HIPAA Notice of Privacy Practices

This notice covers how we use your health information and your rights regarding it. Federal law requires it—but it's actually worth reading.

Your Rights

Here's what you can do with your health information:

Get a copy of your medical record

You can request to see or get an electronic or paper copy of your medical record and other health information we have about you. Contact us to request this. We'll provide a copy or summary within 30 days. We may charge a reasonable, cost-based fee for copying and delivery.

Ask us to correct your medical record

If you believe health information in your record is incorrect or incomplete, you can ask us to correct it. We may decline your request if we believe the existing information is accurate and complete, but we'll explain why in writing within 60 days.

Request confidential communications

You can ask us to contact you in a specific way (home phone, office phone, specific email) or send mail to a different address. We'll agree to reasonable requests.

Ask us to limit what we use or share

You can ask us not to use or share certain health information for treatment, payment, or practice operations. We're not required to agree if it would affect your care, but we'll consider your request.

Get a list of disclosures

You can request an accounting of times we've shared your health information over the past six years, who we shared it with, and why. This doesn't include disclosures for treatment, payment, and operations, or disclosures you authorized. We'll provide one accounting per year at no charge; additional requests within 12 months may incur a reasonable fee.

Choose someone to act for you

If you've designated someone with medical power of attorney or have a legal guardian, that person can exercise your rights and make choices about your health information. We'll verify their authority before taking action.

File a complaint

If you believe we've violated your privacy rights, you can file a complaint directly with us at:

Solana Psychiatry
Attn: Privacy Officer
4611 E Chandler Blvd
Ste 112 - 1160
Phoenix, AZ 85048
privacy@solanapsychiatry.com
(602) 899-9800

Or with the U.S. Department of Health and Human Services Office for Civil Rights at:

U.S. Department of Health and Human Services
Attn: Office for Civil Rights
200 Independence Avenue, SW
Room 509F, HHH Building
Washington, D.C. 20201
OCRComplaint@hhs.gov
https://ocrportal.hhs.gov/

We won't retaliate against you for filing a complaint.

Your Choices

You control who else can access your health information.

Who we can talk to about your care

By default, we only discuss your care with you. If you want us to share information with family members, partners, or others involved in your care, let us know. This is helpful when a partner notices medication effects you might miss, a family member helps manage your prescription pickups, or someone wants to understand your treatment to support you better.

We'll need to know:

• Who you're authorizing
• What they can access (everything, or just appointments, medications, etc.)
• How to verify them when they contact us

You can change these preferences anytime.

How we contact you

We use the contact information you provide, but you can request specific arrangements:

• Contact only at certain numbers or emails
• Send mail to an alternative address
• Avoid leaving detailed voicemails

We'll accommodate reasonable requests to protect your privacy.

If you can't speak for yourself

If you're unconscious or otherwise unable to communicate, we may share information with someone involved in your care if your provider believes it's in your best interest.

How We Use and Share Your Health Information

We use and share your health information in the following ways:

To treat you

Your Solana Psychiatry provider uses your health information to provide psychiatric care and may share it with other professionals involved in your treatment.

Example: If your provider refers you to a therapist for specialized treatment outside our scope, they may share relevant clinical information with that provider to ensure continuity of care.

To run the practice

We use and share your health information to operate Solana Psychiatry, improve your care, and contact you when necessary.

Example: We use your health information to track your medication response, schedule appointments, and send appointment reminders.

To process payment for services

We use your health information to process payment for psychiatric services you receive.

Example: We maintain records of services provided and payments received to track your account status and provide receipts.

What we never do with your information

We don't use your health information for marketing, and we don't sell it. Some healthcare companies treat patient data as a revenue stream. We don't. Your information exists to support your care—not to generate leads or be packaged for data brokers.

Other legally permitted or required uses

We're allowed or required to share your information in certain situations. We must meet specific legal conditions before sharing your information for these purposes:

Public health and safety: We can share your health information to prevent disease, report serious side effects to regulatory authorities, report suspected abuse or neglect, prevent a serious threat to health or safety, or assist disaster relief efforts.

Internal research: We develop custom rating scales to measure treatment outcomes more precisely. Your data may contribute to statistical analysis—patterns across many patients that help refine these tools. We don't share individual patient information with external researchers. If we publish findings, the data is de-identified and aggregate only.

Legal compliance: We'll share information if state or federal laws require it, including with the Department of Health and Human Services to demonstrate compliance with federal privacy law.

Legal proceedings: We can share health information in response to a court or administrative order, or a subpoena.

Our Responsibilities

Federal law requires us to:

• Maintain the privacy and security of your protected health information
• Notify you promptly if a breach occurs that may have compromised your information
• Follow the privacy practices described in this notice
• Provide you with a copy of this notice

We will not use or share your information beyond what's described here unless you authorize it in writing. You can revoke that authorization at any time by notifying us in writing.

Changes to This Notice

We can change the terms of this notice as needed to remain compliant with privacy laws. Changes apply to all information we have about you. We'll provide the updated notice upon request at privacy@solanapsychiatry.com or (602) 899-9800. We'll also post it in your patient portal.