Effective Date: January 1, 2026
THIS NOTICE DESCRIBES HOW YOUR MEDICAL INFORMATION MAY BE USED AND DISCLOSED AND HOW YOU CAN ACCESS THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
Axis Mental Health is committed to protecting the privacy and confidentiality of your Protected Health Information (“PHI”) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Health Information Technology for Economic and Clinical Health Act (HITECH), and other applicable federal and Florida laws.
This Notice explains how we may use and disclose your medical information, your rights regarding that information, and our legal responsibilities.
Our Responsibilities
Axis Mental Health is required by law to:
- Maintain the privacy of your Protected Health Information (PHI).
- Provide you with this Notice of Privacy Practices.
- Notify you if a breach occurs that may compromise the privacy or security of your PHI.
- Follow the privacy practices described in this Notice.
- Comply with all applicable HIPAA regulations.
What Is Protected Health Information (PHI)?
Protected Health Information (PHI) includes any information that identifies you and relates to your:
- Mental health condition
- Physical health
- Medical history
- Psychiatric evaluations
- Diagnosis
- Treatment
- Medications
- Laboratory results
- Insurance information
- Billing information
- Appointment history
PHI may exist in electronic, paper, or verbal form.
How We May Use and Disclose Your Information
Treatment
We may use your PHI to provide psychiatric care and coordinate treatment.
Examples include:
- Conducting psychiatric evaluations
- Medication management
- Treatment planning
- Reviewing your medical history
- Coordinating care with other healthcare providers
- Referring you to specialists
Payment
We may use your PHI to obtain payment for services.
Examples include:
- Billing your insurance company
- Verifying eligibility
- Processing claims
- Collecting outstanding balances
- Providing documentation required by insurance carriers
Healthcare Operations
We may use your PHI for healthcare operations including:
- Quality improvement
- Clinical supervision
- Staff training
- Compliance reviews
- Risk management
- Licensing requirements
- Accreditation activities
Business Associates
We may share PHI with trusted Business Associates who assist us in operating our practice.
Examples include:
- Electronic Health Record providers
- Billing companies
- IT support providers
- Secure telehealth vendors
- Cloud storage providers
- Payment processors
All Business Associates are contractually required to safeguard your PHI under HIPAA.
Individuals Involved in Your Care
With your permission, we may share relevant medical information with:
- Family members
- Legal guardians
- Caregivers
- Individuals involved in your care
If you are unable to make healthcare decisions due to an emergency, we may disclose information when deemed to be in your best interest.
Appointment Reminders
We may contact you regarding:
- Appointment reminders
- Follow-up visits
- Prescription renewals
- Administrative notices
Communication may occur through:
- Telephone
- Secure email
- Secure patient portal
- SMS text messaging (if authorized)
Public Health Activities
HIPAA permits certain disclosures without patient authorization, including:
- Reporting communicable diseases
- Reporting abuse or neglect
- Preventing serious threats to health or safety
- Reporting adverse medication events
- Public health investigations
Health Oversight Activities
We may disclose PHI to agencies responsible for:
- Licensing
- Accreditation
- Government audits
- Compliance investigations
- Regulatory oversight
Legal Requirements
We may disclose PHI when required by law, including:
- Court orders
- Subpoenas
- Law enforcement investigations
- Workers’ compensation claims
- National security requirements
- Coroner or medical examiner investigations
Research
In limited circumstances, PHI may be used for research purposes when approved by an Institutional Review Board (IRB) or when otherwise permitted under HIPAA.
Whenever possible, identifying information will be removed.
Marketing
We will not use or disclose your PHI for marketing purposes without your written authorization unless otherwise permitted by law.
Sale of PHI
Axis Mental Health does not sell Protected Health Information.
Uses Requiring Your Written Authorization
Certain uses and disclosures require your written authorization, including:
- Most psychotherapy notes (where applicable)
- Marketing communications
- Sale of PHI
- Certain disclosures to third parties
You may revoke your authorization at any time in writing, except to the extent we have already acted upon it.
Your HIPAA Rights
As a patient, you have the right to:
Right to Inspect and Obtain Copies
You may request copies of your medical records in paper or electronic form, subject to applicable legal exceptions.
Right to Request Corrections
If you believe information in your record is inaccurate or incomplete, you may request an amendment.
Requests must be submitted in writing.
Right to Request Confidential Communications
You may request that we contact you through alternative methods or at alternative locations.
We will accommodate reasonable requests whenever possible.
Right to Request Restrictions
You may request restrictions on certain uses or disclosures of your PHI.
Although we are not required to agree to every request, we will consider each request carefully.
Right to Receive an Accounting of Disclosures
You may request a list of certain disclosures of your PHI made during the previous six years.
Certain disclosures are excluded under HIPAA regulations.
Right to Receive a Paper Copy
You may obtain a paper copy of this Notice at any time, even if you previously agreed to receive it electronically.
Right to Choose Someone to Act for You
If you have granted medical power of attorney or if someone is your legal guardian, that individual may exercise your rights and make healthcare decisions on your behalf, consistent with applicable law.
Right to File a Complaint
If you believe your privacy rights have been violated, you may file a complaint without fear of retaliation.
Complaints may be submitted directly to Axis Mental Health or to the U.S. Department of Health and Human Services.
Our Legal Duties
Axis Mental Health will:
- Protect your medical information.
- Train staff regarding HIPAA compliance.
- Maintain administrative, technical, and physical safeguards.
- Notify affected individuals following certain data breaches.
- Comply with federal and Florida privacy laws.
Changes to This Notice
We reserve the right to revise this Notice at any time.
Any revised Notice will apply to all Protected Health Information maintained by Axis Mental Health and will be made available on our website and upon request.
Contact Information
If you have questions regarding this Notice or wish to exercise your privacy rights, please contact:
Privacy Officer
Axis Mental Health
Florida, United States
Phone:
(305) 804-9624
Phone:
(786) 450-4490
Email:
info@axismentalhealthfl.com
Filing a HIPAA Complaint
You may also file a complaint with:
U.S. Department of Health and Human Services
Office for Civil Rights (OCR)
Complaints must generally be filed within 180 days of the date you became aware of the alleged violation.
You will not be retaliated against for filing a complaint.