Notice of Privacy Practices (HIPAA)
Our Duties
Over The Rockies Counseling, PLLC (“we,” “our,” “us”) is required by law to maintain the privacy and security of your Protected Health Information (PHI), to provide you with this Notice, and to follow the terms of this Notice as long as it is in effect. If we revise this Notice, the new Notice will apply to your PHI and will be posted on our website.
How We May Use & Disclose Your PHI
We may use or disclose your PHI without your written authorization for:
- Treatment – to provide, coordinate, or manage your care.
- Payment – to obtain payment for services (e.g., billing).
- Healthcare Operations – administrative, quality improvement, auditing, training, and compliance activities.
We may also disclose PHI as permitted or required by law, including:
- Public health & safety (e.g., abuse/neglect reporting, preventing serious threats).
- Judicial & law enforcement (e.g., court orders, subpoenas where applicable).
- Health oversight (e.g., licensing board investigations).
- To you, your personal representative, or as otherwise required by HIPAA.
Uses/disclosures not described in this Notice will be made only with your written authorization. You may revoke an authorization in writing at any time, except to the extent action has already been taken in reliance on it.
Your Rights
1) Right to Access & Copy Your Records
You have the right to inspect and obtain a copy of your PHI we maintain, in paper or electronic format, with limited exceptions under HIPAA and state law. We will respond to your request within 30 days. If we cannot respond within 30 days, we may take one 30-day extension when permitted by law, and we will provide you with a written explanation of the delay and a new due date.
- Electronic copies: We provide electronic copies for a reasonable, cost-based fee not to exceed $6.50 (covers labor/supplies/postage where applicable).
- Paper copies: We charge $1.00 per page (cost-based), plus actual postage if mailing.
2) Right to Request Restrictions
You may ask us to limit how we use or disclose your PHI for treatment, payment, or operations. We are not required to agree to all requests. If we do agree, we will comply except in emergencies or where the law requires disclosure.
3) Right to Confidential Communications
You may request that we contact you by alternative means or at alternative locations (e.g., a different mailing address or email).
4) Right to Amend
If you believe your record is inaccurate or incomplete, you may request an amendment. If we deny your request, you may submit a statement of disagreement to be included in your record.
5) Right to an Accounting of Disclosures
You may request a list (accounting) of certain disclosures of your PHI made in the six years prior to your request, excluding those for treatment, payment, operations, and certain other routine disclosures.
6) Right to a Paper or Electronic Copy of this Notice
You may obtain a paper copy of this Notice at any time, even if you agreed to receive it electronically.
7) Right to Be Notified of a Breach
You have the right to be notified if a breach compromises the privacy or security of your unsecured PHI, consistent with applicable law.
Email & Portal Communications
We offer a secure client portal for messaging. Non-portal email may not be encrypted. If you prefer email for non-sensitive matters, we will accommodate when reasonable; for sensitive content we use the portal or other secure means.
Questions or Complaints
If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health & Human Services, Office for Civil Rights (OCR). You will not be retaliated against for filing a complaint.
- To Us: See contact information below.
- To HHS OCR: hhs.gov/ocr/privacy/hipaa/complaints/
Contact Information
Over The Rockies Counseling, PLLC6212 E Pine Ln, Unit #2035
Parker, CO 80138
Phone: (720) 399-3500
Email: [email protected]
Nothing in this Notice creates a contractual right to services or modifies applicable federal or state law. Where state and federal laws differ, we comply with the law that provides greater privacy protection.