Notice of Privacy Practices

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

At Adventures in Progress LLC, protecting your child’s personal and health information is an important part of providing compassionate, family-centered occupational therapy services.

This notice explains how protected health information (PHI) may be used or disclosed, your rights regarding that information, and my responsibilities for maintaining its privacy.

References to “you” in this notice include the patient and, when permitted by law, a parent or legal guardian acting on the patient’s behalf.

I. My Commitment to Your Privacy

As the occupational therapist and owner of Adventures in Progress LLC, I am committed to protecting the privacy and confidentiality of your child’s health information.

I maintain records related to occupational therapy evaluations, treatment sessions, progress, goals, and communications necessary to provide quality care.

I am required by law to:

• Protect the privacy and security of protected health information.
• Provide you with this Notice of Privacy Practices.
• Follow the terms of the notice currently in effect.
• Notify affected individuals if a breach of unsecured protected health information occurs, as required by law.

I reserve the right to update this notice and apply revised privacy practices to all health information I maintain, including information collected before the revision. Updated notices will be available upon request, at my practice location, and on my website.

II. How Your Child’s Health Information May Be Used or Disclosed

Federal and state laws permit certain uses and disclosures of protected health information without separate written authorization.

Treatment

I may use or share health information to provide, coordinate, or manage your child’s occupational therapy services.

For example, I may consult with another healthcare provider involved in your child’s care regarding treatment goals, developmental concerns, or recommendations.

Payment

I may use or disclose health information as necessary to collect payment for services, process transactions, provide receipts, or prepare documentation for reimbursement.

For example, I may use information about services provided to prepare a superbill that you request for possible insurance reimbursement. Adventures in Progress currently operates as a private-pay practice.

Healthcare Operations

I may use health information for activities necessary to operate and improve my practice, including maintaining records, reviewing the quality of services, completing administrative activities, and meeting professional or legal obligations.

For example, I may review treatment records to evaluate the effectiveness of services and improve care.

Appointment Reminders and Practice Communications

I may use your contact information to send appointment reminders, scheduling updates, billing communications, and information related to your child’s care. Specific communication preferences are addressed separately in the practice’s intake and consent paperwork.

Electronic Health Information

Adventures in Progress maintains electronic health records and may electronically disclose protected health information when permitted or required by law.

Texas law may require separate authorization for certain electronic disclosures. Exceptions include qualifying disclosures for treatment, payment, healthcare operations, and other purposes authorized or required by law.

III. Uses and Disclosures That Require Written Authorization

Adventures in Progress LLC respects your family’s privacy and will obtain written authorization before sharing your child’s protected health information when required by law.

Examples include:

Communication with Schools or Other Professionals: With your written permission, I may communicate with your child’s teacher, school staff, or other professionals involved in their development. For example, I may share occupational therapy recommendations with your child’s teacher to help support participation and success in the classroom. I will request parental authorization for these communications as a practice policy, even where an applicable law might otherwise permit disclosure.

Other Requests to Share Records: Written authorization will be obtained when required before releasing evaluations, treatment records, or other protected health information.

Marketing: Adventures in Progress does not use or disclose your child’s protected health information for marketing purposes. Any future use requiring authorization would occur only with appropriate written permission.

Sale of Health Information: Adventures in Progress does not sell protected health information. Any proposed sale would be subject to applicable legal prohibitions and authorization requirements.

Other Disclosures: Uses or disclosures not described in this notice and not otherwise permitted or required by law will occur only with appropriate written authorization.

You may revoke a written authorization at any time by submitting a written request. Revocation will not affect information already disclosed in reliance on the authorization before it was revoked.

Specially Protected Records

Certain records, including substance use disorder treatment records protected under 42 CFR Part 2, may have additional confidentiality protections.

If Adventures in Progress receives or maintains such records, applicable special protections and restrictions will be followed. Part 2 records generally cannot be used or disclosed in legal proceedings against the patient without the legally required consent or court process.

IV. Other Uses and Disclosures Permitted or Required by Law

In addition to treatment, payment, and healthcare operations, certain uses and disclosures may occur without written authorization when permitted or required by applicable law.

