Privacy Policy
Our Commitment to Your Privacy
Our telepsychiatry practice is committed to protecting the privacy and confidentiality of your health information in accordance with federal law (the Health Insurance Portability and Accountability Act – HIPAA) and applicable Maryland laws, including Maryland mental health confidentiality statutes.
Maryland law provides additional protection for mental health records beyond federal requirements in certain situations. We are required by law to maintain the confidentiality of your protected health information (PHI), provide you with this Notice of Privacy Practices, and follow the terms of the notice currently in effect.
Protected Health Information (PHI) includes information about you that may identify you and relate to your past, present, or future physical or mental health condition, the care you receive, or payment for that care. This includes psychiatric and behavioral health records, demographic information (such as your name, address, date of birth, phone number, email address, and insurance information), and records created or received during telepsychiatry services.
PHI may be maintained in written, electronic, or verbal form. Maryland law generally requires your written authorization before mental health records are released, unless a specific legal exception applies. When state law provides greater privacy protection than federal law, we follow Maryland law.
This Notice explains how we may use and disclose your PHI, your rights regarding your information, and our legal responsibilities.
How We May Use and Disclose Your Protected Health Information
Treatment
We may use and share your PHI to provide, coordinate, or manage your mental health care. This includes sharing information with other healthcare providers involved in your treatment, such as primary care providers, specialists, pharmacies, laboratories, or emergency services, when appropriate.
Payment
We may use and disclose your PHI to bill for services and receive payment. This may include activities such as verifying insurance coverage, determining eligibility or benefits, obtaining prior authorization, and billing health plans.
Healthcare Operations
We may use or disclose your PHI to support our practice operations. These activities may include quality improvement, training, licensing, audits, legal services, business planning, and compliance activities.
Appointment Reminders and Practice Communications
We may contact you by phone, voicemail, text, email, or secure electronic messages to remind you of appointments, provide test results, share treatment-related information, or communicate about services offered by our practice. You may opt out of certain non-essential communications as described below.
Health Information Exchange
Individuals Involved in Your Care
Unless you object, and as permitted by Maryland law, we may share limited and relevant PHI with a family member, personal representative, or another person you identify as involved in your care or payment for your care. For mental health records, Maryland law may further limit what information can be shared without your written authorization.
If you are unable to agree or object, we may use professional judgment to determine whether sharing information is in your best interest. Only the minimum amount of information necessary for that purpose will be disclosed.
Special Situations
We may use or disclose your PHI as required or permitted by federal and Maryland law, including specific provisions related to mental health records, for the following purposes:
- When required by law, court order, or subpoena that complies with Maryland confidentiality statutes
- Public health activities
- Health oversight and licensing activities
- Reporting abuse, neglect, or domestic violence, including situations involving children, vulnerable adults, or imminent danger
- Compliance with Food and Drug Administration (FDA) requirements
- Research, when approved by an institutional review board and required safeguards are in place
- Judicial or administrative proceedings, consistent with Maryland mental health confidentiality laws
- Law enforcement purposes, as permitted by law
- Coroners, medical examiners, and funeral directors
- Organ and tissue donation
- Preventing or reducing a serious threat to health or safety, including situations involving risk of harm to yourself or others
- Military, national security, or protective services
- Workers’ compensation claims
- Inmates or individuals in custody
- Oversight by the U.S. Department of Health and Human Services or Maryland regulatory agencies to ensure compliance with privacy laws
Your Rights Regarding Your Protected Health Information
Right to Receive This Notice
Right to Access and Copy Your Records
You have the right to inspect and obtain a copy of your medical records and other PHI we maintain about you. Under Maryland law, access to certain mental health records may be limited if a licensed clinician determines that disclosure could reasonably be expected to endanger your life or physical safety or that of another person. If access is restricted, you may have the right to have the information reviewed by another qualified healthcare professional. If your records are kept electronically, you may request an electronic copy. We may charge a reasonable, cost-based fee as allowed by federal and Maryland law.
Right to Request an Amendment
You may request that we correct or amend your PHI if you believe it is inaccurate or incomplete. We may deny your request in certain circumstances, but we will provide a written explanation if we do.
Right to Request Restrictions
You may request that we limit how we use or disclose your PHI for treatment, payment, or healthcare operations. We are not required to agree to most restrictions; however, we must honor a request to restrict disclosure to your health plan for a specific service that you paid for in full out-of-pocket.
Right to Request Confidential Communications
You may request that we contact you in a specific way or at a specific location (for example, using a personal email address or phone number). Requests must be made in writing, and we will accommodate all reasonable requests.
Right to an Accounting of Disclosures
You may request a list of certain disclosures we have made of your PHI to parties outside our practice, excluding disclosures made for treatment, payment, healthcare operations, or as otherwise permitted by law.
Right to Receive Notice of a Breach
You have the right to receive written notification if we discover a breach of your unsecured PHI and determine that notification is required under the law.
Right to Authorize Other Uses and Disclosures
Any use or disclosure of your PHI not described in this Notice requires your written authorization. This includes most uses of psychotherapy notes, marketing purposes, or the sale of PHI. You may revoke your authorization in writing at any time, except where we have already relied on it.
