Privacy Policy & HIPAA Notice of Privacy Practices

Advanced Mind/Body Solutions

Effective Date: October 29, 2026

Website: https://www.advancedmindbodysolutions.com/

Phone: 404-633-6626

1. Our Commitment to Your Privacy

At Advanced Mind/Body Solutions, we recognize that your personal information, mental health history, and treatment records are highly sensitive. Protecting your privacy and maintaining the confidentiality of your information are fundamental parts of our professional responsibilities.

This Privacy Policy and Notice of Privacy Practices explains how we collect, use, maintain, protect, and disclose personal and health information, as well as the rights available to you under applicable federal and Maryland laws, including the Health Insurance Portability and Accountability Act of 1996 (HIPAA), when applicable.

Our services include mental health counseling, behavioral therapy, biofeedback, neurofeedback, wellness coaching, and related professional consultation.

We are committed to safeguarding your information and treating it with the confidentiality, care, and respect it deserves.

2. Information We Collect

Depending on how you interact with our practice and website, we may collect the following information:

Personal and Contact Information

Full name
Email address
Telephone number
Appointment requests and scheduling preferences
Information voluntarily submitted through contact forms
Billing and payment-related information

Health and Treatment Information

When you receive clinical services, we may collect information relating to:

Mental and emotional health history
Medical history relevant to treatment
Symptoms, diagnoses, and assessments
Counseling and treatment plans
Treatment progress and clinical records
Biofeedback and neurofeedback assessments or results
Information regarding medications or other healthcare services
Other information necessary to provide appropriate care

Information that qualifies as Protected Health Information (PHI) under HIPAA receives the protections required by applicable federal and state law.

Website Usage Information

When you visit our website, certain technical information may be collected automatically, including:

IP address
Browser and device information
Pages visited
Date and time of visits
Website performance and diagnostic information
Cookie information, where enabled

Website usage information is handled according to applicable privacy laws. Information that qualifies as PHI is subject to additional protections.

3. How We Use Your Information

We use personal and health information only for legitimate purposes associated with operating our practice and delivering services.

These purposes may include:

Treatment: Providing counseling, behavioral health services, assessments, and related care, including coordination with authorized healthcare professionals.

Payment: Processing payments, maintaining billing records, and managing financial transactions relating to services.

Healthcare Operations: Managing appointments, maintaining records, supporting quality improvement, and administering our professional practice.

Communication: Responding to inquiries, confirming appointments, providing scheduling updates, and communicating about services.

Legal Compliance: Meeting applicable legal, regulatory, licensing, and professional obligations.

We use and disclose protected health information only as permitted or required by applicable law or with your authorization.

4. HIPAA Notice of Privacy Practices

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN OBTAIN ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

When HIPAA applies to the practice and the information involved, we are required to maintain the privacy and security of your protected health information and follow the terms of our current Notice of Privacy Practices.

We may use or disclose PHI without separate written authorization for treatment, payment, and healthcare operations to the extent permitted by HIPAA and other applicable laws.

Other legally permitted or required disclosures may include:

Reporting suspected abuse or neglect when required by law
Responding to serious threats to health or safety
Complying with public health reporting obligations
Participating in legally authorized health oversight activities
Complying with applicable workers' compensation requirements
Responding to lawful requests from government agencies
Responding to court orders, subpoenas, or other legal processes when disclosure requirements are satisfied
Disclosures to medical examiners or coroners when permitted by law
Other uses and disclosures specifically authorized or required by applicable law

Additional protections may restrict disclosures of mental health records, psychotherapy notes, and substance use disorder treatment records.

5. Your Rights Regarding Protected Health Information

Subject to applicable legal requirements, you have the following rights:

Right to Access Your Records

You may request access to or copies of your medical and treatment records. We will generally respond within 30 days as required by HIPAA, subject to applicable exceptions and extensions. Reasonable, legally permitted fees may apply.

Right to Request Corrections

You may ask us to amend information you believe is incorrect or incomplete. We will review your request and generally respond within 60 days, subject to legally permitted extensions.

