Privacy Policy

What Information We May Collect

 

People often ask what kind of information we keep on file. The answer really depends on why you're working with us. We will need some basic contact details if you are calling to book an appointment, including your name, phone number, email address, date of birth, or an emergency contact.

Personal Details

The information you share at the beginning helps us set up your record and avoid mix-ups later. Imagine trying to contact a patient about a schedule change without having the right phone number on file. Small details matter more than people realize.

Health Information

Once you begin meeting with a provider, your record may grow over time. Notes from appointments, symptoms you've discussed, medications you're taking, past treatment experiences, and similar details may become part of that record.

Every visit is different. Some people come in with years of treatment history, while others are seeking help for the first time. Because of that, no two records look exactly alike.

Insurance and Billing Information

If insurance is being used, we'll usually ask for information from your insurance card and other details needed for billing. Most patients expect this part because insurance companies require certain information before claims can be processed.

Website Information

When someone visits our website, a few technical details may be collected automatically. For example, we might see which pages are getting the most traffic or whether visitors are using a phone, tablet, or computer.

We don't sit there watching who clicks on what. The information is mostly used to understand whether the website is working properly and whether visitors are finding what they're looking for.

What Happens When You Contact Minds That Matter

Many patients wonder what happens after they submit a form or contact our office.

When information is received, it is used for purposes related to scheduling, patient communication, treatment planning, billing, or other healthcare operations. Information is not collected simply for storage. It is gathered because it helps us provide services and maintain accurate records.

If you contact us through our website, email, or phone, the details you provide are handled by authorized staff members responsible for supporting patient care and office operations.

How Your Information Is Used At Minds That Matter

Appointment Scheduling

When you book an appointment, we need a way to contact you. That's really the main reason we ask for your phone number or email address. If a provider is running late, a visit needs to be moved, or we need to reach you before an appointment, those details help us do that.

Treatment and Care

Your provider keeps notes during the course of treatment. Some notes may relate to symptoms, medications, concerns discussed during visits, or changes that happen over time. Those records help create a clearer picture of your care instead of relying on memory alone.

Billing and Insurance Processing

Insurance companies usually require certain information before they process a claim. If you're using insurance, some of the information on file may be used for that purpose. Without it, claims often end up delayed or rejected.

Internal Operations

Sometimes records need small updates. A phone number changes. An address is corrected. A form is missing a signature. Information may be reviewed when those everyday office tasks come up.

Legal and Regulatory Requirements

Records are kept by healthcare providers to follow some rules regarding documentation.

There may be situations where information has to be maintained or shared because regulations require it.

Who Can Access Your Information

People often imagine a patient file that everyone in the office can open. That's not how it works.

Treating Providers

Your provider may review information that relates to your treatment. They need that information because they're responsible for your care.

Authorized Clinical Staff

When some clinical team members help with patient care or support your provider, then

those may access the records. 

Billing Personnel

If there's an insurance question, a claim issue, or something related to an account balance, billing staff may need access to the information connected to that task.

Administrative Staff Involved in Patient Services

While handling the appointments, paperwork, patient messages, or other daily office responsibilities, limited information may be seen by administrative team members.

Not every employee at Minds that Matter sees every record. Access depends on the work being performed at the time.

The Systems We Use to Help Keep Information Private

Protecting information involves more than keeping records organized. To reduce the risk of unauthorized access, secure and established systems are required. 

Electronic Health Records

We don’t use paper files for patient records anymore. Everything is stored in an electronic system so providers can pull up what they need during visits without digging through folders.

Secure Login Protection

You can’t just walk into the system and see patient files. Every staff member logs in with their own account before anything opens.

Data Encryption

Most of the security work isn’t visible to patients. Encryption is one of those things. It runs in the background and keeps stored information from being easily readable if someone isn’t supposed to access it.

HIPAA-Compliant Communication Tools

When we need to send or receive information related to care, we don’t rely on regular messaging apps. We use tools meant for healthcare communication instead.

