Notice of Privacy Policy

CLARIDAD COUNSELING, PLLC

NOTICE OF PRIVACY PRACTICES

Effective Date: June 26, 2026

THIS NOTICE DESCRIBES HOW YOUR PROTECTED HEALTH INFORMATION (PHI) MAY BE USED AND DISCLOSED, HOW YOU CAN ACCESS YOUR INFORMATION, AND YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION. PLEASE READ IT CAREFULLY.

Our Commitment to Your Privacy

At Claridad Counseling, PLLC, your privacy is very important to us. We understand that your health information is personal, and we are committed to protecting its confidentiality.

We create and maintain records of the counseling services we provide to help ensure quality care, coordinate services when appropriate, obtain payment when applicable, and comply with federal and Texas law.

Federal law, including the Health Insurance Portability and Accountability Act (HIPAA), requires us to:

  • Maintain the privacy and security of your protected health information (PHI).

  • Provide you with this Notice explaining our legal duties and privacy practices.

  • Follow the terms of this Notice currently in effect.

  • Notify you if a breach occurs that may have compromised the privacy or security of your unsecured PHI.

We reserve the right to revise this Notice at any time. Any revisions will apply to all PHI we maintain. The current version will always be available upon request and on our website, if applicable.

How We May Use and Disclose Your Protected Health Information

Treatment

We may use and disclose your PHI to provide, coordinate, or manage your treatment.

Examples include:

  • Documenting therapy sessions

  • Consulting with another healthcare professional involved in your care

  • Referring you to another provider

  • Coordinating care with your physician or psychiatrist when authorized or permitted by law

Payment

If you choose to use insurance, we may disclose necessary information to:

  • Verify benefits

  • Submit claims

  • Obtain payment

  • Respond to insurance requests related to covered services

If you pay privately, disclosures for payment purposes are typically minimal.

Health Care Operations

We may use your PHI for activities necessary to operate our practice, including:

  • Quality improvement

  • Staff training or supervision (when applicable)

  • Licensing or accreditation activities

  • Compliance reviews

  • Business planning and administration

Appointment Reminders and Practice Communications

We may contact you regarding:

  • Appointment reminders

  • Scheduling changes

  • Billing matters

  • Information related to your treatment

  • Services that may benefit your care

Whenever possible, we will use secure methods of communication.

Electronic Communication and Telehealth

Because Claridad Counseling provides telehealth services, we may communicate with you through secure electronic methods, including:

  • Secure client portal

  • HIPAA-compliant telehealth platform

  • Secure messaging

  • Email when appropriate and consistent with your communication preferences

While we make every reasonable effort to protect your privacy, no electronic communication system is completely risk-free.

Uses and Disclosures That Require Your Written Authorization

Except where permitted or required by law, we will obtain your written authorization before using or disclosing your PHI.

Examples include:

  • Releasing information to family members not otherwise involved in your care

  • Sending records to third parties

  • Most disclosures for legal matters

  • Marketing communications

  • Any other disclosure not otherwise permitted by HIPAA

You may revoke your authorization at any time in writing, except to the extent action has already been taken based on your authorization.

Psychotherapy Notes

We maintain psychotherapy notes separately from your clinical record when appropriate.

Psychotherapy notes receive special protection under HIPAA and generally may not be used or disclosed without your written authorization except as permitted by law, including:

  • For your treatment by your therapist

  • For supervision or training of mental health professionals

  • To defend against legal actions brought by you

  • For certain oversight activities authorized by law

  • When otherwise required by law

Uses and Disclosures That Do Not Require Authorization

HIPAA and Texas law permit or require certain disclosures without your written authorization, including:

When Required by Law

We may disclose information when federal or Texas law requires us to do so.

Public Health and Safety

Examples include:

  • Reporting suspected child abuse or neglect

  • Reporting abuse, neglect, or exploitation of vulnerable adults when required

  • Preventing or reducing a serious threat to health or safety

Health Oversight Activities

Government agencies responsible for oversight of healthcare providers may access records for audits, investigations, inspections, or licensing activities.

