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Notice of Privacy Practices

This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully.

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Please read this notice carefully

Sanity Behavioral Healthcare Systems, LLC (“SBHS,” “we,” “us,” or “our”) is committed to protecting the privacy of your health information.

This Notice of Privacy Practices (“Notice”) explains how we may use and disclose your protected health information (“PHI”), your rights concerning your health information, and certain responsibilities we have under federal and Maryland law.

HIPAA requires covered healthcare providers to maintain the privacy of protected health information and provide patients with a notice describing their legal duties and privacy practices. This Notice is based on the current U.S. Department of Health and Human Services model for HIPAA-covered healthcare providers.

This Notice applies to health information created or maintained by SBHS in connection with the healthcare services we provide.

1. Your Privacy Rights

You have certain rights concerning your health information.

Right to Access Your Health Information

You generally have the right to inspect and receive a copy of your health information maintained by SBHS, in paper or electronic form where applicable. You may be required to submit your request in writing.

In most circumstances, we will respond to an access request within the time required by applicable law. Federal HIPAA rules generally provide up to 30 days for an access request, with a limited extension when permitted. Applicable Maryland law may also govern access to mental-health records.

There may be limited circumstances in which access to particular information may be denied or restricted by law.

Right to Request Correction

You have the right to request that SBHS correct health information you believe is inaccurate or incomplete. Your request should be made in writing and should explain why you believe the information is inaccurate or incomplete.

We may deny a request when permitted by law, but we will provide an appropriate written explanation.

Right to Request Confidential Communications

You may ask us to communicate with you about your health information in a particular way or at a particular location. For example, you may request that we:

  • contact you at a particular telephone number;
  • use a particular mailing address; or
  • use another reasonable communication method.

We will consider reasonable requests as required by applicable law.

Right to Request Restrictions

You may request that SBHS limit the use or disclosure of your health information for treatment, payment, or healthcare operations. We are not required to agree to every restriction request.

However, when you pay for a healthcare item or service completely out of pocket and request that the information not be disclosed to your health plan for payment or healthcare-operations purposes, HIPAA generally requires the restriction when applicable, unless disclosure is otherwise required by law.

Right to an Accounting of Certain Disclosures

You may request an accounting of certain disclosures of your health information made by SBHS during the six years preceding your request. The accounting generally does not include disclosures for treatment, payment, healthcare operations, or certain other disclosures excluded by law.

Right to Receive a Paper Copy

You may request a paper copy of this Notice at any time, even if you have previously agreed to receive the Notice electronically. We will provide a copy as required by law.

Right to Choose a Personal Representative

If you have given another person legal authority to act on your behalf in healthcare matters, such as through a valid healthcare power of attorney, that individual may exercise applicable rights on your behalf. SBHS will verify the person’s authority before allowing the person to act as your representative.

Right to File a Complaint

If you believe your privacy rights have been violated, you may file a complaint with SBHS or with the U.S. Department of Health and Human Services, Office for Civil Rights. You will not be retaliated against for filing a privacy complaint.

The HHS Office for Civil Rights provides complaint information at https://www.hhs.gov/hipaa/filing-a-complaint/ (opens in a new tab).

2. Your Choices

For certain uses and disclosures of your health information, you may have choices regarding how information is shared.

People Involved in Your Care

We may disclose relevant health information to a family member, close friend, or another person you identify who is involved in your care or helping with payment for your care.

When you are present and able to make a decision, we will generally provide you with an opportunity to agree or object when required by law. If you are unable to make your preference known, we may use professional judgment to determine whether a disclosure is in your best interests or is otherwise permitted by law.

Disaster Relief

We may disclose information to organizations involved in disaster-relief activities when permitted by law.

Marketing

We will obtain your written authorization when HIPAA requires authorization for the use or disclosure of your PHI for marketing. SBHS does not use your protected health information for marketing in a manner requiring your authorization without obtaining that authorization.

Sale of Health Information

SBHS will not sell your protected health information unless a legally valid authorization is obtained when required by law. HIPAA places specific restrictions on disclosures of PHI in exchange for remuneration.

Fundraising

If SBHS conducts fundraising activities involving protected health information, we will provide any required notice and applicable opportunity to opt out.

