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Privacy Policy

Effective June 2025

At Stillwaters, your privacy and confidentiality are our top priorities. We are committed to protecting your personal health information (PHI) in accordance with federal and state privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA). This policy outlines how your information may be used, disclosed, and safeguarded in our practice.

What Information do we collect and how is that information used?

We collect personal health information needed to provide safe, ethical, and effective care. This may include:

  • Name, date of birth, address, contact information

  • Mental and physical health history

  • Medications, treatment notes, and care plans

  • Payment and billing information (for services rendered)

  • Communication records (e.g., emails, texts, telehealth session notes)

Your information is used solely for the purposes of:

  • Delivering high-quality care tailored to your needs

  • Documenting your treatment and progress

  • Coordinating care with your permission (e.g., referrals, lab services)

  • Managing payment, scheduling, and internal practice operations

  • Meeting legal or regulatory requirements when applicable

Confidentiality and Disclosure 

We do not share your personal information without your explicit written consent, except in the following rare circumstances:

  • If required by law (e.g., court order, subpoena)

  • To report abuse or neglect

  • If there is a credible risk of harm to yourself or others

  • For certain medical emergencies or public health situations

We do not sell, rent, or disclose your information for marketing or third-party use.

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Electronic and Telehealth Communications 

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Stillwaters may use secure platforms for telehealth, electronic health records (EHR), and communication. We make every effort to protect your information, but please be aware:

  • Email and text messaging may not be fully secure. Use is optional and at your discretion.

  • We use HIPAA-compliant platforms for video sessions and storage of your medical records.

If you prefer not to use electronic communication, please let us know and we’ll accommodate you.

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Your Rights as a Patient

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You have the right to:

  • Request a copy of your records

  • Request amendments to your records

  • Limit how your information is shared

  • Receive a list of disclosures

  • Withdraw consent for care or communication at any time

  • File a complaint if you believe your privacy rights have been violated

To exercise any of these rights, please contact us in writing.

 

Data Retention 

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We retain records in accordance with legal and ethical guidelines. All client information is stored securely and accessible only to authorized staff involved in your care.

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Policy Changes 

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Stillwaters may update this privacy policy to reflect changes in law or practice. You will be notified of material updates, and the most current version will always be available upon request and posted on our website.

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We are honored to walk with you on your path to healing, and we take our responsibility to safeguard your privacy very seriously. If you have any questions regarding this policy please contact our office at info@stillwatersmentalwellnessclinic.com

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