Notice of Privacy Practices
Effective date: 10/8/26
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 Edge of Mind Counseling, we recognize that seeking counseling is personal. Protecting your privacy and maintaining the confidentiality of your health information are essential parts of the care we provide.
This Notice of Privacy Practices explains your rights regarding your protected health information, how we may use and disclose that information, and our legal responsibilities under the Health Insurance Portability and Accountability Act (HIPAA) and other applicable privacy laws.
Your Rights
You have important rights regarding your health information. We are committed to helping you understand and exercise those rights.
Access your health records
You have the right to inspect or request an electronic or paper copy of your health records and other information we maintain about you, subject to certain legal exceptions.
We generally respond to requests within 30 days. In some circumstances, we may extend that period as permitted by law. A reasonable, cost-based fee may apply.
Request corrections to your records
If you believe information in your records is inaccurate or incomplete, you may request a correction.
We may deny certain requests as permitted by law, but we will explain the reason in writing, generally within 60 days.
Request confidential communications
You may ask us to communicate with you in a particular way, such as through a specific phone number, email address, or mailing address.
We will accommodate reasonable requests.
Request restrictions on information sharing
You may ask us to limit how we use or disclose your health information for treatment, payment, or healthcare operations.
We are not always required to agree to a requested restriction.
However, if you pay for a service entirely out of pocket, you may request that information about that service not be disclosed to your health insurance plan for payment or healthcare operations. We will honor that request unless disclosure is required by law.
Request an accounting of disclosures
You may request a list of certain disclosures of your protected health information made during the previous six years.
Some disclosures, including certain disclosures for treatment, payment, and healthcare operations, are excluded from the standard accounting requirement.
One accounting is available without charge during a 12-month period. Additional requests may involve a reasonable, cost-based fee.
Receive a copy of this notice
You may request a paper copy of this Notice of Privacy Practices at any time, even if you have agreed to receive it electronically.
Choose someone to act on your behalf
If you have designated a healthcare representative or another person has legal authority to act on your behalf, that person may exercise your privacy rights as permitted by law.
We will verify their authority before sharing protected information.
File a complaint
If you believe your privacy rights have been violated, you may file a complaint with Edge of Mind Counseling or the U.S. Department of Health and Human Services.
You will not be retaliated against for filing a complaint.
Your Choices
In certain circumstances, you have choices about how your health information is shared.
You may tell us your preferences regarding whether information is shared with family members, close friends, or others involved in your care or payment for your care.
If you are unable to communicate your preferences, we may share limited information when permitted by law and when, in our professional judgment, doing so is in your best interest.
We may also disclose information for disaster relief purposes when legally permitted.
We will obtain your written authorization before using or disclosing your information when authorization is required, including for:
Most uses and disclosures of separately maintained psychotherapy notes
Marketing activities that require authorization under HIPAA
The sale of protected health information
Other uses or disclosures not otherwise permitted or required by law
We do not sell your protected health information.
We do not use confidential counseling records to create general marketing or newsletter lists.
If you provide written authorization, you may generally revoke it in writing at any time, except to the extent we have already acted in reliance on it.
How We Use and Disclose Your Information
We typically use or disclose your health information for treatment, payment, and healthcare operations.
Treatment
We may use your health information to provide counseling services, coordinate your treatment, and communicate with other healthcare professionals involved in your care when permitted by law.
For example, with the appropriate permissions or legal authority, we may coordinate with another provider to support your treatment.
Payment
We may use or disclose information to bill for services and receive payment from you, your health insurance plan, or another responsible payer.
For example, we may provide your insurance company with information necessary to process a claim for counseling services.
Healthcare operations
We may use your information to manage and improve our practice, maintain records, evaluate services, conduct appropriate professional consultation, and meet administrative and legal responsibilities.
For example, we may review clinical documentation or use information necessary to maintain accurate records and support quality of care.
When outside service providers handle protected health information on our behalf, we require appropriate safeguards and business associate agreements where applicable.
