Notice of Privacy Practices

Who We Are

Renew Counseling Center (1000 N High St, Longview, TX 75601 | (903) 386-3824) is a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). We are required by law to maintain the privacy of your protected health information (PHI), provide you with this Notice of Privacy Practices, and follow the terms of the notice currently in effect.

This notice applies to all counselors and staff at Renew Counseling Center, including licensed counselors, licensed associates, practicum students under our supervision, and administrative personnel.

Your Protected Health Information

Protected health information (PHI) includes any individually identifiable information related to your physical or mental health, the treatment you receive, or payment for that treatment. This includes your name, address, dates of service, diagnosis, treatment notes, and any other information that could identify you as a client.

How We May Use and Disclose Your Health Information

Federal law permits or requires us to use and disclose your health information in the following ways without your specific written authorization. We limit these uses to the minimum necessary.

Treatment

We may use and share your health information with other health care providers involved in your care. For example, with your permission, we may coordinate with your primary care physician, a psychiatrist managing your medication, or a school counselor. We will not share information with other providers without discussing it with you first whenever possible.

Health Care Operations

We may use your health information for internal practice operations, including quality improvement, staff training and supervision, practice management, and ensuring the quality of services provided. Practicum students and LPC-Associates at Renew receive clinical supervision, which may involve limited discussion of case information with their supervisor.

As Required by Law

We are required by law to disclose your health information in certain circumstances regardless of your consent:

• Mandatory reporting: Texas law requires counselors to report suspected abuse or neglect of a child, elderly person, or person with a disability to the appropriate authorities.
• Duty to warn: If you disclose a specific, credible threat to harm an identifiable person, we may be required to take steps to warn the potential victim and/or notify law enforcement.
• Imminent danger: If there is reason to believe you are in imminent danger of harming yourself or others, we may disclose information to prevent that harm.
• Court orders: If a court issues a lawful order requiring disclosure of your health information, we are required to comply.
• Law enforcement: In limited circumstances required by law.

Public Health and Safety

We may disclose health information to public health authorities for activities authorized by law, such as disease surveillance or reporting certain communicable diseases.

Oversight and Regulatory Activities

We may disclose your health information to health oversight agencies, including the Texas State Board of Examiners of Professional Counselors (TSBEP) or the U.S. Department of Health and Human Services, for lawful oversight and regulatory activities.

Deceased Clients

We may disclose health information to a coroner, medical examiner, or funeral director as required by law, or to a family member with appropriate legal authority.

Uses and Disclosures That Require Your Written Authorization

The following uses and disclosures of your health information require your specific written authorization before we may proceed:

• Psychotherapy notes — separate authorization required for any use or disclosure beyond your treating counselor
• Marketing — we will never use your health information for marketing purposes
• Sale of health information — we will never sell your health information
• Most other uses not described in this notice

You may revoke any authorization you have given us in writing at any time. Your revocation will not affect disclosures already made in reliance on that authorization.

Minor Clients — A Special Note

In Texas, clients age 16 and older may consent to mental health treatment for themselves without parental consent under Texas Family Code §32.004. When a minor client has consented to their own treatment, the confidentiality of their records is generally protected from disclosure to parents, subject to certain exceptions under Texas law.

For minor clients whose parents or guardians have consented to treatment on their behalf, parents generally have the right to access their child's health information. Your counselor will discuss the specific privacy arrangements for minor clients at the beginning of treatment, including how confidentiality will be handled with parents and what information will and will not be shared.

Your Rights Regarding Your Health Information

You have the following rights with respect to your health information. To exercise any of these rights, contact us at (903) 386-3824 or in writing at the address below.

Right to Inspect and Copy Your Records

You have the right to inspect and receive a copy of your health records, with certain exceptions. We may charge a reasonable fee for copying. Psychotherapy notes are not included in this right and require a separate authorization process.

Right to Request an Amendment

If you believe your health information is inaccurate or incomplete, you may request that we amend it. We may deny the request in certain circumstances, but we will explain why and give you the opportunity to submit a statement of disagreement.

Right to an Accounting of Disclosures

You have the right to request a list of certain disclosures we have made of your health information in the past six years. This right does not apply to disclosures for treatment, payment, or health care operations, or disclosures you authorized in writing.

Right to Request Restrictions

You may request that we restrict how we use or disclose your health information. We are not required to agree to all requests, but if we do agree, we will honor that restriction unless it would interfere with your care in an emergency.

Right to Request Confidential Communications

You have the right to request that we communicate with you about your health information in a specific way or at a specific location. For example, you may ask us to contact you only by email or only at a certain phone number. We will accommodate reasonable requests.

Right to a Paper Copy of This Notice

You have the right to receive a paper copy of this Notice of Privacy Practices at any time, even if you have agreed to receive it electronically. Contact us at (903) 386-3824 to request a copy.

Right to Notification of a Breach

You have the right to be notified if there is a breach of your unsecured protected health information. We will notify you promptly in accordance with federal law.

Our Responsibilities

• We are required by law to maintain the privacy of your protected health information.
• We are required to provide you with this notice of our legal duties and privacy practices.
• We must follow the terms of the notice currently in effect.
• We will not use or disclose your health information in ways not described in this notice without your written authorization.
• We will notify you if we are unable to honor a request to restrict the use of your information.
• We may change the terms of this notice at any time. Changes will apply to health information we already hold, as well as information we receive in the future. We will make the updated notice available on our website and in our office.

How to File a Privacy Complaint

If you believe your privacy rights under HIPAA have been violated, you may file a complaint with Renew Counseling Center or directly with the U.S. Department of Health and Human Services. You will not be retaliated against for filing a complaint.

Questions About This Notice

If you have questions about this notice or your privacy rights, contact us:

Renew Counseling Center
1000 N High St, Longview, TX 75601
(903) 386-3824 · Fax: (903) 698-6007
office@renewcounselingetx.com
renewcounselingetx.com