TRUST · NOTICE
HIPAA Notice of Privacy Practices
Healing Sands protects health information under the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
Protected health information may only be used or disclosed under specific rules. Patients have rights regarding their records, including access, corrections, restrictions on certain disclosures, and the ability to file a complaint about how their information is handled.
Certain uses require written authorization, and that authorization may be withdrawn in writing.
- HOW INFORMATION IS HANDLED
How we use and protect your health information.
Protected health information includes identifiable information related to a person's health, treatment, or payment for care. HIPAA defines when that information may be used or disclosed and when additional written authorization is required.
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Information connected to you and your care.
Protected health information, or PHI, includes information that identifies a person and relates to their health or healthcare.
This can include clinical notes, diagnoses, treatment plans, and billing records created during detox, residential treatment, or outpatient care.
Information that has been properly de-identified so it cannot reasonably be connected to a specific person falls outside this definition.
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Some uses don't require new permission each time.
HIPAA permits PHI to be used for treatment, payment, and healthcare operations without obtaining separate written authorization for every use.
This can include coordination between members of the treatment team, processing insurance claims, staff training, and internal quality activities.
Only the information needed for the task should be shared where the minimum necessary standard applies.
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Other uses require your permission first.
Certain uses outside routine treatment, payment, and operations require written authorization.
This may include sharing information with an employer, releasing records outside the care team, or using a client's information for marketing.
The authorization must identify what information will be shared, with whom, and for what purpose. It can also be withdrawn after it has been given.
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Limited exceptions are defined by law.
Certain circumstances may permit or require disclosure without written authorization, including mandated reporting of abuse or neglect, a serious and immediate safety threat, health oversight activities, or a valid court order.
These are specific legal exceptions and do not create general permission to share a client's information.
YOUR RIGHTS
Your health information belongs to you.
HIPAA gives patients specific rights over their health information, including the ability to access records, request corrections, ask about certain disclosures, and request how information is communicated.
Access Your Records
You can inspect and request copies.
You have the right to inspect and obtain a copy of your health records, subject to applicable HIPAA requirements and limited exceptions.
Request Corrections
You can ask us to correct information.
If you believe information in your health record is inaccurate or incomplete, you can request an amendment.
If a request is denied, you will receive an explanation and information about any applicable review or response process.
Restrictions & Disclosure Information
You can ask how your information is used.
You may request restrictions on certain uses or disclosures of your health information, although not every restriction request is required to be accepted.
You may also request an accounting of certain disclosures made during the applicable period.
Communication & Paper Copies
You can choose how you're contacted.
You may request that Healing Sands communicate with you in a particular way, such as using a different phone number or another reasonable method.
You can also request a paper copy of this privacy notice, even if you have already received it electronically.
PRIVACY REQUESTS
How to exercise your rights.
Requests to inspect, correct, or restrict protected health information should be submitted in writing to the Healing Sands Privacy Officer.
Requests are handled within the timeframes required by federal regulation. If a request is denied, you will receive an explanation along with information about any applicable review process.
Submit your request in writing.
Contact the Healing Sands Privacy Officer when you want to:
Inspect or obtain your records
Request a correction
Request restrictions on certain uses or disclosures
Request information about certain disclosures
Change how we communicate with you
You'll be notified if unsecured PHI is breached.
If a breach involving unsecured protected health information occurs, affected individuals will be notified under the HIPAA Breach Notification Rule.
The notification will explain what happened, the type of information involved, and the steps being taken in response. Required notification will be provided without unreasonable delay.
COMPLAINTS & UPDATES
Questions or concerns about your privacy rights.
If you believe your protected health information has been handled improperly, you have the right to file a complaint. You may contact Healing Sands or file directly with the U.S. Department of Health and Human Services Office for Civil Rights.
Filing a complaint will not affect the care you receive, and retaliation for filing a complaint is prohibited.
You can raise a concern without retaliation.
A complaint about how your protected health information was handled can be submitted to the Healing Sands Privacy Officer or directly to the U.S. Department of Health and Human Services Office for Civil Rights (OCR).
You do not have to file with Healing Sands before contacting OCR.
OCR generally accepts complaints within 180 days of when you became aware of the issue, and there is no cost to file.
The current notice will remain available.
This notice may be revised to reflect changes in federal law or changes in how protected health information is handled.
The current version will be available through Healing Sands and applies to health information already maintained by the program as well as information created in the future.
If you or someone you care about is dealing with alcohol or drug use alongside a mental health concern, our team can help you understand what treatment may look like.
Call to ask about detox, residential treatment, or step-down support, or send us a message before deciding what comes next.
- HIPAA FAQ
Common questions about your privacy rights.
Does routine care coordination require separate permission each time?
No, as long as the information is being used appropriately within the treatment team for care coordination.
Sharing information with someone outside that team, such as a family member or outside provider, may require separate written authorization.
Can authorization be withdrawn after it's given?
Yes. Authorization can be withdrawn in writing, and the withdrawal takes effect once the request is received by the Privacy Officer.
Withdrawing authorization does not undo information that was already shared while the authorization was active.
Where does a complaint about PHI handling go, and is there a cost?
There is no cost to file a complaint.
Complaints can be submitted to the Healing Sands Privacy Officer or directly to the U.S. Department of Health and Human Services Office for Civil Rights (OCR). You do not need to file with one before contacting the other.
Can I request a paper copy of this notice at no charge?
Yes. There is no fee for requesting a printed copy of this notice.
You can request a paper copy even if you have already received the notice electronically.
What happens if a request to access records is denied?
You will receive a written explanation of the denial.
Where a review process applies, the review is carried out by someone who was not involved in the original decision and is completed within the timeframe required by federal regulation.
If you're in immediate danger, call 911. For mental-health crisis support, call or text 988.
Every conversation is confidential — protected by HIPAA and 42 CFR Part 2.
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