Privacy Policy & HIPAA Notice | Haydex & Partners

HIPAA Notice of Privacy Practices

Haydex & Partners Counseling & Wellness is required by law to maintain the privacy of your protected health information (PHI) and to provide you with notice of our legal duties and privacy practices. This policy is in full compliance with the Health Insurance Portability and Accountability Act (HIPAA) of 1996.

1 Information We Collect

We collect information necessary to provide mental health and counseling services, including:

Personal Identification: Name, date of birth, address, phone number, email address.
Health Information: Mental health history, treatment records, diagnoses, medications, and clinical notes (Protected Health Information / PHI).
Insurance & Billing: Insurance provider, policy number, and billing information.
Website Usage: General browsing data (non-identifiable) when you visit haydexandpartners.com.

2 How We Use Your Information

Your information is used solely to provide and coordinate your care:

To provide clinical counseling and therapy services
To coordinate care with other healthcare providers (with your written consent)
To process billing and insurance claims
To communicate appointment reminders and practice updates
To comply with legal and regulatory obligations

3 Confidentiality & HIPAA Compliance

All client information is strictly confidential. We will not disclose your protected health information without your written authorization, except as permitted or required by law, including:

Duty to Warn: If there is a credible threat of serious harm to yourself or others, we may be required to notify appropriate authorities.
Child/Elder Abuse: Florida law requires us to report suspected abuse of children, elderly, or vulnerable adults.
Court Order: If ordered by a court of law, we may be required to release records.
Insurance: Minimum necessary information shared with your insurance provider for billing purposes.

4 Your Rights Under HIPAA

As our client, you have the following rights regarding your health information:

Right to Access: Request a copy of your clinical records.
Right to Amend: Request corrections to your health information.
Right to Restrict: Request restrictions on how we use or disclose your information.
Right to an Accounting: Receive a list of disclosures we have made of your PHI.
Right to a Paper Copy: Receive a paper copy of this notice upon request.
Right to File a Complaint: File a complaint with us or with the U.S. Department of Health and Human Services if you believe your privacy rights have been violated.

5 Website & Digital Privacy

When you visit haydexandpartners.com:

We do not use cookies to track personal information.
Contact form submissions are treated confidentially and used only to respond to your inquiry.
We use Cloudflare for website security — no personal health information is transmitted through the website.
All website traffic is encrypted via SSL/TLS (HTTPS).

6 Data Security

We implement appropriate administrative, physical, and technical safeguards to protect your health information from unauthorized access, use, or disclosure. Clinical records are stored securely using HIPAA-compliant electronic health record systems with restricted access limited to authorized clinical staff only.

7 Telehealth Privacy

Telehealth sessions are conducted using HIPAA-compliant video platforms. Clients are responsible for ensuring their own environment is private during telehealth sessions. We recommend using a private, secure internet connection and a personal device when participating in telehealth therapy.

8 Minors

For clients under the age of 18, a parent or legal guardian must provide written consent for treatment. In accordance with Florida law, minors aged 13 and older may consent to certain mental health services without parental consent under specific circumstances.

9 SMS / Text Messaging Consent & Policy

Haydex & Partners Counseling & Wellness may send SMS text messages to clients and prospective clients who have provided their phone number and given explicit consent to receive text communications. These messages may include appointment reminders, scheduling confirmations, office updates, and responses to inbound inquiries.

How to Opt In: You may consent to receive SMS messages by (1) checking the SMS consent checkbox on the contact form at haydexandpartners.com/contact, (2) providing your phone number and verbal or written consent during intake, or (3) texting our office number directly at (407) 588-6220.

How to Opt Out: You may stop receiving SMS messages at any time by replying STOP to any text message. For help, reply HELP. You may also call our office at (407) 588-6220 or send an email to info@haydexandpartners.com to opt out.

Third-Party Data Sharing Disclosure: No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Message and Data Rates may apply. Message frequency may vary. You can STOP messaging by sending STOP. Get help by sending HELP. For privacy questions, visit haydexandpartners.com/privacy-policy.

SMS communications are never used to transmit protected health information (PHI). Standard clinical communication remains confidential and separate from SMS notifications.

10 Changes to This Policy

We reserve the right to update this Privacy Policy at any time. Changes will be posted on this page with an updated effective date. We will notify active clients of material changes by email or during their next appointment.

11 Contact Us About Privacy

If you have questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact us:

Haydex & Partners Counseling & Wellness

1230 Oakley Seaver Drive, Suite 101A, Clermont, FL 34711

407-588-6220

haydexandpartners.com

To file a complaint with the U.S. Department of Health and Human Services, visit: hhs.gov/hipaa/filing-a-complaint