Notice of Privacy Practices (HIPAA)

Healing is a Journey LLC

Effective Date: _5/16/26___________

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN ACCESS THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

Healing Is a Journey LLC is committed to protecting the privacy and confidentiality of your protected health information (PHI). This Notice of Privacy Practices explains how your information may be used and disclosed, your rights regarding your health information, and our legal duties under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and applicable Texas law.

Our Legal Duties

Healing Is a Journey LLC is required by law to:

  • Maintain the privacy and security of your protected health information (PHI).

  • Provide you with this Notice of Privacy Practices.

  • Abide by the terms of this Notice currently in effect.

  • Notify you if a breach occurs that may have compromised the privacy or security of your information.

We reserve the right to revise this Notice at any time. Any revised Notice will apply to all information maintained by the practice and will be made available through the client portal and upon request.

How We May Use and Disclose Your Protected Health Information

1. Treatment

We may use and disclose your health information to provide, coordinate, or manage your treatment. For example, we may review your history, treatment plan, progress notes, and assessments to guide your care.

2. Payment

We may use and disclose your information to bill and collect payment for services. This may include submitting claims to insurance companies, verifying eligibility, and processing payments.

3. Health Care Operations

We may use your information for business operations such as quality improvement, clinical supervision or consultation, auditing, credentialing, licensing, and administrative activities.

4. Business Associates

We may share information with HIPAA-compliant business associates that help operate the practice, such as:

  • Electronic health record providers (e.g., TherapyNotes)

  • Telehealth platform providers

  • Billing and claims processing services

  • Payment processors

  • Secure communication services

  • AI-assisted documentation tools used for clinical note generation

All business associates are required to protect your information and sign Business Associate Agreements (BAAs).

AI-Assisted Documentation

Healing Is a Journey LLC may use HIPAA-compliant AI-assisted documentation tools integrated within the electronic health record system (e.g., TherapyNotes TherapyFuel) to support clinical note generation.

When used, a temporary recording and transcript or summary of the session may be created to assist with documentation. The therapist reviews and edits all AI-generated content for accuracy and completeness before finalizing the clinical record. Temporary recordings and transcripts are automatically deleted after the clinical note is generated.

These tools are used solely to support your clinical care and are subject to HIPAA privacy and security protections.

Uses and Disclosures Requiring Your Written Authorization

We will obtain your written authorization before:

  • Releasing information to most third parties.

  • Using your information for marketing purposes.

  • Selling your health information.

  • Releasing psychotherapy notes, except as permitted by law.

You may revoke your authorization in writing at any time, except to the extent we have already relied on it.

Uses and Disclosures That May Occur Without Your Authorization

Required by Law

We may disclose information when required by federal or Texas law.

Abuse, Neglect, or Exploitation

We are required to report suspected abuse, neglect, or exploitation of:

  • Children

  • Elderly individuals

  • Adults with disabilities or vulnerable adults

Serious Threat to Health or Safety

We may disclose information when necessary to prevent or lessen a serious and imminent threat to your health or safety or the safety of another person.

Health Oversight Activities

We may disclose information to agencies responsible for licensing, audits, investigations, or disciplinary proceedings.

Judicial or Administrative Proceedings

We may disclose information pursuant to a court order or as otherwise permitted by law. Receipt of a subpoena does not automatically authorize disclosure.

Law Enforcement

We may disclose limited information when required by law.

Workers' Compensation

We may disclose information as authorized by workers' compensation laws.

Public Health Activities

We may disclose information to public health authorities as required by law.

Coroners, Medical Examiners, and Funeral Directors

We may disclose information as necessary for identification and other authorized duties.

Military, National Security, and Specialized Government Functions

We may disclose information when required by law for these purposes.

To Defend the Practice

If you file a complaint, grievance, or legal claim against the practice, we may disclose relevant information to defend ourselves.

Special Protection for Substance Use Disorder Records (42 C.F.R. Part 2)

Federal law provides additional privacy protections for records that identify a person as having applied for or received services related to substance use disorder treatment from certain federally assisted programs.

If such records are received or created and are subject to 42 C.F.R. Part 2, they generally may not be disclosed without your written authorization except as permitted by law.

Your Rights Regarding Your Protected Health Information

Right to Inspect and Obtain a Copy

You have the right to inspect and obtain a copy of your health information, with limited exceptions.

Right to Request an Amendment

You may request that we amend your records if you believe information is incorrect or incomplete.

Right to Request Restrictions

You may request restrictions on certain uses and disclosures of your information. We are not required to agree to all requests.

Right to Request Confidential Communications

You may request that we contact you in a specific way (for example, only by cell phone or through the secure client portal).

Right to an Accounting of Disclosures

You may request a list of certain disclosures made outside of treatment, payment, and health care operations.

Right to Receive a Paper or Electronic Copy of This Notice

You may request a copy of this Notice at any time.

Right to Restrict Disclosure to Your Health Plan

If you pay for a service out of pocket in full, you may request that we not disclose information about that service to your health plan unless disclosure is required by law.

Right to Choose Someone to Act for You

If you have given another person legal authority to act on your behalf, that person may exercise your rights to the extent permitted by law.

Right to File a Complaint

You have the right to file a complaint if you believe your privacy rights have been violated.

Complaints

If you have questions or concerns about this Notice or believe your privacy rights have been violated, you may contact:

Tiffany Johnson, MA, LPC, NCCHealing Is a Journey LLCPhone: 512-815-3420Email: contact@healing-isajourney.comWebsite:https://healing-isajourney.com

You may also file a complaint with:

U.S. Department of Health and Human ServicesOffice for Civil Rights200 Independence Avenue, S.W.Washington, DC 20201Toll-Free: 1-800-368-1019TTY: 1-800-537-7697Website:https://www.hhs.gov/ocr/privacy/hipaa/complaints/

You will not be retaliated against for filing a complaint.

Electronic Records and Communications

Healing Is a Journey LLC maintains records electronically through a secure electronic health record system.

Clients may communicate with the practice through:

  • The secure client portal

  • HIPAA-compliant text messaging for administrative purposes

  • Telephone

  • Email for limited administrative purposes

Electronic communication is not appropriate for emergencies.

Telehealth Privacy

Because services are primarily provided through secure telehealth platforms, protected health information may be transmitted electronically. Reasonable safeguards are used to protect confidentiality, but no electronic communication system can guarantee absolute security.

Record Retention

In accordance with Texas law and professional standards, records are retained for:

  • At least seven (7) years after termination of services; or

  • Five (5) years after a minor client reaches age 18, whichever is longer.