HIPAA Compliance

Effective Date: July 1, 2025
Last Updated: June 28, 2025

At Sound Mind Collective LLC, we are committed to safeguarding your privacy and the confidentiality of your health information. We adhere to the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and all applicable federal and state privacy and security laws. This page explains how we protect your Protected Health Information (PHI), what your rights are as a client, and how you can get more information about our privacy practices.

What Is HIPAA?
HIPAA is a federal law that sets national standards for the protection of sensitive health information. It ensures that individuals’ medical records and other personal health information are properly protected while allowing the flow of health information needed to provide high-quality healthcare.

What Is Protected Health Information (PHI)?
PHI includes any individually identifiable health information that we collect, create, receive, or maintain in the course of providing mental health services. This can include:

Your name, address, and contact information

```
Dates of service or treatment
```
```
Diagnoses and treatment plans
```
```
Clinical notes and session summaries
```
```
Insurance or billing information
```

Communications through secure client portals or telehealth platforms

How We Protect Your PHI
Sound Mind Collective LLC uses administrative, technical, and physical safeguards to ensure the confidentiality, integrity, and availability of your PHI, including:

🔒 Administrative Safeguards

```
HIPAA training for all staff
```
```
Clear privacy and security policies
```

Business Associate Agreements (BAAs) with third-party vendors

💻 Technical Safeguards

```
Encrypted email and secure messaging
```

HIPAA-compliant telehealth platforms (e.g., [Insert platform name, like SimplePractice or Zoom for Healthcare])

Secure Electronic Health Records (EHR) systems with role-based access

🏢 Physical Safeguards

Restricted access to devices and office spaces

Secure storage of paper records (if applicable)

Your Rights Under HIPAA

As a client, you have the right to:

Access your records: You can request a copy of your medical or therapy records.

Request amendments: If you believe there is an error in your records, you can request a correction.

Request restrictions: You may request limits on how we use or disclose your PHI.

Confidential communications: You can ask us to communicate with you in a specific way (e.g., only via secure email).

Receive an accounting of disclosures: You may request a record of where your PHI has been shared.

File a complaint: If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services (HHS).

Our Notice of Privacy Practices (NPP)

We provide every client with a Notice of Privacy Practices that explains in detail:

```
How we use and disclose your PHI
```
```
Your rights under HIPAA
```

Our responsibilities for protecting your information

You may request a copy of the Notice of Privacy Practices at any time by contacting us.

Telehealth & HIPAA
We offer secure, HIPAA-compliant telehealth sessions using encrypted platforms designed to protect your confidentiality. All video and audio communications are encrypted, and no sessions are recorded without explicit, written consent.

Questions or Concerns?

If you have questions about our HIPAA policies or how we protect your information, please contact:

Sound Mind Collective LLC
admin@sound-mind-collective.com

79 E Putnam Ave
Greenwich, CT 06830

‭(914) 538-2438‬ call/text

If you believe your rights have been violated, you may also file a complaint with the U.S. Department of Health and Human Services – Office for Civil Rights at https://www.hhs.gov/hipaa or by calling 1-800-368-1019.