Privacy Policy for Essence Wellness Counseling
Effective Date: 9/13/2025
1. Commitment to Your Privacy
We are dedicated to protecting your personal health information (PHI) in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and Pennsylvania’s mental health confidentiality laws. This notice explains how we collect, use, and safeguard your information.
2. What Is PHI?
PHI includes any information that identifies you and relates to your mental health care, such as:
- • Diagnoses and treatment plans
- • Session notes and progress reports
- • Billing and insurance details
- • Communications via phone, email, or telehealth platforms
3. Your Rights
You have the right to:
- • Access and request copies of your records
- • Request corrections to your records
- • Receive confidential communications
- • Request restrictions on certain uses or disclosures
- • Be notified of any breaches of your PHI
- • File a complaint without retaliation
4. How We Use and Share Your Information
We may use or disclose your PHI for:
- • Treatment: Coordinating care with other providers
- • Payment: Billing insurance or collecting fees
- • Healthcare Operations: Administrative tasks and quality improvement
- We will not share your information for marketing or fundraising without your written consent.
5. Telehealth Services
If you participate in therapy via video or phone:
- • Sessions are conducted through secure, HIPAA-compliant platforms
- • Sessions are conducted through secure, HIPAA-compliant platforms
- • Electronic communications are encrypted and monitored for security
6. Group Therapy Confidentiality
In group therapy settings:
- • We ask all participants to respect each other’s privacy
- • While we maintain confidentiality, we cannot guarantee that other group members will do the same
- • We do not record group sessions
7. Insurance and Billing
If you use insurance:
- • We may share necessary PHI with your insurance provider to process claims
- • This may include diagnoses, session dates, and treatment codes
- • You may request to pay out-of-pocket to avoid insurance disclosures
8. Limits of Confidentiality
We may be required to disclose PHI without your consent in specific situations:
- • If there is a risk of harm to yourself or others
- • Suspected abuse or neglect of children or vulnerable adults
- • Court orders or legal mandates
- • When required by law enforcement or public health authorities
Pennsylvania law may offer additional protections, especially for psychotherapy notes and mental health records.
9. Safeguards We Use
We protect your information through:
- • Secure electronic health record systems
- • Password-protected devices and encrypted communications
- • Locked file cabinets for paper records
- • Staff training on privacy practices
10. Policy Updates
We may update this policy from time to time. You will be notified of any significant changes during your session or via email.
11. Questions or Concerns
If you have questions or believe your privacy rights have been violated, contact our Privacy Officer. You may also file a complaint with the U.S. Department of Health and Human Services.