WHOLENESS HEALTH LLC
NOTICE OF PRIVACY PRACTICES
Effective Date: November 25, 2025
THIS NOTICE DESCRIBES HOW MEDICAL AND MENTAL HEALTH INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
OUR COMMITMENT TO YOUR PRIVACY
Wholeness Health LLC (“WH”) is committed to protecting the privacy and security of your protected health information (“PHI”). PHI includes any information about your past, present, or future physical or mental health; the care you receive; and payment for that care.
We are required by law to:
- Maintain the privacy and security of your PHI
- Follow the legal duties and privacy practices described in this Notice
- Notify you if a breach occurs involving your unsecured PHI
- Provide you a copy of this Notice and any updates
- Follow the terms of this Notice currently in effect
USES AND DISCLOSURES OF PROTECTED INFORMATION
General Uses and Disclosures Not Requiring the Client’s Consent
HIPAA permits us to use and disclose your PHI for certain purposes without your written authorization. WH may use and disclose protected health information in the following ways:
Treatment
Treatment refers to the provision, coordination, or management of healthcare, including mental health care, and related services by one or more healthcare providers. Any staff involved in your care may use your information to plan and coordinate treatment.
Payment
We may use and disclose your PHI to obtain payment for services, bill you or your insurer, verify insurance coverage, and coordinate benefits.
If you are covered by Medicaid, information will be provided to Colorado’s Medicaid program as required.
Right to Restrict Disclosure to Health Plans
If you pay for a service out-of-pocket and in full, you may request that we not disclose information about that specific service to your health plan. We must comply with this restriction unless disclosure is required by law.
Health Care Operations
We may use and disclose PHI for our health care operations, including quality improvement, accreditation, staff training, business planning, compliance activities, audits, and legal services.
Appointment Reminders & Health Related Information
WH may contact you to remind you of appointments or inform you about treatment options or services that may benefit you.
Health Oversight Activities
We may disclose PHI to oversight agencies for audits, investigations, inspections, licensure reviews, government program monitoring, and compliance reviews.
Law Enforcement
We may disclose PHI when legally required, including reporting certain crimes that occur on our premises or threats to staff or other individuals.
Business Associates
We may share PHI with vendors and contractors who perform services for WH (billing, legal, IT services, quality assurance, etc.). All business associates are required by law and contract to safeguard PHI.
Research
We may use or disclose PHI for approved research when permitted by law or with your authorization.
Involuntary Clients
Information may be shared with treatment providers, legal entities, and third-party payers as necessary to provide and coordinate legally required treatment.
Individuals Involved in Your Care
With your permission, and it can be reasonably inferred that you do not object, or when you do not object, we may share information with family members, friends, or others involved in your care if they are present with you. If you object, we will not disclose PHI unless required in an emergency.
Emergencies or Serious Threats
We may disclose PHI in emergencies or when necessary to prevent serious and imminent threats to your health or safety or the health or safety of others.
As Required by Law
We must disclose PHI when required by federal, state, or local law, including:
- Reporting child abuse or neglect
- Responding to court orders
- Reporting threats of imminent harm
- Reporting certain communicable diseases or injuries
- Disclosures to coroners or medical examiners
Other Laws Protecting Your Information
- We may contact you for limited fundraising purposes. You have the right to opt out of receiving these communications.
- Any uses and disclosures not described in this Notice will be made only with your written authorization.
USES AND DISCLOSURES REQUIRING YOUR AUTHORIZATION
WH will not disclose PHI for the following purposes without your written authorization:
- Marketing communications
- Sale of protected health information
- Most uses and disclosures of psychotherapy notes
- Any use or disclosure not otherwise described in this Notice
Revocation of Authorization:
You may revoke your authorization at any time in writing. Revocation does not apply to information already used or disclosed based on the original authorization.
YOUR RIGHTS AS A CLIENT
Right to Access to Records
You have the right to inspect or obtain a copy (paper or electronic) of your PHI. We will provide a copy within the timeframe required by law. Reasonable, cost-based fees may apply. Limitations, if any, will be explained at the time of your request.
Right to Request an Amendment
If you believe information in your record is incorrect or incomplete, you may request an amendment. We may deny your request in certain circumstances, but you may submit a written statement of disagreement.
Right to an Accounting of Disclosures
You may request an accounting of certain disclosures we made in the past six years. Certain disclosures (e.g., for treatment, payment, healthcare operations, or those made pursuant to an authorization) are excluded.
Right to Request Additional Restrictions
You may ask us to restrict how we use or disclose your PHI.
We are not required to agree except in the case of an out-of-pocket payment restriction described above.
Right to Confidential Communications
You may request that we communicate with you in a particular way or at an alternate address or phone number. We will accommodate reasonable requests.
Right to a Paper or Electronic Copy of This Notice
You may request an additional paper or electronic (emailed) copy of this Notice at any time.
Right to Choose Someone to Act for You
If you have a medical power of attorney or have a legal guardian, that person can exercise your rights under this Notice.
Right to Be Notified of a Breach
You have the right to receive notification in the event a breach occurs that may have compromised the privacy or security of your PHI.