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.