Privacy Policy & HIPAA Notice of Privacy Practices
Effective Date: January 1, 2025
Notice: This document serves as both our Website Privacy Policy and our HIPAA Notice of Privacy Practices. Heartland Psychiatry and Wellness is committed to protecting your privacy and the confidentiality of your health information. Please read this notice carefully. You have the right to request a paper copy at any time.
1. Who We Are
Heartland Psychiatry and Wellness ("we," "us," or "our") is a telehealth psychiatric practice licensed in Texas and other states, providing mental health services including psychiatric evaluation, medication management, and therapy via secure video telehealth. We are a covered entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the Health Information Technology for Economic and Clinical Health Act (HITECH).
Contact our Privacy Officer:
Email: care@heartlandpsychwellness.com
Phone: (469) 249-3300
2. Information We Collect
A. Protected Health Information (PHI)
We collect and use Protected Health Information (PHI) as defined under HIPAA to provide you with care. This may include:
- Name, date of birth, address, phone number, and email
- Insurance information and billing records
- Medical and psychiatric history, diagnoses, and treatment plans
- Prescription and medication records
- Progress notes, session records, and clinical documentation
- Emergency contact information
B. Website Information
When you visit our website, we may automatically collect non-identifiable technical data including IP addresses, browser type, pages visited, and referring URLs through standard web server logs or analytics tools. This information is not linked to your PHI.
3. How We Use and Disclose Your Information
We use and disclose your PHI only as permitted or required by HIPAA and applicable Texas law.
A. Treatment
We use PHI to provide, coordinate, and manage your psychiatric care, including sharing information with other treating providers when clinically necessary and with your consent.
B. Payment
We use PHI to bill your insurance, process claims, verify coverage, and collect payment for services rendered.
C. Healthcare Operations
We may use PHI for quality assurance, staff training, compliance audits, and practice administration.
D. As Required by Law
We may disclose PHI when required by federal or Texas state law, including:
- Mandatory reporting of child abuse or neglect
- Public health reporting as required by state health authorities
- Court orders or valid legal process
- Lawful law enforcement requests
- Situations involving a serious and imminent threat to health or safety
E. Mental Health Records — Enhanced Protections
Your mental health records receive additional protections under Texas law and, where applicable, federal substance use disorder privacy rules. We will not disclose your mental health records without your written authorization except as specifically permitted by law — for example, in emergency situations, pursuant to a court order, or for oversight purposes.
F. Telehealth Disclosures
In providing telehealth services, we may share necessary PHI with technology vendors who support our platform. Each vendor is required to sign a HIPAA-compliant Business Associate Agreement and may only use your information for the services they provide to us.
4. Your Rights Regarding Your Health Information
Under HIPAA and Texas law, you have the following rights:
- Right to Access: You may request a copy of your medical records. We will respond within 30 days (or 60 days with advance notice). Reasonable fees may apply.
- Right to Amend: You may request corrections to your records if you believe information is inaccurate or incomplete.
- Right to an Accounting of Disclosures: You may request a list of certain disclosures of your PHI made in the past six years.
- Right to Restrict: You may request restrictions on certain uses or disclosures of your PHI, though we are not always required to agree.
- Right to Confidential Communications: You may request that we communicate with you in a specific way or at a specific location.
- Right to a Paper Copy: You may request a paper copy of this Notice at any time.
- Right to File a Complaint: You may file a complaint with us or with the U.S. Department of Health & Human Services Office for Civil Rights at hhs.gov/ocr. You will not be retaliated against for filing a complaint.
5. Safeguards and Data Security
We implement administrative, physical, and technical safeguards to protect your PHI in compliance with HIPAA's Security Rule and Texas data security law. These measures include:
- HIPAA-compliant, end-to-end encrypted video telehealth platforms
- Secure, encrypted electronic health record (EHR) systems
- Role-based access controls limiting PHI access to authorized personnel only
- Regular staff training on privacy and security practices
- Breach notification procedures in accordance with HIPAA and Texas law
6. Website Cookies and Analytics
Our website may use cookies and similar tracking technologies to improve user experience. These tools do not collect PHI. You may disable cookies in your browser settings without affecting your ability to receive care from us.
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
7. Text Messaging & SMS Communications
Heartland Psychiatry and Wellness PLLC may send SMS/text messages to users who have opted in through our website chat widget. We collect your mobile phone number solely for the purpose of responding to your support or care inquiry.
Your SMS opt-in information and consent will not be shared with third parties or affiliates for marketing or promotional purposes.
Message frequency varies based on your interactions. Message and data rates may apply. You may opt out at any time by replying STOP to any message. For help, reply HELP or contact us at care@heartlandpsychwellness.com.
8. Third-Party Business Associates
We work with third-party vendors who may access your PHI in the course of providing services on our behalf — such as telehealth platforms, billing services, and electronic health record providers. Each vendor is required to sign a HIPAA-compliant Business Associate Agreement and is prohibited from using your PHI for any purpose other than the services they provide to us.
9. Minors
For patients under 18 years of age, parental or guardian consent is generally required for treatment and disclosure of records, except where Texas law grants minors the right to independently consent to certain mental health services.
10. Changes to This Notice
We reserve the right to change this Notice at any time. Any material changes will be effective for all PHI we maintain, even if created before the change. We will post the updated Notice on our website and make paper copies available upon request.
11. Contact Us
To exercise any of your rights or to ask questions about this Privacy Policy, please contact our Privacy Officer:
Heartland Psychiatry and Wellness
Email: care@heartlandpsychwellness.com
Phone: (469) 249-3300
This Notice is provided for informational purposes. Nothing herein constitutes legal advice. Heartland Psychiatry and Wellness recommends consulting a licensed healthcare attorney for guidance specific to your practice.