Right to Request Restrictions

You may request limitations on certain uses or disclosures of your health information. We are not required to agree to every request, except where the law requires us to do so.

If you pay in full out of pocket for a healthcare service, you may request that information about that service not be disclosed to your health plan for payment or healthcare operations. We will honor qualifying requests unless disclosure is required by law.

Right to Confidential Communications

You may request that we communicate with you through a specific telephone number, mailing address, or other reasonable method. We will accommodate reasonable requests.

Right to an Accounting of Disclosures

You may request information regarding certain disclosures of your PHI made during the preceding six years, subject to legal exceptions.

Right to a Copy of This Notice

You may request a paper or electronic copy of this Notice of Privacy Practices at any time.

Right to Designate a Personal Representative

A legally authorized personal representative may exercise applicable privacy rights on your behalf, subject to verification of that person's authority and any limitations under applicable law.

Right to File a Complaint

You may file a privacy complaint with our practice or the U.S. Department of Health and Human Services if you believe your privacy rights have been violated.

You will not be retaliated against for submitting a complaint.

6. Mental Health Records and Psychotherapy Notes

Advanced Mind/Body Solutions recognizes the particularly sensitive nature of mental and behavioral health information.

Mental health records are maintained and disclosed in accordance with applicable HIPAA requirements, Maryland confidentiality laws, and professional licensing obligations.

Psychotherapy notes, as specifically defined under HIPAA and maintained separately from the general medical record, receive heightened protection.

Most uses or disclosures of psychotherapy notes require specific written authorization, except where applicable law expressly permits or requires otherwise.

We will not disclose protected mental health information to employers, family members, or other unauthorized parties except with appropriate authorization or when disclosure is otherwise legally permitted or required.

Information relating to minors is handled in accordance with applicable Maryland laws governing consent, parental access, and confidentiality.

7. Substance Use Disorder Records

Certain substance use disorder treatment records are subject to additional federal confidentiality protections under 42 CFR Part 2.

When we maintain or receive records protected by Part 2, we will comply with the applicable consent, use, disclosure, and confidentiality requirements.

Protected Part 2 records generally may not be used or disclosed for investigations or legal proceedings against a patient without the patient's specific written consent or an appropriate Part 2 court order accompanied by a subpoena or similar legal mandate.

Where Part 2 permits a patient's consent for treatment, payment, and healthcare operations, subsequent uses and disclosures will remain subject to applicable legal restrictions.

We will provide any additional notices, consent options, and protections required for records covered by Part 2.

8. When Written Authorization Is Required

Except as otherwise permitted or required by law, we will obtain your written authorization before:

Using or disclosing psychotherapy notes for purposes requiring authorization
Using PHI for marketing activities requiring authorization under HIPAA
Selling PHI
Disclosing health information for purposes not otherwise authorized by law

You may revoke an authorization in writing, subject to actions already taken in reliance on that authorization and other legal limitations.

Where fundraising communications involving PHI are permitted, applicable notice and opt-out rights will be honored. Additional notice and choice requirements apply to fundraising involving Part 2 records.

9. Website Contact Forms and Communications

Our website provides ways to contact Advanced Mind/Body Solutions and request information about services.

Information submitted through website forms may be used to respond to inquiries, provide scheduling information, or follow up on requested services.

Please do not submit sensitive medical information, diagnoses, treatment records, or detailed mental health history through a general website contact form unless we have specifically identified it as an approved secure channel for protected health information.

Ordinary email and standard website messaging may not provide the same protections as designated secure healthcare communication systems.

When sensitive information must be exchanged, please contact our office to arrange an appropriate communication method.

10. Appointment Scheduling and Telehealth

We may use appointment scheduling and communication services to coordinate counseling, coaching, consultations, and other professional services.

Information collected for these purposes is limited to what is reasonably necessary for scheduling and service administration.

When a scheduling or telehealth provider creates, receives, maintains, or transmits PHI on our behalf, we use appropriate safeguards and agreements as required by applicable law.

Patients should avoid including unnecessary sensitive medical information in appointment notes or general scheduling requests.

