Legal
Notice of Privacy Practices
This notice describes how medical and mental health information about you may be used and disclosed, and how you can access that information. Please review it carefully.
Effective date: January 1, 2026
Draft template notice. This page provides a plain-language framework covering the categories typically required in a HIPAA Notice of Privacy Practices. Before publishing, this content should be reviewed and finalized by CalmCare’s legal counsel to confirm it fully meets current federal and Minnesota-specific requirements.
Our commitment to your privacy
CalmCare Psychiatry Clinic is required by law to maintain the privacy of your protected health information, to provide you with this notice describing our legal duties and privacy practices, and to follow the terms currently in effect. Protected health information includes details about your mental health condition, treatment, and payment for care that could reasonably identify you.
This notice applies to information collected during in-person visits, telehealth sessions, our secure patient portal, and any billing or insurance communication associated with your care. It applies regardless of the format that information takes, whether stored on paper or electronically.
How we may use and share your information
We use and share your health information for the following purposes, generally without requiring your separate written permission:
Treatment
Sharing information among your therapist, prescriber, and ARMHS practitioner to coordinate your care.
Payment
Sharing information with your insurance company to verify benefits and bill for services provided.
Healthcare operations
Using information for quality improvement, staff training, and routine clinic administration.
As required by law
Disclosures required by federal, state, or local law, including certain public health and safety reporting.
Health oversight and legal proceedings
Disclosures to health oversight agencies or in response to a valid court order or legal process.
Certain especially sensitive information — including detailed psychotherapy notes, or information used for marketing purposes — requires your specific written authorization before it can be shared, with narrow legal exceptions. We do not sell your health information, ever, and we do not use your information for fundraising communications.
If you have provided authorization for a specific disclosure — for example, allowing us to speak with a family member or a referring provider — you may revoke that authorization in writing at any time, except to the extent we have already relied on it.
Your rights regarding your information
You have the following rights with respect to your protected health information:
Right to access
Request a copy of your medical and billing records, in paper or electronic form.
Right to request amendment
Ask us to correct information you believe is incomplete or inaccurate.
Right to request restrictions
Ask us to limit certain uses or disclosures, which we will consider though we are not always required to agree.
Right to confidential communications
Request that we contact you in a specific way or at a specific location.
Right to an accounting of disclosures
Request a list of certain disclosures we’ve made of your information.
Right to a paper copy
Request a paper copy of this notice at any time, even if you agreed to receive it electronically.
Our responsibilities
We are required by law to maintain the privacy of your protected health information, provide you with this notice of our legal duties and privacy practices, follow the terms currently in effect, and notify you if a breach of your unsecured protected health information occurs.
Changes to this notice
We reserve the right to change the terms of this notice and to make the revised notice effective for health information we already have as well as any we receive in the future. An updated notice will always be available on this page and posted at our office.
Questions or complaints
If you believe your privacy rights have been violated, you may file a complaint with our office or with the U.S. Department of Health and Human Services, Office for Civil Rights. We will never retaliate against you for filing a complaint. For questions about this notice or your rights, contact our Privacy Officer at privacy@calmcarepsych.com or (612) 555-0148.
Have a privacy question?
We’re glad to walk you through this notice.
If any part of this notice is unclear, reach out and we’ll explain it in plain terms.