Legal

Notice of Privacy Practices

This notice describes how health information may be used and disclosed and how you can get access to this information. Please review it carefully.

Vita Nova Mother-Daughter Coaching, LLC is committed to protecting the privacy of your confidential information. This notice explains how information may be used and disclosed, and outlines your rights regarding that information.

I. My Pledge Regarding Confidential Information

I understand that information about you and your care is personal. I am committed to protecting confidential information about you. I create a record of the care and services you receive from me, and I need this record to provide quality care and comply with legal requirements.

This notice applies to all records of your care generated by this practice. It describes the ways in which I may use and disclose health information about you, explains your rights regarding that information, and outlines certain obligations I have with respect to its use and disclosure.

  • Make sure that confidential information that identifies you is kept private.
  • Provide you with notice of legal duties and privacy practices with respect to health information.
  • Follow the terms of the notice currently in effect.
  • Reserve the right to change the terms of this notice, with updated versions available upon request, in office, and on the website.

II. How Confidential Information May Be Used and Disclosed

The categories below describe different ways confidential information may be used and disclosed. Not every example is listed, but all permitted uses and disclosures will fall within one of these categories.

Disclosures for coaching purposes are not limited to the minimum necessary standard.

Lawsuits and Disputes: If you are involved in a lawsuit, private information may be disclosed in response to a court or administrative order. Coaching information about your child may also be disclosed in response to a subpoena, discovery request, or other lawful process, but only if efforts have been made to notify you or obtain an order protecting the requested information.

III. Uses and Disclosures That Require Your Authorization

1. Session Notes

I do keep “session notes,” and any use or disclosure of such notes requires your Authorization unless the use or disclosure is:

  • For my use in coaching my clients, jointly or individually.
  • For my use in training or supervising associates to help improve their mother-daughter coaching skills.
  • For my use in defending myself in legal proceedings instituted by you.
  • For use by the Secretary of Health and Human Services to investigate my compliance with HIPAA.
  • Required by law and limited to the requirements of such law.
  • Required by law for certain health oversight activities pertaining to the originator of the session notes.
  • Required by a coroner performing duties authorized by law.
  • Required to help avert a serious threat to the health and safety of others.

2. Marketing Purposes

As a mother-daughter coach, I will not use or disclose your confidential information for marketing purposes.

3. Sale of Confidential Information

As a mother-daughter coach, I will not sell your confidential information in the regular course of my business.

IV. Uses and Disclosures That Do Not Require Authorization

Subject to certain limitations in the law, confidential information may be used and disclosed without your Authorization for the following reasons:

  • When disclosure is required by state or federal law, and the disclosure complies with the relevant requirements.
  • For public health activities, including reporting suspected child, elder, or dependent adult abuse, or preventing or reducing a serious threat to anyone’s health or safety.
  • For health oversight activities, including audits and investigations.
  • For judicial and administrative proceedings, including responding to a court or administrative order.
  • For law enforcement purposes, including reporting crimes occurring on the premises.
  • To coroners or medical examiners performing duties authorized by law.
  • For specialized government functions, including military, presidential protection, intelligence, counterintelligence, or correctional institution safety functions.
  • For workers’ compensation purposes, including compliance with workers’ compensation laws.
  • For appointment reminders and coaching-related benefits or services, including reminders and information about alternatives.

V. Uses and Disclosures Requiring the Opportunity to Object

Confidential information may be shared with a family member, friend, or other person you indicate is involved in your care or the payment for your care, unless you object in whole or in part. In emergency situations, the opportunity to consent may be obtained retroactively.

VI. Your Rights Regarding Confidential Information

1. Right to Request Limits on Uses and Disclosures

You may ask that certain confidential information not be used or disclosed for coaching, payment, or operations purposes. I am not required to agree if I believe it would affect your overall health.

2. Right to Request Restrictions for Out-of-Pocket Expenses Paid in Full

You have the right to request restrictions on disclosures of your private information if your coaching is being paid for by a third party.

3. Right to Choose How Information Is Sent

You may request that communications be sent in a specific way or to a different address, and all reasonable requests will be honored.

4. Right to See and Get Copies of Information

Other than session notes, you may request an electronic or paper copy of your entire record or part of it. A copy or agreed summary will be provided within 30 days of receiving your written request. There is a flat fee of $75 to obtain a copy of your records, regardless of the number of pages.

5. Right to Receive an Accounting of Disclosures

You may request a list of disclosures made for purposes other than treatment, payment, health care operations, or those authorized by you. A response will be provided within 60 days. The list will generally cover the previous six years unless you request a shorter period. The first list each year is free; additional requests in the same year are subject to a flat fee of $75.

6. Right to Correct or Update Information

If you believe your confidential information contains a mistake or is missing important information, you may request a correction or addition. If the request is denied, a written explanation will be provided within 60 days.

7. Right to a Paper or Electronic Copy of This Notice

You have the right to receive a paper copy of this Notice and also the right to receive it by email. Even if you agree to receive it electronically, you may still request a paper copy.

Contact Information

If you have any questions about this Notice of Privacy Practices for Vita Nova Mother-Daughter Coaching, please contact:

Vita Nova Mother-Daughter Coaching, LLC
Erica Thomas, Certified Mother-Daughter Coach Trained By MDCI
512.777.0899
[email protected]