11. Data Security and Confidentiality

We maintain administrative, technical, and physical safeguards designed to protect confidential personal information and PHI against unauthorized access, use, alteration, loss, or disclosure.

Appropriate measures may include:

Access controls for confidential information
Authentication and account security procedures
Secure storage and transmission methods
Confidential recordkeeping practices
Workforce confidentiality obligations
Appropriate vendor agreements
Risk assessment and security management procedures
Secure disposal of information when appropriate

Although we take reasonable and legally required precautions, no method of electronic transmission or storage can be guaranteed to be completely secure.

We will notify affected individuals and appropriate authorities of reportable breaches in accordance with applicable legal requirements.

12. Cookies, Analytics, and Website Technologies

Our website may use cookies and related technologies to support essential functionality, improve navigation, maintain security, and evaluate website performance.

Depending on the website configuration, these technologies may collect device identifiers, browser information, or general usage activity.

We will not knowingly disclose PHI to advertising or analytics providers unless the disclosure is permitted under applicable law and all required safeguards, agreements, and authorizations are in place.

Where required, visitors will be provided with applicable cookie controls or privacy choices.

You may also manage certain cookies through your browser settings.

13. Third-Party Service Providers

We may engage third-party providers for website hosting, appointment scheduling, payment processing, communications, or other administrative services.

Such providers receive only information reasonably necessary for their authorized functions, subject to applicable contractual and legal safeguards.

When a third party qualifies as a business associate under HIPAA, we will enter into an appropriate Business Associate Agreement before permitting that provider to handle PHI on our behalf.

Third-party websites linked from our website may maintain independent privacy policies. We encourage visitors to review those policies before sharing information.

14. Payment Information

Payments for services may be processed through authorized third-party payment services.

Payment providers may collect information necessary to complete transactions, such as payment account details, billing information, and transaction amounts.

Information is processed and retained in accordance with applicable legal requirements and the payment provider's privacy and security practices.

We do not intentionally request sensitive clinical details through general-purpose payment fields.

15. Data Retention

Personal information and treatment records are retained for periods required by applicable federal and Maryland laws, professional licensing requirements, and legitimate operational needs.

When retention is no longer required, information will be securely deleted, destroyed, or otherwise handled in accordance with applicable law and recordkeeping obligations.

16. Children's Privacy

Certain services may be available to children and adolescents with appropriate consent and in accordance with applicable laws.

We respect the privacy rights of minors while recognizing the legal rights and responsibilities of parents and guardians.

Access to records and disclosure of information involving minors is determined by applicable federal and Maryland laws, including provisions governing minors who may legally consent to certain healthcare services.

Our website is not intended to solicit personal information directly from children under 13 without any legally required parental consent.

17. Privacy Complaints and Concerns

If you have concerns regarding the handling of your personal or health information, you may contact:

Advanced Mind/Body Solutions

Attention: Privacy Officer

5906 Park Heights Avenue, Suite 107-3

Baltimore, MD 21215

Phone: 404-633-6626

Website: https://www.advancedmindbodysolutions.com/

You may also file a complaint with:

U.S. Department of Health and Human Services

Office for Civil Rights

200 Independence Avenue SW

Washington, DC 20201

Phone: 1-877-696-6775

Website: https://www.hhs.gov/hipaa/filing-a-complaint/

We will not retaliate against any person for exercising their privacy rights or submitting a complaint.

18. Updates to This Privacy Policy

Advanced Mind/Body Solutions may revise this Privacy Policy and Notice of Privacy Practices to reflect changes in laws, regulations, technology, or business operations.

Changes to our Notice of Privacy Practices may apply to health information already maintained by our practice, as permitted by law.

The most current version will be available through our website and upon request.

Any material revisions will be communicated or distributed as required by applicable law.

19. Contact Information

For questions about this Privacy Policy, our information practices, or the exercise of your privacy rights, please contact:

Advanced Mind/Body Solutions

Attention: Privacy Officer

Phone: 404-633-6626

Website: https://www.advancedmindbodysolutions.com/

We are committed to respecting your privacy and maintaining the confidentiality of the personal and health information entrusted to us.

Effective Date: October 29, 2026