Other Uses and Disclosures Permitted
or Required by Law
Under certain circumstances, we may use or disclose protected health information without your written authorization when permitted or required by law.
These circumstances may include:
Reporting suspected child abuse or neglect
Addressing serious threats to health or safety
Complying with certain public health reporting requirements
Responding to authorized healthcare oversight activities
Participating in legally permitted research
Complying with qualifying court orders or other legal requirements
Responding to certain law enforcement or government requests
Addressing workers' compensation matters
Providing information to medical examiners or coroners when legally authorized
Responding to other disclosures specifically permitted or required by law
These disclosures are subject to applicable federal and North Carolina confidentiality requirements.
We will evaluate requests for information and disclose only what is legally permitted or required.
Additional protections may apply to mental health records, psychotherapy notes, and substance use disorder treatment records.
Psychotherapy Notes
Certain psychotherapy notes receive special protections under HIPAA.
Psychotherapy notes are notes maintained separately from the general clinical record that document or analyze the contents of a counseling conversation.
Most uses or disclosures of these separately maintained notes require your written authorization, with limited exceptions permitted by law.
Routine progress notes, diagnoses, treatment plans, and billing information are not automatically considered psychotherapy notes under HIPAA.
Substance Use Disorder Records
Substance use disorder treatment information may receive additional confidentiality protections under federal law, including 42 CFR Part 2.
When we maintain or receive records protected under Part 2, we follow the applicable legal requirements governing their use and disclosure.
Part 2-protected records generally may not be used or disclosed in civil, criminal, administrative, or legislative investigations or proceedings against a patient without the patient's written consent or the required court order and accompanying legal process.
Additional consent requirements and protections may apply to the disclosure of these records.
North Carolina Confidentiality Protections
In addition to HIPAA, certain counseling and mental health records may be protected by North Carolina confidentiality laws.
These laws may provide additional protections or establish specific requirements concerning the disclosure of mental health and substance use disorder treatment information.
When applicable North Carolina law provides greater privacy protections than federal law, we follow those requirements.
Information involving minors, legal representatives, professional consultation, and safety-related disclosures is handled in accordance with applicable law.
Electronic Records and Communication
Edge of Mind Counseling uses electronic systems to support scheduling, clinical documentation, communication, and practice management.
Our primary practice management platform is SimplePractice.
We also use Google Workspace for practice email communications.
We maintain administrative, technical, and physical safeguards intended to protect electronic health information and comply with applicable privacy and security requirements.
Although we take precautions to protect electronic communications, no method of electronic transmission is completely without risk.
You may request reasonable alternative methods of communication if you have privacy concerns.
We encourage the use of secure client communication systems for sharing sensitive clinical information.
Our Responsibilities
Edge of Mind Counseling is required by law to:
Maintain the privacy and security of your protected health information
Provide you with information about our legal duties and privacy practices
Follow the terms of the Notice of Privacy Practices currently in effect
Notify affected individuals following a breach of unsecured protected health information when notification is required by law
Respect applicable rights concerning access, corrections, restrictions, and disclosure of records
Obtain written authorization when required before using or disclosing protected health information
Comply with applicable federal and North Carolina confidentiality laws
We will not use or share your information other than as described in this notice unless you authorize us in writing or the use or disclosure is otherwise permitted or required by law.
Changes to This Notice
We reserve the right to change this Notice of Privacy Practices as permitted by law.
Any revised notice may apply to protected health information we already maintain, as well as information received in the future.
The current version will be available upon request and posted on our website.
Questions or Complaints
If you have questions about this notice, would like to exercise your privacy rights, or believe your information has been handled improperly, please contact:
Privacy Contact: Mike Sondericker
Edge of Mind Counseling
Phone: (336) 283-3951
Email: mike@edgeofmindcounseling.com
Website: www.edgeofmindcounseling.com
You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights.
U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue, S.W.
Washington, DC 20201
Phone: 1-877-696-6775
Website: https://www.hhs.gov/hipaa/filing-a-complaint/
You will not be penalized or retaliated against for filing a privacy complaint.
Effective Date: 10/8/26