Privacy Policy
A legal disclaimer
Introduction
Counseling Align Mind Therapy (“we,” “our,” or “the Practice”) is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you engage in mental health counseling or telehealth services through our practice, including services delivered via the Carepatron platform.
By receiving services from Counseling Align Mind Therapy, you acknowledge and consent to the practices described in this Privacy Policy.
Privacy Policy - the basics
Protected Health Information (PHI)
As a healthcare provider, we are required by the Health Insurance Portability and Accountability Act (HIPAA) to protect your Protected Health Information (PHI). PHI includes any information that identifies you and relates to your past, present, or future physical or mental health.
Examples of PHI include your name, date of birth, diagnosis, treatment notes, and telehealth session records.
Information We Collect
We collect information necessary to provide safe, effective, and ethical mental health services. This may include:
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Personal Identifiers — name, address, phone number, email
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Health Information — symptoms, history, diagnoses, treatment plans
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Payment Information — billing details, insurance information
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Telehealth Data — session logs, communication records
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Carepatron Platform Data — scheduling, messaging, documentation stored within Carepatron’s secure system
We only collect information that is relevant and necessary for treatment and operations.
Telehealth Services
We use Carepatron, a HIPAA‑compliant practice management and telehealth platform, to deliver secure services. Carepatron provides:
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Encrypted video sessions
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Secure messaging
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HIPAA‑compliant documentation storage
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Access‑controlled client portals
Carepatron acts as a Business Associate under HIPAA and is contractually required to protect your PHI.
How We Use Your Information
Your information is used for:
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Treatment — providing counseling, creating treatment plans, coordinating care
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Payment — billing you or your insurance
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Healthcare Operations — quality improvement, administrative tasks
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Telehealth Delivery — secure video sessions, messaging, documentation
We do not sell, rent, or use your information for marketing without your explicit written authorization.
How We Protect Your Information
We implement administrative, physical, and technical safeguards, including:
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Encrypted telehealth sessions
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Secure electronic health record (EHR) storage
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Access controls and authentication
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HIPAA‑compliant data handling procedures
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Staff training on privacy and security
Only authorized personnel may access your PHI.
When We May Disclose Your Information
We may disclose PHI only as permitted by HIPAA, including:
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With Your Written Authorization
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For Treatment Purposes
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For Payment Processing
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For Healthcare Operations
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As Required by Law — such as court orders
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To Prevent Serious Harm — when legally mandated
We will never disclose your PHI for marketing or non‑treatment purposes without your explicit consent.
Your Rights Under HIPAA
You have the right to:
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Access Your Records
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Request Corrections
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Request Confidential Communication
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Request Restrictions
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Receive an Accounting of Disclosures
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Receive a Copy of This Policy
Requests may be submitted in writing to the Practice.
Data Retention
We retain clinical records in accordance with state and federal regulations. Records are securely stored within Carepatron’s HIPAA‑compliant system for the legally required retention period.
Third‑Party Services
We do not share your PHI with third parties except:
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Business Associates (e.g., Carepatron)
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Billing or insurance processors
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Legal or regulatory authorities when required
All third parties must comply with HIPAA standards.
Minors’ Privacy
For clients under 18, privacy rights may vary depending on state law. In most cases, parents or legal guardians may have access to records unless limited by law or clinical judgment. In WA state this age of consent for treatment is 13 years old or older.
Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in laws, technology, or practice operations. Updates will be posted on our website or provided directly to clients.
Contact Information
If you have questions about this Privacy Policy or your rights, contact:
Align Mind Therapy
509-980-0025