Effective Date: April 25, 2025
Business Name: Psych Matter PLLC
Website: www.psychmatter.com

1. Introduction
Psych Matter PLLC (“Psych Matter,” “we,” “our,” or “us”) is a telehealth psychiatric practice committed to protecting the privacy, confidentiality, and security of your personal and health information.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit www.psychmatter.com (the “Site”) and when you receive services from us. It is designed to comply with applicable United States laws, including the Health Insurance Portability and Accountability Act (“HIPAA”).
By using our Site or services, you agree to the terms of this Privacy Policy.

2. Protected Health Information (PHI)
As a healthcare provider, we collect and maintain Protected Health Information (PHI) in accordance with HIPAA. PHI includes information that:

• Identifies you, and

• Relates to your past, present, or future physical or mental health or condition

We are legally required to:

• Maintain the privacy and security of your PHI

• Provide you with notice of our legal duties and privacy practices

• Notify you in the event of a breach of unsecured PHI
   

3. Information We Collect
a. Personal Information

• Full name

• Date of birth

• Contact details (email, phone number, address)

• Emergency contact information

• Insurance and billing information

b. Health Information (PHI)

• Medical and psychiatric history

• Treatment notes and diagnoses

• Medications and prescriptions

• Session records and communications

c. Automatically Collected Information
When you use our Site:

• IP address

• Browser type

• Device information

• Usage data and analytics

d. Cookies and Tracking Technologies
We use cookies and similar technologies to:

• Maintain session functionality

• Improve website performance

• Analyze traffic

You may manage cookie preferences through your browser settings.

4. How We Use Your Information
We use your information for the following purposes:
Healthcare Operations (HIPAA)

• Provide psychiatric evaluation, diagnosis, and treatment

• Coordinate care and communicate with you

• Maintain medical records using our electronic medical record system, NexGen

Payment and Billing

• Process payments and insurance claims

• Verify insurance eligibility

Healthcare Operations

• Quality assessment and improvement

• Compliance and risk management

Website and Communication

• Respond to inquiries

• Provide appointment scheduling

• Send service-related communications

Legal and Regulatory Compliance

• Comply with HIPAA and other applicable laws
   

5. Sharing and Disclosure of Information
We do not sell your personal or health information.
We may disclose your information as follows:
Under HIPAA (Permitted Uses)

• To healthcare providers involved in your care

• To insurance companies for payment

• For healthcare operations

Third-Party Service Providers
We may use HIPAA-compliant vendors (Business Associates) for:

• Telehealth platforms

• Electronic health records (EHR), including NexGen

• Payment processing

• Secure communications

All such vendors are bound by Business Associate Agreements (BAAs) where required.
Legal Requirements
We may disclose information:

• When required by law or court order

• To prevent serious harm to you or others

• For public health and safety reporting
   

6. Data Retention
We retain personal and health information only as long as necessary to:

• Provide services

• Comply with legal, medical, and regulatory requirements

• Resolve disputes and enforce agreements

Retention periods may vary based on state and federal law.

7. Data Security
We implement administrative, technical, and physical safeguards including:

• Encryption of data in transit and at rest

• Secure access controls

• HIPAA-compliant systems

• Regular security assessments

Despite these measures, no system can be guaranteed 100% secure.

8. Your Rights Under HIPAA
You have the right to:

• Access and obtain copies of your medical records

• Request corrections to your records

• Request restrictions on certain uses/disclosures

• Request confidential communications

• Receive an accounting of disclosures

• File a complaint without retaliation

Requests may be submitted using the contact information below.

9. Third-Party Services and Links
Our Site may contain links to third-party websites or integrations (e.g., telehealth platforms). We are not responsible for their privacy practices. We encourage you to review their policies.

10. Children’s Privacy
Our services are not directed to individuals under the age of 13 without parental or guardian consent. Additional protections may apply under applicable law.

11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.

12. Contact Information
If you have questions, requests, or concerns regarding this Privacy Policy or your information, please contact:
Psych Matter PLLC
Email: patientservices@psychmatter.com
Phone: 801-918-6038
Address: 938 S University Park Blvd Suite 200 Clearfield UT 84015

13. Notice of Privacy Practices (HIPAA)
This Privacy Policy is intended to supplement our formal HIPAA Notice of Privacy Practices which is signed upon becoming a new patient of Psych Matter PLLC. Upon request, we will provide a full Notice detailing:

• How your PHI may be used and disclosed

• Your rights under HIPAA

• Our legal obligations
   

14. Disclaimer
This document is provided for general informational purposes and is not a substitute for legal advice. Psych Matter PLLC should consult qualified healthcare and privacy counsel to ensure full compliance with federal and state laws.