3. How SBHS May Use and Disclose Your Health Information

HIPAA permits SBHS to use or disclose PHI without your separate written authorization in certain circumstances.

Treatment

We may use and disclose your health information to provide, coordinate, or manage your healthcare. For example, we may share relevant information with another healthcare professional involved in your treatment. This may include information necessary for evaluation, diagnosis, medication management, therapy, referrals, consultations, or follow-up care.

Healthcare Operations

We may use and disclose PHI as necessary to operate our practice. Examples may include:

  • quality improvement;
  • reviewing the performance of healthcare professionals;
  • training;
  • compliance activities;
  • audits;
  • risk management;
  • care coordination;
  • administrative activities; and
  • practice management.

Payment

We may use or disclose health information as necessary to obtain payment for healthcare services. Examples may include communicating with health plans or other entities responsible for payment.

Although SBHS’s current website does not provide online payment processing, payment-related uses of PHI may still occur through applicable healthcare or insurance processes.

Appointment and Care Communications

We may use information you provide to contact you regarding appointments, scheduling, follow-up care, treatment-related communications, or other healthcare activities. Where appropriate, you may request confidential communications as described in this Notice.

4. Other Permitted or Required Disclosures

Federal and Maryland law permits or requires certain additional disclosures of health information. Depending on the circumstances, SBHS may disclose PHI for purposes such as:

Public Health

To public health authorities for legally authorized purposes, including certain disease-prevention activities and reporting required by law.

Reporting Abuse, Neglect, or Domestic Violence

When required or permitted by law, we may disclose information concerning suspected abuse, neglect, or domestic violence to appropriate government authorities.

Health Oversight

To agencies or authorities responsible for healthcare oversight, audits, investigations, licensing, inspections, or other activities authorized by law.

Legal Proceedings

In response to a court or administrative order, subpoena, discovery request, or other lawful process when the applicable legal requirements are satisfied.

Law Enforcement

When authorized or required by law and the applicable legal requirements have been met.

Serious Threats to Health or Safety

We may use or disclose PHI when necessary to prevent or lessen a serious and imminent threat to the health or safety of a person or the public, when permitted by law.

Workers’ Compensation

We may disclose information as necessary to comply with applicable workers’ compensation laws.

Research

We may use or disclose health information for research when permitted by applicable law and required protections are in place.

Medical Examiners, Coroners, and Funeral Directors

We may disclose information as permitted or required by law after a person’s death.

Organ and Tissue Donation

We may disclose relevant information to organ procurement organizations or other entities involved in legally authorized donation activities.

Specialized Government Functions

We may disclose information for certain military, national-security, protective-services, correctional, or other specialized government functions when authorized by law.

Required by Law

We will disclose information when federal, state, or local law requires us to do so, subject to applicable legal requirements.

5. Psychotherapy Notes

Psychotherapy notes receive special protection under HIPAA. Most uses and disclosures of separately maintained psychotherapy notes require a specific written authorization, subject to exceptions permitted by law.

Psychotherapy notes are distinct from information such as diagnosis, treatment plans, medication management information, symptoms, prognosis, progress notes, and other information maintained as part of the ordinary medical record.

SBHS will follow applicable federal and Maryland requirements concerning psychotherapy notes.

6. Mental Health Records and Maryland Law

Because SBHS provides mental-health services in Maryland, certain Maryland laws may provide additional confidentiality protections for mental-health records.

Maryland law generally requires healthcare providers to keep medical records confidential and places additional limitations on disclosure of records developed in connection with mental-health services. Maryland Health-General §4-307 provides additional requirements concerning mental-health records and limits disclosures to information relevant to the purpose of the disclosure in circumstances where disclosure occurs without the person’s authorization.

SBHS will comply with applicable federal and Maryland privacy requirements, including any law that provides greater protection than HIPAA where applicable.

7. Substance Use Disorder Records

Certain substance-use-disorder patient records may receive additional protection under 42 U.S.C. §290dd-2 and 42 CFR Part 2. If SBHS receives or maintains records that are protected by Part 2, SBHS will comply with applicable Part 2 requirements.

For Part 2-protected records, federal law places additional restrictions on certain uses and disclosures, including disclosures for investigations or legal proceedings against a patient.

