Engage Embrace, LLC
This notice describes how protected health information (PHI) about you may be used and disclosed and how you can get access to this information. please review this carefully.
Our Pledge Regarding Protected Health Information (PHI) We understand that PHI about you and your health is personal. We are committed to PHI about you. This Notice applies to all records of your care generated by , whether made by personnel or your physician.
This Notice will tell you about the ways in which we may use or disclose PHI about you. We also describe your rights and certain obligations regarding the use and disclosure of PHI. Federal law requires us to:
- Make sure that PHI that identifies you is kept private;
- Notify you about how we protect PHI about you;
- Explain how, when, and why we use and disclose PHI; and
- Follow the terms of the Notice that is currently in effect.
How We May Use and Disclose PHI About You
The following categories describe different ways that we may use and disclose PHI without your written authorization.
For Treatment or Health Care Operations. Federal privacy rules (regulations) allow mental health care providers who have direct treatment relationship with the client to use or disclose the client’s PHI without the client’s written authorization, to provide you with, coordinate or manage your services, payment or other care operations. I may also disclose your PHI for the treatment activities of any health care provider. This too can be done without your written authorization. For example, if a health care provider were to consult with another licensed health care provider about your condition, we would be permitted to use and disclose your PHI, which is otherwise confidential, in order to assist the health care provider in diagnosis and treatment of your condition. Disclosures for treatment purposes are not limited to the minimum necessary standard. Because other health care providers need access to the full record and/or full and complete information in order to provide quality care. The word “treatment” includes, among other things, the coordination and management of health care providers with a third party, consultations between health care providers and referrals of a client for health care from one health care provider to another
Lawsuits and Disputes: If you are involved in a lawsuit, we may disclose health information in response to a court or administrative order. We may also disclose health information about your child in response to a subpoena, discovery request, or other lawful processes by someone else involved in the dispute, but only if efforts have been made to tell you about the request or to obtain an order protecting the information requested.
As Required by Law. We will disclose PHI about you when required to do so by federal, state, or local law. Some of these circumstances are: where there is a reasonable suspicion of child, dependant or elder abuse or neglect; where a client presents a danger to self, to others, to property or is gravely disabled; or when a client's family members communicate to Engage Embrace that a client presents a danger to others.
Business Associates. We may disclose information to business associates who perform services on our behalf including our EMR and practice management solution Kalix in addition to our medical biller KC Medical Management. However, we require that these associates appropriately safeguard your information. Our business associates are obligated to protect the privacy of your information and are not allowed to use or disclose any information other than as specified in our contract.
Appointment Reminders, Treatment Alternatives, and Health-Related Benefits and Services. We may use and disclose PHI to contact you (by email, telephone, voice message, and/or text (SMS) message) as a reminder (including automated reminders sent via Kalix EMR and Practice Management Solution) that you have an appointment for treatment.
Electronic Medical Record
To promote quality care, Engage Embrace, LLC operates an electronic medical record (EMR) Kalix. Engage Embrace, LLC providers and some providers unaffiliated with Engage Embrace, LLC may have access to the EMR. Your medical record may be comprised of information in the EMR as well as in a paper record. Engage Embrace, LLC is legally obligated to notify any individual whose PHI is affected by a security breach.
Your Rights Regarding PHI About You
You have the following rights regarding PHI that we maintain about you:
Records and Right to Review. The law require that Engage Embrace keep treatment records for at least 7 years. You have the right to review or recieve a summary of PHI that may be used to make decisions about your care or payment for your care, including PHI stored electronically, you can request that we provide access in an electronic format that is readily producible, or in a format agreed to by us.
You must submit your request in writing to . If you request a copy of the information, we may charge a fee for the costs of copying, mailing, or supplies associated with your request. We will respond to your request no later than 30 days after we receive it.
Right to Amend. If you feel that PHI we have about you is incorrect or incomplete, you may ask us to amend or supplement the information. To request an amendment, your request must be made in writing and submitted to . In addition, you must provide a reason that supports your request. We will act on your request for an amendment no later than 60 days after we receive it.
Right to Request Confidential Communications. You have the right to request that we communicate with you about mental health matters in a certain way or at a certain location. For example, you can ask that we only contact you at work or by mail. To request confidential communications, you must make your request in writing to . We will accommodate all reasonable requests.
Right to a Paper Copy of This Notice. You have the right to a paper copy of this Notice at any time even if you have agreed to receive it electronically. We encourage you to read and ask questions about this Notice.
Types of Uses and Disclosures Requiring an Authorization
Most uses and disclosures of psychotherapy notes require us to obtain authorization from you. In addition, in most instances, we cannot use or disclose your PHI for marketing purposes or sell your protected health information without your written authorization. Finally, any other use or disclosure not described in this Notice will be made only with your authorization. Any time you provide us with written authorization, you may revoke it any time in writing, to the extent that we have not already taken action in reliance on your previous authorization.
Other Uses and Disclosures
We will obtain your written authorization before using or disclosing your PHI for purposes other than those described in this Notice (or as otherwise permitted or required by law). You may revoke this authorization in writing at any time. Upon receipt of the written revocation, we will stop using or disclosing your information, except to the extent that we have already taken action in reliance on the authorization.
You May File a Complaint About Our Privacy Practices
If you believe your privacy rights have been violated, you may file a complaint with or file a written complaint with the Arizona Board of Behavioral Health Examiners. If you file a complaint, we will not take any action against you or change our treatment of you in any way.
Changes to This Notice
We reserve the right to change this Notice and make the new Notice apply to health information we already have, as well as any information we receive in the future. We will post a copy of our current Notice in our office. The notice will have an effective date clearly marked at the top of the first page.
This notice went into effect on 8/1/2024, Acknowledgment of Receipt of Privacy Notice Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), you have certain rights regarding the use and disclosure of your protected health information. I, am acknowledging that I have received a copy of the HIPAA Notice of Privacy Practices.
Cari S Cruckson, LMFT