HIPAA Notice of Privacy Practices

Vita Nova Ketamine & Wellness Clinic – Baltimore, MD

Effective Date: January 1, 2024
Last Updated: January 1, 2024

NOTICE OF PRIVACY PRACTICES

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.

🧾 Your Rights Regarding Your Health Information

You have the right to:

Request limits on how we use or share your information
Receive confidential communications by phone, mail, or email
Access and review your medical records
Request corrections to inaccurate or incomplete records
Obtain a list of disclosures we’ve made about your health information
Designate someone else to act on your behalf
Opt out of certain fundraising communications

🔐 How We Collect and Protect Your Information

At Vita Nova Ketamine & Wellness Clinic, we collect patient information through:

Secure online intake forms
Appointment booking systems
In-person consultations and assessments
Phone and email correspondence with our clinical team

Your data is protected in the following ways:

Stored using HIPAA-compliant platforms (e.g., EHR, CRM, patient portals)
Encrypted and password-protected to prevent unauthorized access
Access is limited to trained staff with a medical or operational need
Paper files (if applicable) are kept in locked, access-controlled areas
We never sell or share your personal health information for non-clinical marketing without your explicit consent

💼 How We Use and Disclose Your Information

We use your health information (also called PHI – Protected Health Information) to:

✔️ Treatment

Coordinate your care with physicians, nurses, and mental health professionals — including services like ketamine therapy, SPRAVATO®, IV infusions, or lab coordination.

✔️ Payment

Send billing information to your insurance company or other payers to process claims, verify coverage, or request authorizations.

✔️ Healthcare Operations

Improve the quality of care, perform internal audits, train staff, and ensure legal compliance. These actions help us improve your experience and our clinical outcomes.

Some uses — such as sharing psychotherapy notes, or using your data for promotional messaging — require your separate written authorization.

⚖️ Other Disclosures Permitted by Law

We may disclose your health information without your consent when required or allowed by law, including:

Public health reporting (e.g., communicable diseases)
Legal proceedings, subpoenas, or law enforcement
Workers’ compensation claims
Organ and tissue donation
National security or disaster relief purposes

These disclosures occur only in strict accordance with federal and state laws.

🙋 Your Individual Rights as a Patient

You also have the right to:

Request Restrictions: Limit what information we use or share (though we’re not required to agree)
Confidential Communications: Ask us to contact you by specific methods or at certain locations
Inspect and Copy Records: Get a copy of your health records (excluding psychotherapy notes)
Amend Your Records: Request corrections to your information if you believe it’s incomplete or incorrect
Accounting of Disclosures: Request a list of times we’ve shared your information (up to 6 years back)

🔐 Our Duties to Protect Your Privacy

As your healthcare provider, we are legally required to:

Keep your health information private and secure
Abide by the terms outlined in this Notice
Inform you if we make significant changes to our privacy policies
Apply any updates to all records we maintain

🚨 Breach Notification

In the unlikely event that your unsecured protected health information is compromised, we are required by law to notify you within 60 days of discovering the breach.

📬 Filing a Complaint or Contacting Us

If you believe your privacy rights have been violated, you can:

Contact our Privacy Officer:
📞 (443) 563-1059
📧 info@vitanovawellnessclinic.com
File a complaint directly with:
U.S. Department of Health & Human Services – Office for Civil Rights
📍 200 Independence Avenue SW, Washington, D.C. 20201
☎️ 1-877-696-6775
🔗 https://www.hhs.gov/ocr/privacy/hipaa/complaints/

🔁 Changes to This Notice

We reserve the right to change this Notice of Privacy Practices at any time. If we make significant updates, they will apply to all medical information we currently hold and any new information we receive. The updated policy will always be available at https://vitanovawellnessclinic.com/privacy-policy

📍 Contact Information

Vita Nova Ketamine & Wellness Clinic

Attn: Privacy Officer

513 Bayview Blvd

Baltimore, MD 21224

📞 (443) 563-1059

📧 info@vitanovawellnessclinic.com

🌐 https://vitanovawellnessclinic.com

Effective Date: January 1, 2024

⚖️ Disclaimer:

This HIPAA Notice of Privacy Practices is provided in compliance with U.S. law. It reflects how Vita Nova Ketamine & Wellness Clinic collects, stores, uses, and protects your health information. This notice does not constitute legal or medical advice.