These circumstances may include:

• Required by Law: Disclosures required by federal, state, or local law, including disclosures to authorized government agencies responsible for enforcing privacy laws.
• Abuse or Neglect Reporting: Reporting suspected child abuse, neglect, or other situations requiring mandatory reporting.
• Public Health Activities: Reporting information to authorized public health agencies for activities such as disease prevention and other legally authorized public health purposes.
• Health Oversight: Responding to authorized audits, investigations, licensing reviews, and regulatory activities.
• Legal Proceedings: Responding to valid court orders, subpoenas, or other legal processes when applicable legal requirements are satisfied.
• Law Enforcement: Providing information to law enforcement when specifically permitted or required by law.
• Serious Threats to Health or Safety: Disclosing information when necessary and legally permitted to prevent or reduce a serious threat.
• Workers’ Compensation: Disclosing information when authorized by applicable workers’ compensation laws.
• Research: Disclosing information for research only when applicable privacy requirements and safeguards are met.
• Medical Examiners and Organ Donation: Disclosures to medical examiners, coroners, funeral directors, or organ procurement organizations when legally permitted.
• Specialized Government Functions: Disclosures for certain legally authorized functions involving military activities, national security, or other government responsibilities.

Any disclosure will be subject to applicable federal and Texas privacy requirements, including additional protections for specially protected records.

V. Sharing Information with Family Members and Others Involved in Care

I may share relevant health information with a family member, caregiver, or another individual involved in your child’s care or payment for care, as permitted by law.

When applicable, you may identify individuals with whom information may be shared or request that certain information not be disclosed.

Parents and legal guardians generally have rights to access and make decisions regarding their minor child’s health information, subject to exceptions under federal and Texas law.

If a person has legal authority to act as a patient’s personal representative, I may verify that authority before allowing the person to exercise the patient’s privacy rights.

In situations involving custody arrangements, guardianship, or other legal restrictions, Adventures in Progress will follow applicable law.

I will respect reasonable privacy requests and obtain written authorization when required.

VI. Your Rights Regarding Health Information

You have the following rights regarding your child’s protected health information, subject to applicable law:

1. Right to Access Health Records

You may request to inspect or receive an electronic or paper copy of your child’s health records.

Requests will generally be addressed within 30 days under HIPAA, subject to legally permitted extensions and any shorter deadlines required by applicable Texas law.

Reasonable, legally permitted fees may apply.

2. Right to Request Corrections

If you believe information in your child’s record is incorrect or incomplete, you may request an amendment. If a request is denied, you will receive a written explanation and information about your rights.

3. Right to Request Restrictions

You may request limits on certain uses or disclosures of health information for treatment, payment, or healthcare operations. Although I am not required to agree to every restriction, I will honor restrictions required by law. If I agree to a restriction, exceptions may apply, including when information is needed for emergency treatment.

If you pay in full out of pocket for a healthcare service and request that related information not be disclosed to a health plan for payment or healthcare operations, I will honor that restriction unless disclosure is required by law.

4. Right to Confidential Communications

You may request that I contact you through a particular method or at an alternative address or phone number. I will accommodate reasonable requests.

5. Right to an Accounting of Disclosures

You may request an accounting of certain disclosures of your child’s health information made during the previous six years. Certain disclosures, such as those for treatment, payment, healthcare operations, and other legally excluded purposes, may not appear in the accounting.

One accounting will be provided free of charge during a 12-month period. A reasonable, cost-based fee may apply to additional requests.

6. Right to Receive a Copy of This Notice

You may request a paper or electronic copy of this Notice of Privacy Practices at any time.

7. Right to File a Privacy Complaint

If you believe your child’s privacy rights have been violated, you may file a complaint directly with Adventures in Progress LLC by contacting the Privacy Contact listed in Section VII of this notice, by phone or email.

You may also file a complaint with:

You will not be retaliated against or denied services for filing a privacy complaint.

VII. Questions or Privacy Concerns

For questions about this notice, requests concerning health records, or privacy-related concerns, please contact: