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.
Effective date: October 27, 2026. Privacy Officer: call 737-279-7505 or email admissions@heartwoodrecovery.com.
Our duties
Heartwood Recovery is required by law to keep your protected health information private, give you this notice of our legal duties and privacy practices, follow the notice currently in effect, and tell you if there is a breach of your unsecured information.
Substance use disorder records (42 CFR Part 2)
Records of substance use disorder treatment we provide are protected by federal law (42 CFR Part 2) in addition to HIPAA. We generally need your written consent to disclose them, with limited exceptions such as medical emergencies. They cannot be used or disclosed in any civil, criminal, administrative or legislative proceeding against you unless you give specific written consent or a court issues an order that meets Part 2 requirements. One consent can cover treatment, payment and health care operations. You may report a violation to our Privacy Officer or to the U.S. Department of Health and Human Services Office for Civil Rights (see Complaints below).
How we may use and disclose your information
- Treatment: to provide, coordinate or manage your care.
- Payment: to bill and collect payment, for example verifying coverage with your insurer.
- Health care operations: to run our programs, for example quality review and training.
- Other permitted uses: as required by law, public health, abuse or neglect reporting, health oversight, legal proceedings, law enforcement as permitted, to prevent a serious threat to health or safety, and workers’ compensation.
- Uses that need your written authorization: most uses of psychotherapy notes, marketing and sale of your information. You can revoke an authorization in writing at any time.
Your rights
- See and get a copy of your records.
- Ask us to correct information you believe is wrong.
- Get an accounting of certain disclosures.
- Ask for limits on certain uses and disclosures. We must agree if you pay in full out of pocket and ask us not to tell your health plan, unless the law requires otherwise.
- Ask us to contact you in a confidential way, for example at a different phone number.
- Be notified of a breach of your unsecured information.
- Get a paper copy of this notice any time.
Complaints
If you believe your privacy rights were violated, contact our Privacy Officer: call 737-279-7505 or email admissions@heartwoodrecovery.com. You can also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights through the OCR complaint portal. We will not retaliate against you for filing a complaint.
Changes
We may change this notice, and the change will apply to information we already hold. The current version is posted on our website and available on request.
