Privacy Policy

Privacy Policy

This Notice of Privacy Practices describes how Advanced Psychiatric Solutions (APS) collects, uses, and discloses your personal information, including Protected Health Information (PHI) and other Personally Identifiable Information (PII), and your rights regarding this information. APS is committed to protecting your privacy in compliance with the Health Insurance Portability and Accountability Act (HIPAA), state privacy laws, and carrier policies for SMS communications. Please review this notice carefully.

  • 1. Personal Information We Collect

    a. Protected Health Information (PHI)

    PHI is individually identifiable health information, a subset of Personally Identifiable Information (PII), that we create, receive, or maintain about you in connection with your health, treatment, or payment for healthcare services. PHI is protected under HIPAA and includes:

    • Medical records (e.g., diagnoses, treatment plans).

    • Treatment details (e.g., telehealth session notes, therapy records).

    • Billing information (e.g., insurance claims, payment records).

    • Communications (e.g., telehealth video calls, SMS appointment reminders linked to health services). This applies to PHI in all forms (electronic, paper, verbal) across APS’s operations in Arizona, Colorado, Georgia, Illinois, New Mexico, Ohio, Tennessee, Texas, and future expansion states.

    b. Non-PHI Personal Information (PII)

    We collect other PII that identifies you but is not directly tied to your health, treatment, or payment, and thus not subject to HIPAA unless linked to health data. This non-PHI PII includes:

    • Contact details (e.g., name, email address, phone number, mailing address).

    • Demographic information (e.g., date of birth, gender).

    • Website usage data (e.g., IP address, browser type, cookies for analytics).

    • SMS opt-in consent (e.g., permission to send appointment reminders). We collect this information when you interact with our website, forms, or services (e.g., submitting a contact form, opting into SMS).

    2. How We Use Your Personal Information

    We use your personal information, including PHI and non-PHI PII, for the following purposes, as permitted or required by law:

    a. For Treatment

    • PHI: We use PHI to provide, coordinate, and manage your mental health care, including telehealth and in-person services.

    • Examples: Sharing your treatment plan with APS providers or consulting specialists.

    • Non-PHI PII: We use contact details to schedule appointments or communicate with you.

    b. For Payment

    • PHI: We use PHI to bill and collect payment for services, including insurance claims.

    • Examples: Submitting PHI to your insurer or verifying payment eligibility.

    • Non-PHI PII: We use billing addresses for payment processing.

    c. For Health Care Operations

    • PHI: We use PHI to operate our practice, improve quality, and comply with regulations.

    • Examples: Conducting quality assessments, training staff, auditing HIPAA compliance.

    • Non-PHI PII: We use website analytics to improve user experience.

    d. For Website Functionality and Communication

    • Non-PHI PII: We use contact details and website data to manage inquiries, send newsletters (with consent), or enhance website performance.

    • Examples: Responding to form submissions, tracking site visits via cookies (per our cookie policy).

    e. Disclosures to Others

    We may disclose your personal information to:

    • Other Providers: PHI shared with healthcare providers involved in your care (e.g., referring physicians).

    • Business Associates: PHI and non-PHI PII shared with vendors (e.g., RingCentral for SMS, telehealth platforms, website hosts) .

    • Public Health and Safety: PHI disclosed to prevent serious threats or for public health activities (e.g., disease reporting).

    • Health Oversight: PHI shared with agencies overseeing healthcare compliance.

    • As Required by Law: PHI and non-PHI PII disclosed to comply with federal, state, or local laws (e.g., court orders, abuse reporting).

    • SMS Communications: With your consent, contact details used for SMS reminders (see Section 7).

    • Note: We do not sell your personal information or share it for marketing without your authorization.

    f. With Your Consent or Authorization

    • For uses or disclosures not covered above, we will obtain your written authorization (e.g., research, third-party sharing).

    • You may revoke authorization in writing at any time, except for actions already taken.

    3. When We Need Your Authorization

    We will not use or disclose your personal information without your written authorization, except as described in this notice or permitted by law. Examples requiring authorization include:

    • Sharing psychotherapy notes (unless for treatment, payment, or operations).

    • Using PHI for marketing or fundraising (APS does not do this without consent).

    • Disclosing PHI to third parties not involved in your care.

    4. Your Privacy Rights

    You have the following rights regarding your personal information:

    a. Right to Access

    • Request a copy of your medical records, billing information, or other personal data.

    • Submit a written request to our Privacy Officer (Section 9). We will respond within 30 days, with possible extensions per HIPAA.

    b. Right to Amend

    • Request corrections to inaccurate or incomplete personal information.

    • Submit a written request with the reason. We may deny requests in certain cases (e.g., if accurate).

    c. Right to an Accounting of Disclosures

    • Request a list of disclosures made of your PHI (excluding treatment, payment, or operations).

    • One free accounting per 12-month period; additional requests may incur a fee.

    d. Right to Confidential Communications

    • Request alternative methods or locations for communications (e.g., email instead of phone) at (470)945-3069.

    e. Right to a Copy of This Notice

    • Receive a paper or electronic copy at any time.

    • Access it at https://advancedpsych-solutions.com/privacy-policy/

    5. Your Choices

    • Opt-Out of Marketing: APS does not use personal information for marketing without authorization. You may opt-out of future marketing communications.

    • SMS Communications: Opt-in to SMS reminders or updates; opt-out by replying “STOP”.

    6. Our Responsibilities

    • HIPAA Compliance: We maintain the privacy and security of your PHI and notify you of breaches, per HIPAA.

    • Safeguards: We use physical, technical, and administrative safeguards.

    • Business Associates: Vendors sign HIPAA-compliant agreements.

    • State Laws: We comply with state laws.

    • Multi-State Operations: We ensure PHI protection in all operational states.

    7. Special Provisions for Telehealth and SMS

    • Telehealth:

      • APS provides virtual mental health services via HIPAA-compliant platforms.

      • PHI in telehealth (e.g., video, chat) is protected with encryption and access controls.

      • Use a secure device and private location for sessions.

    • SMS Communications:

      • With your consent, we send SMS for appointment reminders, billing, or treatment updates.

      • SMS Consent: Consent is obtained during onboarding or via written authorization. SMS consent is not shared with third parties or affiliates for marketing purposes.

      • Opt-Out: Reply “STOP” to any SMS or contact our Privacy Officer to unsubscribe.

    8. Accessibility

    • APS ensures this notice is accessible, per the Americans with Disabilities Act (ADA).

    • Contact us for website or policy access assistance at (470)945-3069

    9. Contact Information

    For questions, requests, or complaints, contact us at :

    • Phone: (470)945-3069

    10. Changes to This Notice

    • We may update this notice to reflect changes in practices or legal requirements.

    • Updates will be posted at https://advancedpsych-solutions.com/privacy-policy/ and in our offices.

    11. Complaints

    • Submit complaints in writing. We will investigate and respond within 30 days.

    • APS will not retaliate against you for filing a complaint.

    Acknowledgment: By receiving care from APS, you acknowledge receipt of this Notice of Privacy Practices. For a copy or assistance, contact our Privacy Officer.