of your health information. However, confidentiality has limits established by law, professional ethics, and certain circumstances necessary to protect health and safety.
Information may be disclosed when required or permitted, including in circumstances such as:
Reporting suspected child abuse, vulnerable adult abuse, neglect, or domestic violence when required or permitted by law;
Responding to situations involving an imminent risk of serious harm to yourself, another person, or the public;
Complying with court orders, legally required proceedings, or other lawful requests for information;
Fulfilling certain insurance, payment, or health care operations requirements;
Participating in professional consultation, supervision, or quality improvement activities;
Defending against a claim, complaint, or legal action brought against Candid Therapy and Counseling or a therapist; and
Responding to emergency situations where disclosure is necessary to provide appropriate assistance or support.
Additional information regarding confidentiality and its limits is provided in your Informed Consent Document.
Client Rights and Responsibilities
Client Rights
As a client of Candid Therapy and Counseling, you have the right to:
Be treated with dignity, respect, and fairness.
Receive services without discrimination based on race, color, religion, gender, sexual orientation, gender identity, disability, national origin, or any other legally protected category.
Receive services from a qualified professional who meets applicable education, training, and licensing requirements.
Request information regarding the credentials and qualifications of your therapist.
Access information regarding professional standards and ethical guidelines, including the American Counseling Association Code of Ethics.
File a complaint with the Pennsylvania State Board of Professional Counselors if you believe professional standards have not been followed.
Be informed of the cost of professional services before receiving treatment, including information provided in your Good Faith Estimate / No Surprises Act documentation.
Receive services in an environment that respects your privacy, confidentiality, dignity, and personal rights.
Receive information about the benefits, risks, and alternatives of treatment when appropriate.
Ask questions about your treatment, records, policies, and professional relationship with your therapist.
Client Responsibilities
As a client of Candid Therapy and Counseling, you agree to:
Provide accurate and complete information regarding your concerns, medical history, personal history, and circumstances relevant to your treatment.
Communicate with your therapist if you do not understand your treatment plan, recommendations, policies, or expectations.
Review and understand all required practice documents, including:
Informed Consent Document;
Notice of Privacy Practices;
Good Faith Estimate / No Surprises Act Form;
Telehealth Consent Form (if applicable);
Under 14 Consent Form (if applicable);
Release of Information Forms (if applicable).
Attend scheduled appointments and provide at least 24 hours’ notice when you are unable to attend.
Pay all fees incurred for services at the time of service unless other arrangements have been made.
Communicate changes in contact information so that we can maintain accurate records.
Electronic Communication and Privacy Considerations
Candid Therapy and Counseling may communicate with clients using electronic methods such as email, text messaging, or electronic scheduling systems when appropriate.
While reasonable efforts are made to protect your privacy, electronic communications may involve risks outside of our control, including unauthorized access, delays, or transmission errors.
By choosing electronic communication methods, you acknowledge these potential risks and agree to use these methods appropriately.
Electronic communication should not be used for emergencies. If you are experiencing an emergency or believe you may be at risk of harming yourself or someone else, contact emergency services or an appropriate crisis resource.
Future Changes to This Notice
Candid Therapy and Counseling reserves the right to modify this Notice of Privacy Practices and our privacy policies.
Any changes will apply to all PHI maintained by Candid Therapy and Counseling, including information created or received before the effective date of the revised Notice.
A current copy of this Notice will be made available upon request and through other methods permitted by law.