🌿 NOTICE OF PRIVACY POLICY

Casey Davids, M.Ed., LPC, PLLC

Effective Date: January 31, 2026
Last Updated: January 31, 2026

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

Our Commitment to Your Privacy

Your health record contains personal information about you and your mental health care. This information is known as Protected Health Information (PHI).

We are required by law to:

  • Maintain the privacy of your PHI

  • Provide you with this Notice of Privacy Practices

  • Follow the terms of this notice

This notice explains:

  • How we may use and disclose your PHI

  • Your rights related to your PHI

  • Our legal duties regarding your information

We reserve the right to change the terms of this notice. Any revised notice will apply to all PHI we maintain and will be made available on our website or upon request.

How We May Use and Disclose Your Information

1. Treatment

We may use and disclose your PHI to provide, coordinate, or manage your mental health care. This may include consultation with clinical supervisors or other providers involved in your care.

PHI is shared only as necessary and in accordance with professional, ethical, and legal standards.

2. Payment

We may use and disclose PHI for billing and payment purposes, including submitting claims to insurance companies or processing payments.

Only the minimum necessary information is disclosed.
Additional practice-specific consent may be required for insurance billing as outlined in your informed consent documents.

3. Health Care Operations

We may use or disclose PHI for practice operations, including:

  • Quality assurance and quality improvement

  • Licensing, compliance, and audits

  • Administrative and billing services

Third-party service providers (Business Associates) are required by contract to safeguard your PHI in compliance with HIPAA.

Uses and Disclosures Without Your Authorization

HIPAA generally requires your written authorization before releasing information. However, we may disclose PHI without authorization when permitted or required by law, including:

  • Child, Elder, or Dependent Adult Abuse or Neglect – Required reporting to appropriate authorities

  • Health Oversight Activities – Licensing, audits, investigations, or disciplinary actions

  • Judicial or Administrative Proceedings – Court orders, subpoenas, or lawful requests

  • Serious Threat to Health or Safety – To prevent imminent harm to you or others

  • Medical Emergencies – To medical personnel as necessary

  • Law Enforcement – When legally required

  • Workers’ Compensation – As required by law

Disclosures are limited to the minimum necessary whenever applicable.

Specially Protected Information

Certain types of information have additional legal protections and require your specific written authorization, including:

  • Psychotherapy Notes

  • Substance Use Treatment Information

  • HIV/AIDS-related information

Additional confidentiality protections for substance use treatment records may apply only in specific circumstances and settings, such as federally assisted substance use disorder treatment programs.

You may revoke authorizations in writing unless action has already been taken in reliance on them.

Psychotherapy Notes

Psychotherapy notes are kept separate from the clinical record and receive additional protections under federal law. These notes are not shared or released without a separate, specific written authorization, except as required or permitted by law.

Clients do not have a general right of access to psychotherapy notes.

Your Rights Regarding Your Information

You have the right to:

  • Request restrictions on how your PHI is used or disclosed

  • Request confidential communications (such as alternate contact methods)

  • Access and obtain copies of your records

  • Request amendments to your records

  • Receive an accounting of certain disclosures

  • Obtain a paper copy of this notice

All requests must be submitted in writing.

Breach Notification

We will notify you as required by law if a breach occurs involving your unsecured PHI.

Complaints

If you believe your privacy rights have been violated, you may:

  • Contact us directly

  • File a complaint with the Texas Behavioral Health Executive Council (BHEC)

  • File a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights

You will not be retaliated against for filing a complaint.

Contact Information

Casey Davids, M.Ed., LPC, PLLC
Austin, TX 78759
Email: info@sageandsoultherapy.com