Privacy Policies & Professional Disclosures

Personal Health Information (PHI)

Personal health information (PHI) is data that can identify you and details of your healthcare. This may include:

  • Contact information (name, address, telephone number, e-mail address)

  • Personal characteristics (age, gender, cultural/ethnic background)

  • Health details (presenting issues, health history, medical/mental health conditions, treatments received)

Collection and Use of PHI

Mend Therapy Services will collect personal health information about you. You will be asked to complete intake forms, questionnaires, or other self-report tools as appropriate.

Purposes of collecting this information:

  • Evaluate your health-related needs

  • Recommend appropriate treatment options

  • Provide therapy and related healthcare

Electronic Communication of PHI

Mend Therapy Services offers e-mail and text communication for:

  • Appointment confirmations and reminders

  • Scheduling or cancellations

  • Brief clinical communication between sessions

Risks include:

  • Privacy and security cannot be fully guaranteed

  • Messages may be misaddressed or intercepted

  • Electronic communication creates a permanent record

Client agreement:

  • Clinically relevant communications may be included in your clinical record

  • Electronic communication is not appropriate for emergencies

  • You are responsible for following up if no response is received

  • Sensitive health information will generally not be discussed over e-mail/text

Electronic communication is voluntary. Notify us if you do not wish to use these methods.

Use and Disclosure of Health Information

Your PHI is confidential and will not be disclosed without written authorization except as required by law.

Permitted uses:

  • Treatment, payment, and healthcare operations

  • Scheduling, billing, and practice administration

Mend Therapy Services is a solo practitioner practice. Administrative support may assist with operations and is bound by confidentiality. An authorized designee for emergency access may access records only if the clinician is unavailable. Records are not shared routinely with other clinicians.

Third-party payers (when applicable): Limited information may be disclosed for payment purposes. Psychotherapy notes or detailed clinical content are released only with your written authorization or as legally required.

Tele-Services (Virtual and Telephone-based Sessions)

Virtual and telephone sessions are offered via secure, HIPAA-compliant platforms.

Clients have the right to:

  • Withdraw consent at any time

  • Receive alternative treatment if virtual care is inappropriate

Risks include technical issues. Be in a private, secure location. Parental/legal guardian consent is required for children/adolescents.

Disclosure Without Authorization

Mend Therapy Services may disclose PHI without your authorization for:

  • Risk of harm to self or others

  • Suspected abuse/neglect of children, elderly, or vulnerable adults

  • Abuse by a regulated professional

  • Legal proceedings (only subpoenas issued directly by a judge)

  • Regulatory oversight (licensing boards or government audits)

Your Rights Regarding Your Health Information

You have the right to:

  • Request access to your health records

  • Request corrections to factual errors

  • Request copies of your records

  • Request restrictions on certain disclosures

Requesting Your Records:

  1. Submit a written request via email, mail, or secure portal including:

    • Full name

    • Date of birth

    • Contact information

    • Specific records requested

  2. Processing timeframe:

    • Texas clients: within 15 business days

    • New York clients: within 10 business days

    • Extensions will be notified in writing

  3. Fees:

    • Reasonable fee for copying, mailing, or electronic delivery

    • Fees will never exceed the amounts allowed by state or federal law, and you will be informed of any applicable fees before your records are released

  4. Corrections: Request corrections in writing. The clinician will review and amend as appropriate.

  5. Denied requests: You will receive a written explanation and your right to appeal.

Storage, Retention, and Destruction of Records

Records are stored securely via HIPAA-compliant systems.

  • Adults: at least 7 years after last contact

  • Minors: at least 7 years after turning 18, or longer if required by law

Records are securely destroyed after retention. The treating clinician maintains responsibility.

Questions or Complaints

If you have questions about privacy practices or your health information, contact the clinician directly.

If you believe your privacy rights have been violated, you may:

  • Submit a written complaint to the clinician

  • File a complaint with the Texas Behavioral Health Executive Council or the New York State licensing board

Filing a complaint will not affect your access to care or quality of services.