Judicial and Administrative Proceedings

We may disclose information in response to court orders or other lawful legal processes as required by law.

Law Enforcement

We may disclose information when legally required for law enforcement purposes.

Coroners, Medical Examiners, and Funeral Directors

When permitted by law.

Workers' Compensation

We may disclose information as necessary to comply with workers' compensation laws.

Family Members and Others Involved in Your Care

Your information is confidential. We will not disclose information about your treatment to family members, friends, or other people involved in your care without your written authorization, unless disclosure is permitted or required by law.

If you would like your therapist to communicate with a family member, partner, caregiver, physician, or another person involved in your care, you may provide written authorization specifying what information may be shared and with whom.

In certain limited circumstances, such as an emergency or when required or permitted by law, information may be disclosed without your written authorization. Any disclosure will be limited to the information permitted or required under applicable law.

AI-Assisted Documentation and Technology

Claridad Counseling may use secure, HIPAA-compliant technology to assist with clinical documentation or administrative functions. These tools are used only to support the delivery of care, do not replace professional judgment, and are implemented in accordance with applicable federal and state privacy and security requirements.

Your Rights Regarding Your Protected Health Information

You have the right to:

Request Restrictions

Ask us to limit certain uses or disclosures of your PHI. While we are not always required to agree, we will consider all reasonable requests.

If you pay for a service completely out-of-pocket, you may request that information about that service not be disclosed to your health plan for payment or healthcare operations.

Request Confidential Communications

Ask us to contact you using a specific phone number, email address, mailing address, or other reasonable method.

Inspect and Obtain Copies

You have the right to request access to and receive a copy of your mental health record, except for psychotherapy notes and other information that may be excluded or withheld as permitted by law.

To request access to your records, please submit a written request to Claridad Counseling, PLLC. We will respond to your request as promptly as required under the circumstances and no later than the 15th day after receiving your written request, as required by Texas law.

In certain circumstances permitted by law, access to all or part of a record may be denied. If access to any portion of your record is denied, you will be provided with the information required by applicable law.

Reasonable fees for copying or retrieving records may apply when permitted by law.

Request Corrections

If you believe information in your record is inaccurate or incomplete, you may request an amendment.

If we deny your request, we will explain the reason in writing.

Receive an Accounting of Disclosures

You may request a list of certain disclosures we have made outside of treatment, payment, healthcare operations, and other exceptions allowed by HIPAA.

Receive a Copy of this Notice

You may receive this Notice electronically or request a paper copy at any time.

File a Complaint

If you believe your privacy rights have been violated, have concerns about your protected health information, or wish to file a complaint regarding services provided by Claridad Counseling, PLLC, you may contact:

Claridad Counseling, PLLCPrivacy Contact:Mary Sosa5900 Balcones Drive, STE 100, Austin, TXPhone: 956-705-2025Email: info@claridadcounselingtx.com

You may also file a privacy complaint with the:

U.S. Department of Health and Human ServicesOffice for Civil Rights200 Independence Avenue, S.W.Washington, DC 20201

Phone (Toll-Free): 1-800-368-1019TDD: 1-800-537-7697

Online Complaint Portal: https://ocrportal.hhs.gov/ocr/smartscreen/main.jsf

If your complaint concerns the professional conduct or licensure of your therapist, you may also contact the:

Texas Behavioral Health Executive Council (BHEC)1801 Congress Avenue, Suite 7.300Austin, Texas 78701

Phone: (512) 305-7700

Email: complaints@bhec.texas.gov

Website: https://bhec.texas.gov

Filing a complaint will not affect your treatment, and you will not be retaliated against for exercising your rights.

Questions

If you have questions about this Notice or our privacy practices, please contact Claridad Counseling, PLLC using the contact information above.