Notice of Privacy Practices
Your Information. Your Rights. Our Responsibilities.
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
At Organic Counseling, we are committed to protecting the privacy of your health information. This Notice of Privacy Practices (“Notice”) describes how we may use and disclose your protected health information (“PHI”), your rights regarding your PHI, and our responsibilities regarding the privacy of your information.
This Notice applies to Organic Counseling and the individuals who provide services on behalf of the practice as applicable under HIPAA.
Your Rights
You have the right to:
Get a copy of your medical record. You may request to inspect or obtain a copy of your medical and billing records, subject to certain legal limitations.
Request a correction. You may ask us to correct information you believe is inaccurate or incomplete. We may deny the request in certain circumstances, but you have rights regarding that decision.
Request confidential communications. You may ask us to communicate with you about your health information in a particular way or at a particular location.
Ask us to limit what we use or disclose. You may request restrictions on how we use or disclose your PHI. We are not required to agree to every request, although certain restrictions may be required by law.
Request a record of certain disclosures. You may request information about certain disclosures of your PHI.
Receive a copy of this Notice. You may request a paper or electronic copy of this Notice at any time.
Choose someone to act for you. If you have given someone medical power of attorney or if someone is your legal representative, that person may exercise rights and make choices regarding your health information to the extent permitted by law.
File a complaint. You may complain to us or to 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 filing a complaint.
Your Choices
For certain health information, you may tell us your preferences about what we disclose. You may ask us to:
Share information with a family member, close friend, or other person involved in your care or payment for your care.
Share information in disaster-relief situations.
Contact you in a particular way or at a particular location.
If you have a clear preference about how we communicate with you or how information is shared in these circumstances, please tell us.
How We May Use and Disclose Your Health Information
We may use or disclose your PHI for the following purposes without obtaining your written authorization, as permitted by law.
Treatment
We may use your health information to provide, coordinate, or manage your health care.
For example, we may use information about your treatment to develop a treatment plan or coordinate care with another health care provider involved in your treatment.
Payment
We may use or disclose your health information to obtain payment for services we provide.
For example, we may provide information to your health insurance plan to obtain payment for services or determine whether your insurance will cover particular services.
Health Care Operations
We may use or disclose your health information for activities necessary to operate our practice and provide quality care.
For example, we may use information to review the quality of services provided, conduct administrative activities, or manage our practice.
Other Permitted or Required Uses and Disclosures
We may also use or disclose your PHI when permitted or required by applicable law, including for purposes such as:
When required by federal, state, or local law.
For public health activities.
To report suspected abuse, neglect, or domestic violence when required or permitted by law.
For health oversight activities.
In connection with certain judicial or administrative proceedings.
For certain law-enforcement purposes.
To coroners, medical examiners, or funeral directors when permitted by law.
For organ, eye, or tissue donation and transplantation.
For certain research purposes.
To prevent or lessen a serious and imminent threat to health or safety.
For workers' compensation purposes when permitted by law.
For other purposes specifically permitted or required by applicable law.
Psychotherapy Notes
Psychotherapy notes are treated differently from other health information under HIPAA.
Except in limited circumstances permitted by law, we must obtain your written authorization before using or disclosing psychotherapy notes.
Psychotherapy notes generally consist of notes maintained separately from the medical record that document or analyze the contents of private counseling conversations. They do not include information such as diagnosis, treatment plans, symptoms, prognosis, progress notes, or other information maintained as part of your medical record.
Uses and Disclosures That Require Your Authorization
Certain uses and disclosures of PHI generally require your written authorization.
For example, authorization is generally required for:
Most uses or disclosures of psychotherapy notes.
Uses or disclosures for marketing purposes, when applicable.
Disclosures that constitute a sale of your PHI, when applicable.
Other uses or disclosures for which HIPAA requires authorization.
You may revoke an authorization in writing at any time, except to the extent that we have already relied upon it.
Substance Use Disorder Records
Certain records relating to substance use disorder treatment may receive additional protections under federal law, including 42 CFR Part 2.
Where applicable, we will handle such records in accordance with the requirements of HIPAA and applicable federal and state law.
Our Responsibilities
We are required by law to:
Maintain the privacy and security of your protected health information.
Provide you with this Notice describing our legal duties and privacy practices.
Follow the terms of the Notice currently in effect.
Notify you as required by law following a breach of your unsecured protected health information.
Comply with applicable federal and state privacy laws.
We reserve the right to change our privacy practices and this Notice. If we make a material change, we will make the revised Notice available as required by law. The current Notice will be available on our website and at [Practice Name].
Your Right to File a Complaint
If you believe your privacy rights have been violated, you may file a complaint with us.
Privacy Contacts:
Lauren Pavlic & Tori Garnes- Owners of Organic Counseling
201 Greenbag Road Morgantown, WV 26501
304-278-4541
info@organiccounseling.org
You may also 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.
Questions About This Notice
If you have questions about this Notice or our privacy practices, please contact:
Lauren Pavlic & Tori Garnes- Owners of Organic Counseling
201 Greenbag Road Morgantown, WV 26501
304-278-4541
info@organiccounseling.org
Effective Date: 9/20/2026
Last Updated: 9/20/26