Changes to This Notice
We reserve the right to change the terms of this Notice at any time. Any changes will apply to all PHI we maintain. Upon request, we will provide you with an updated copy, and the current notice will be available on our website (if applicable) and upon request.
Questions or Complaints
If you have questions about this Notice or your privacy rights, or if you believe your privacy rights have been violated, you may contact our Office at:
Office: Renewed Mind and Health, LLC
Phone: 301-500-0628
Email: info@renewedmindandhealth.com
You may also file a complaint with the U.S. Department of Health and Human Services. Filing a complaint will not affect your care, and we will not retaliate against you in any way.
Telepsychiatry Informed Consent
What Is Telepsychiatry?
Telepsychiatry is the delivery of psychiatric services using secure, interactive video technology. This allows your Psychiatric Mental Health Nurse Practitioner (PMHNP) or other licensed clinicians in our practice to provide evaluation and treatment while you are located at a different site. Telepsychiatry is not the same as an in-person visit. However, it allows you to receive psychiatric care without traveling to an office and can increase access and convenience.
Technology and Privacy
Our practice uses HIPAA-compliant electronic health record (EHR) and telehealth systems that include administrative, technical, and physical safeguards designed to protect the privacy and security of your health information. These systems are intended to protect audio, video, and data from unauthorized access, loss, or alteration. While security measures are in place, NO electronic system is completely risk-free.
What to Expect During a Telepsychiatry Visit
During your telepsychiatry appointment:
- Your medical and mental health history, current medications, symptoms, and treatment options will be discussed.
- Non-clinical staff may be present to assist with technology if needed.
- Students or trainees may occasionally observe sessions for educational purposes. You will be informed if anyone else is present.
Potential Benefits of Telepsychiatry
- Improved access to psychiatric care
- Reduced travel time and related costs
- Increased convenience and flexibility
Potential Risks and Limitations
Potential risks of telepsychiatry include, but are not limited to:
- Technical difficulties (such as poor internet connection, video or audio issues) that may
disrupt the visit or affect clinical decision-making - Limitations in the provider’s ability to perform certain assessments compared to an in-person visit
- Delays in care due to equipment or system failures
- Rare but possible breaches of confidentiality despite security safeguards
- Situations where emergency care cannot be provided through telepsychiatry
Your provider will determine whether telepsychiatry is appropriate for your condition. If not, you may be referred out for in-person care or other services.
Requirements for Telepsychiatry Appointments
- For telepsychiatry services:
You must be a resident of Maryland - You must be physically located in Maryland at the time of your appointment
- You must have a device with reliable video and audio capabilities
- You should be in a private, quiet location with a stable internet or phone connection
- If you are in a vehicle, you MUST pull over to a safe location for the duration of the session
Your Rights
You have the right to:
- Refuse or withdraw consent for telepsychiatry at any time without affecting your right
to future care or benefits - Receive the same confidentiality protections that apply to in-person psychiatric care
Information you share is generally confidential under Maryland and federal law. However, there are legal exceptions, including but not limited to:
- Mandatory reporting of suspected abuse or neglect of children, vulnerable adults, or elders
- Situations involving serious threats of harm to yourself or others
- Court orders or situations where your mental or emotional condition is legally an issue
Limitations of Telepsychiatry Care
Emergency and Safety Protocol
Telepsychiatry is not intended to replace emergency services. If you are experiencing a psychiatric or medical emergency, you should call 911 or go to the nearest emergency department immediately. You may also contact the Suicide & Crisis Lifeline by calling or texting 988 for immediate support.
At the start of telepsychiatry services and as clinically appropriate, you may be asked to provide your current physical location and emergency contact information. If your provider determines that there is a serious risk of harm to you or others, they may take reasonable steps consistent with Maryland law and Code of Maryland Regulations (COMAR), to ensure your safety, which may include contacting emergency services or a designated emergency contact.
All telepsychiatry services provided by this practice are governed by applicable federal law and the laws and professional regulations of the State of Maryland. Services are provided in accordance with Maryland licensing requirements and COMAR regulations, and you must be physically located in Maryland at the time of service.
Patient Responsibilities
By participating in telepsychiatry, you agree to the following:
- You will not photograph or record (audio or video) any telepsychiatry sessions without written consent from your provider
- You will inform your provider if anyone else can see or hear any part of the session before it begins
- You understand that your provider will also inform you if anyone else is present on their end
- You are responsible for setting up and maintaining your own equipment and internet connection
- You will ensure your contact information (phone number and email address) is accurate and up to date
- You understand that laboratory tests, imaging, or psychological testing may be recommended as part of your care
Consent for Telepsychiatry Services
By signing below, you acknowledge that:
- You have read and understood the information in this document
- Your questions about telepsychiatry have been answered to your satisfaction
- You understand the potential benefits, risks, and limitations of telepsychiatry
- You voluntarily consent to receive psychiatric services via telepsychiatry
You understand that you are responsible for any charges not covered by your insurance. Coverage for telepsychiatry services is subject to your health plan’s policies and applicable state and federal law. If telepsychiatry is no longer clinically appropriate, your provider will discuss alternative care options with you, including a referral when appropriate.