Appointment Management Software

Appointments aren’t just “time slots.” They connect to provider schedules, patient details, reminders, and follow-ups. That’s why everything is managed through a dedicated system instead of scattered notes or calendars.

Limited Staff Access

• A therapist doesn't need the same information as someone working on insurance claims.

• A scheduler doesn't need the same information as a provider.

People see what they need to do their jobs and nothing more.

Staff Privacy Education

Privacy isn't just about software. It's also about people. Staff members should keep the information private and handle it appropriately.  

Ongoing Security Reviews

Technology changes fast. What worked a few years ago may not be enough today. That's one reason systems and security practices are looked at regularly instead of being ignored once they're set up.

Secure Record Retention

Healthcare offices can't simply throw records away whenever they want. Some records must stay on file for a period of time. When that time has passed, records are handled according to the rules that apply to healthcare providers.

When Information May Be Shared

Most patient information remains within the healthcare setting. However, there are situations where information may be shared when permitted or required.

These situations include:

• Treatment coordination

• Processing of insurance claim

• Operations done in healthcare

• Disclosures authorized by patients

• Regulatory or legal requirements

Whenever information must be shared, efforts are made to limit disclosures to the information needed for the specific purpose.

HIPAA and Patient Privacy

Healthcare providers are trained to protect the sensitive health information of patients by following the standards of privacy.

At Minds That Matter, privacy practices are developed with HIPAA requirements and healthcare confidentiality standards in mind. Guidelines are established with the help of these requirements about the collection of patient information, sharing, access, and storage. 

Your Rights Regarding Your Information

Patients have important rights regarding their personal information.

Depending on applicable laws and regulations, you may have the right to:

Request Access to Records

You may request access to information maintained within your healthcare record.

Request Corrections

If information appears inaccurate or incomplete, you may request a review and correction when appropriate.

Request Communication Preferences

Patients may request certain communication methods when available and appropriate.

Ask Questions About Privacy Practices

Questions about how information is handled are always welcome. Patients can make informed decisions about their care when they understand these privacy practices. 

Online Forms and Website Security

When forms are submitted through our website, the information provided is used to assist with appointment requests, inquiries, and communication.

The information transmitted through approved channels is secured with safeguards as absolute security can't be guaranteed by these internet-based systems. 

Patients should avoid sending highly sensitive information through unsecured methods whenever possible.

Changes to This Privacy Policy

Healthcare regulations, technology, and operational practices may change over time. As updates occur, this Privacy Policy may be revised to reflect those changes.

The most current version will always be available through our website. Continued use of our services indicates acceptance of the current privacy practices outlined on this page.

Our Patient-First Approach

At Minds That Matter, we don’t treat privacy like a separate task on a checklist. It’s just part of how we deal with people from the moment they reach out to us. Most patients already have enough going on when they contact a clinic, so we try to keep things simple and handle their information in a way that doesn’t add stress to the process.

Over time, we’ve noticed something pretty consistent—people open up more when they feel their information is being handled properly and not passed around unnecessarily. Whether someone is new to mental health care or has been in treatment before, we keep the same approach: be careful with their information, keep access limited, and only use what’s needed to support their care.

Contact Minds That Matter Now!

If you have questions about this Privacy Policy or concerns regarding how information is handled, our team is available to help.

Contact us if you want to learn more about our privacy practices, rights of patients, and procedures for protecting the information.

What matters more is your trust. The most crucial part of the care experience that we provide daily is protecting the information you share with us as a trustworthy partner.

FAQs

1. Will my therapy sessions remain confidential?

They are private in most situations. Information can only be used with patient authorization and law requirements.

2. Can I request a copy of my records?

You can. If you need your records, we follow the standard process for releasing them.

3. Does Minds That Matter share information with insurance companies?

If insurance is being used, some information has to be shared so claims can be processed. It’s usually limited to what’s needed for billing.

4. How are electronic records protected?

They’re stored in secure systems, and only the staff who actually need access can view them.

5. Who should I contact if I have privacy concerns?

Just contact our office. We’ll walk you through whatever you’re unsure about and answer your questions directly.