Privacy Policy

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Your privacy is of the utmost importance to this practice. As a licensed professional counseling provider, I am committed to protecting the confidentiality of your health information in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and the American Counseling Association’s Code of Ethics (2014). This notice explains how your information may be used, disclosed, and protected, as well as your rights as a client.

I collect personal, medical, and mental health information in order to provide effective counseling services. Information may include:

• Demographic data (name, address, phone, email, date of birth)
• Medical and mental health history
• Treatment notes and progress reports
• Billing and insurance information
   

This information is used only for purposes of treatment, payment, and healthcare operations, unless otherwise authorized by you or required by law.

In line with ACA Code of Ethics (Section B.1.c), all client communications are kept confidential. Your records will not be shared without your written consent, except under the following legal and ethical circumstances:

1. Risk of Harm – If there is reason to believe you may harm yourself or others.
2. Abuse or Neglect – If there is suspected abuse or neglect of a child, elder, or vulnerable adult.
3. Court Orders – If ordered by a court of law.
4. Medical Emergencies – To protect your health and safety in emergencies.
5. Peer Consultation – Information may be shared in professional consultation, but identifying details will be minimized, and consultants are also bound by confidentiality.
    

Under HIPAA, I may use or disclose your Protected Health Information (PHI) without written authorization for:

• Treatment: Coordinating or managing your care with other providers in the event I were to add a provider to my practice.
• Payment: Billing your insurance or processing payment for services.
• Healthcare Operations: Quality improvement, licensing, and administrative functions.
   

Any other disclosures (such as sharing records with an attorney, school, or family member) require your written authorization. You may revoke authorization at any time.

You have the following rights under HIPAA and the ACA Code of Ethics:

• Right to Access: You may review or obtain a copy of your records.
• Right to Amend: You may request corrections to your records.
• Right to an Accounting of Disclosures: You may request a list of when and to whom your information has been disclosed (excluding disclosures for treatment, payment, and operations).
• Right to Request Restrictions: You may request limits on certain uses or disclosures of your information.
• Right to Confidential Communication: You may request communication in a particular way (e.g., only by phone, no voicemail, email encryption).
• Right to File a Complaint: If you believe your privacy rights have been violated, you may file a complaint with this practice or with the U.S. Department of Health and Human Services (HHS). No retaliation will occur for filing a complaint.

• Records are maintained in secure, HIPAA-compliant electronic health record (EHR) systems or locked physical storage.
• Email and telehealth communications are encrypted when possible, but risks of electronic communication are disclosed and consented to before use
• Access to records is limited to authorized personnel only.
   

• Records are maintained for a minimum of seven (7) after the last date of service, in accordance with HIPAA and state regulations. After this period, records will be securely destroyed.
   

• This practice adheres to the ACA Code of Ethics, which requires counselors to protect client confidentiality (Section B.1.c), obtain informed consent (Section A.2.a), and clarify limits of confidentiality (Section B.2.e). These ethical commitments go beyond legal requirements to ensure you receive the highest standard of care.

• Please contact Matthew Barclay at 301-741-3464 or by email at matt@inertiacounseling.com if you have any questions regarding your client rights of this Privacy Policy.