HIPAA Policy

Sawyer NP, LLC

Shea T. Sawyer, PMHNP
Serving the Woodlands, Conroe, and Virtual Appointments Across Texas

New clients or returning clients: Prior to each visit, in accordance with federal regulation, please review our HIPAA policy below. If you have any questions, feel free to contact us. A copy of this notice will be provided to you by email, and it is also available below for your convenience.

Your Information. Your Rights. Our Responsibilities.

This notice describes how medical information about you may be used and disclosed and how you can access this information. Please review it carefully.

Your Rights

When it comes to your health information, you have certain rights. Here’s what you can do:

• Get a copy of your medical record: You can request an electronic or paper copy of your medical record and other health information we have about you. Contact us to learn how. We’ll provide it, or a summary, usually within 30 days, though a reasonable, cost-based fee may apply.
• Correct your medical record: You can ask us to fix health information you believe is incorrect or incomplete. We may deny your request, but we’ll explain why in writing within 60 days.
• Request confidential communication: You can ask us to contact you in a specific way (e.g., home phone, email) or at a different address. We’ll agree to reasonable requests.
• Limit what we use or share: You can ask us not to use or share certain health information for treatment, payment, or operations. We’re not required to agree, but if you pay out-of-pocket in full for a service, we’ll honor your request not to share it with your insurer unless required by law.
• Get a list of disclosures: You can request a list of when we’ve shared your health information over the past six years, including who we shared it with and why (excluding treatment, payment, and operations disclosures). One list per year is free; additional requests within 12 months may incur a reasonable fee.
• Get a copy of this notice: You can request a paper copy at any time, even if you’ve opted for electronic delivery. We’ll provide it promptly.
• Choose someone to act for you: If someone has your medical power of attorney or is your legal guardian, they can exercise your rights and make decisions about your health information. We’ll verify their authority first.
• File a complaint: If you feel your privacy rights have been violated, contact us directly or file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights at 200 Independence Avenue, S.W., Washington, D.C. 20201, 1-877-696-6775, or www.hhs.gov/ocr/privacy/hipaa/complaints/. We won’t retaliate against you for filing a complaint.

Your Choices

You can tell us how we share certain health information. Let us know your preferences, and we’ll follow your instructions:

• Sharing with family or friends: You can allow us to share information with family, close friends, or others involved in your care.
• Disaster relief: We can share information to assist in disaster relief efforts.
• Text communication: If you prefer text messaging, we can communicate that way. Please note that texts are not encrypted or secure, and any information you send us via text is voluntary.

If you can’t tell us your preference (e.g., if you’re unconscious), we may share information if we believe it’s in your best interest or to prevent a serious and imminent threat to health or safety.

We never share your information for these purposes without your written permission:

• Marketing purposes
• Selling your information
• Most sharing of psychotherapy notes

Fundraising: We may contact you for fundraising efforts, but you can opt out by telling us not to contact you again.

Our Uses and Disclosures

We typically use or share your health information in the following ways, only with your written consent (except when your life or someone else’s is in immediate danger):

• Treatment: We can use your health information and share it with other professionals treating you (e.g., notifying a pharmacy about your medication or collaborating with a counselor).
• Billing: We can use and share your information to bill and collect payment from health plans or other entities (e.g., submitting details to your insurance).
• Practice operations: We can use your information to improve our services, manage your care, and contact you when needed.

Other Permitted Uses: We may share your information without consent in these cases:

• Public health and safety: To prevent disease, report adverse reactions, or address serious threats (if court-ordered).
• Legal compliance: If required by state or federal law, including with the Department of Health and Human Services to confirm our compliance.
• Organ donation: With organ procurement organizations, if applicable.
• Medical examiner or funeral director: In cases of suspicious death.
• Government requests: For workers’ compensation, law enforcement, or other legal mandates (e.g., court orders or subpoenas).
• Health research: When permitted by law and meeting strict conditions.

For more details, visit: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/index.html.

Our Responsibilities

• We are required by law to protect the privacy and security of your health information.
• We’ll notify you promptly if a breach compromises your information.
• We follow the practices in this notice and will provide you a copy.
• We won’t use or share your information beyond what’s described here unless you give us written permission. You can change your mind anytime by notifying us in writing.

For more information, see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/noticepp.html.

Changes to This Notice

We may update this notice, and changes will apply to all information we hold. The updated notice will be available on our website, in our office, and upon request.

Contact Us

Privacy Official: Shea T. Sawyer, PMHNP
Email: [Insert email address]
Phone: [Insert phone number]
Effective Date: March 09, 2025

Special Notes:

• We never market or sell your personal information.
• We will not share substance abuse treatment records without your written permission, per federal law.

If you have questions or comments, please reach out. We’re here to assist you in the Woodlands, Conroe, and virtually across Texas.

This version aligns with your practice’s location and services, removes references to Dayton or hospital-specific details, and incorporates virtual care and Texas-specific considerations. Let me know if you’d like to tweak anything further or add your contact details!