1. Commitment to Your Privacy

Grounded Minds is committed to maintaining the confidentiality of your personal and health information. Your records and communication are protected by federal and state laws, and all information shared in counseling or supervision sessions is kept strictly confidential unless disclosure is required or permitted by law.

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2. How Your Information May Be Used

Your protected health information (PHI) may be used for the following purposes:

• Treatment: To provide, coordinate, or manage your counseling and related services.

• Payment: To bill and obtain payment for services rendered through insurance or direct payment.

• Health Care Operations: To ensure quality of care, verify credentials, and manage business operations.

• Required Disclosures: When required by law (e.g., abuse reporting, court orders, or to prevent serious harm).

Any other uses or disclosures of your information require your written authorization, which you may revoke at any time in writing.

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3. Client Rights Under HIPAA

You have the following rights regarding your health information:

• Right to Access and Request Copies: You may request to view or receive a copy of your records.

• Right to Amend: You may request corrections to inaccurate or incomplete information.

• Right to Request Restrictions: You may ask that certain information not be shared for treatment, payment, or operations.

• Right to Confidential Communications: You may request that communications occur through specific means (e.g., email, phone, mail).

• Right to a Paper or Electronic Copy: You may request a printed or emailed copy of this notice at any time.

All requests must be submitted in writing to the practice owner (see contact below).

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4. Electronic Communication & Telehealth

Grounded Minds uses HIPAA-compliant telehealth and electronic health record (EHR) platforms for scheduling, documentation, and communication.
Please note:

• Email, text messaging, and other digital communication methods may not be fully secure. These methods should be used only for administrative purposes (e.g., scheduling).

• Telehealth sessions are conducted through encrypted, HIPAA-secure platforms to ensure your privacy and data protection.

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5. Limits of Confidentiality

Your information may be disclosed without your consent only in the following circumstances:

• If there is suspected abuse or neglect of a child, elder, or vulnerable adult.

• If you are at imminent risk of harming yourself or others.

• If required by a court order or legal proceeding.

• If disclosure is necessary to comply with public health and safety laws.

In all other cases, your information will not be released without your explicit written authorization.

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6. Data Security

Grounded Minds maintains administrative, technical, and physical safeguards to protect your information, including:

• Encrypted storage of electronic records

• Password-protected systems

• Secure, HIPAA-compliant video and documentation platforms

• Limited access to PHI only to authorized personnel

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7. Business Associates

In certain cases, Grounded Minds may engage third-party service providers (e.g., electronic health record vendors, billing platforms) who may have limited access to PHI. All such providers are bound by HIPAA Business Associate Agreements (BAAs) to ensure compliance and confidentiality.

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8. Updates to This Policy

This privacy policy may be updated periodically to reflect current legal or operational requirements. The most recent version will always be posted on this website with the date of revision.