8. Minors and Personal Representatives

Privacy rights concerning minors can depend on federal law, Maryland law, the nature of the healthcare service, the minor’s legal status, parental or guardian authority, and other circumstances.

Where applicable, SBHS will determine who may access or authorize disclosure of a minor’s health information based on applicable federal and Maryland requirements.

A parent, guardian, or other individual may not automatically have unrestricted access to every mental-health record solely because they are related to the patient.

9. Telehealth and Electronic Communications

SBHS may provide telehealth services where clinically appropriate and legally permitted. Information transmitted through telehealth and other electronic healthcare communications may constitute protected health information and will be handled in accordance with applicable privacy and security requirements.

The website itself is not a substitute for a secure clinical communication platform. Please do not submit detailed medical or mental-health information through ordinary website contact or appointment forms. For website inquiries, use only the information needed to contact you or process a general appointment request.

10. Website Contact Forms

The SBHS public website may contain contact and appointment-request forms. These forms are intended for general inquiries and appointment-related information.

For your protection, please do not submit the following through ordinary website forms:

  • detailed medical histories;
  • psychiatric records;
  • medication lists;
  • Social Security numbers;
  • insurance member identification numbers;
  • medical records;
  • detailed symptoms; or
  • other sensitive health information.

Website forms and ordinary email are not emergency communication channels. Information submitted through the website may be routed to SBHS for follow-up according to SBHS’s applicable privacy and security practices.

11. Our Responsibilities

SBHS is required by law to:

  • maintain the privacy of protected health information;
  • provide this Notice describing our legal duties and privacy practices;
  • comply with the terms of the Notice currently in effect;
  • provide individuals with a copy of this Notice upon request;
  • follow applicable federal and Maryland privacy requirements; and
  • notify affected individuals as required by law if a breach occurs that compromises the privacy or security of their protected health information.

We will not use or disclose your health information in a manner inconsistent with this Notice unless:

  1. the use or disclosure is permitted or required by law; or
  2. you have provided an authorization where authorization is required.

12. Authorizations

Certain uses and disclosures of your health information require your written authorization. Where authorization is required, you may generally revoke that authorization in writing, subject to limitations resulting from actions already taken based on your authorization or other applicable legal requirements.

Examples of uses that may require authorization include certain:

  • marketing activities;
  • disclosures of psychotherapy notes;
  • sales of protected health information; and
  • other uses or disclosures not otherwise permitted by this Notice or applicable law.

13. Changes to This Notice

SBHS may change the terms of this Notice and its privacy practices. If we make a material change, we will update the Notice as required by applicable law. The revised Notice will become effective on the date identified in the updated Notice.

The current version will be:

  • available upon request;
  • maintained in the SBHS office;
  • prominently posted on the SBHS website; and
  • provided as otherwise required by law.

14. Complaints and Privacy Questions

If you have questions about this Notice or believe your privacy rights have been violated, please contact SBHS.

SBHS Privacy Officer
Sanity Behavioral Healthcare Systems, LLC
4600 Forbes Boulevard, Suite 301
Lanham, MD 20706
Phone: 240-716-8022
Email: ajetasbhsystems@gmail.com

You may also file a complaint with:

U.S. Department of Health and Human Services, Office for Civil Rights
Website: https://www.hhs.gov/ocr/ (opens in a new tab)
Complaint information: https://www.hhs.gov/hipaa/filing-a-complaint/ (opens in a new tab)

SBHS will not retaliate against you for filing a privacy complaint.

15. Acknowledgment of Receipt

You may be asked to acknowledge that you received this Notice of Privacy Practices. Acknowledging receipt does not mean that you agree with or waive your rights under this Notice or applicable law.

If you are not able to sign an acknowledgment, SBHS will continue to follow applicable requirements concerning providing you with this Notice.

Contact Information

Sanity Behavioral Healthcare Systems, LLC
4600 Forbes Boulevard, Suite 301
Lanham, MD 20706
Phone: 240-716-8022
Email: ajetasbhsystems@gmail.com
Office Hours: Monday – Saturday, 9:00 AM – 5:00 PM
Privacy Officer: Privacy Officer, Sanity Behavioral Healthcare Systems, LLC