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.

Larch Counseling, PLLC, is committed to protecting your privacy. The Practice is required by

federal law to maintain the privacy of Protected Health Information (“PHI”), which is

information that identifies or could be used to identify you. The Practice is required to

provide you with this Notice of Privacy Practices (this “Notice”), which explains the Practice's

legal duties and privacy practices and your rights regarding PHI that we collect and maintain.

YOUR RIGHTS

Your rights regarding PHI are explained below. To exercise these rights, please submit a

written request to the Practice at the address noted below.

To inspect and copy PHI

  • You can ask for an electronic or paper copy of PHI. The Practice may charge you a

    reasonable fee.

  • The Practice may deny your request if it believes the disclosure will endanger your life or

    another person's life. You may have a right to have this decision reviewed.

To amend PHI

  • You can ask to correct PHI you believe is incorrect or incomplete. The Practice may require

    you to make your request in writing and provide a reason for the request.

  • The Practice may deny your request. The Practice will send a written explanation for the

    denial and allow you to submit a written statement of disagreement.

To request confidential communications

  • You can ask the Practice to contact you in a specific way. The Practice will say “yes” to all

    reasonable requests.

To limit what is used or shared

  • You can ask the Practice not to use or share PHI for treatment, payment, or business

    operations. The Practice is not required to agree if it would affect your care.

  • If you pay for a service or health care item out-of-pocket in full, you can ask the Practice not

    to share PHI with your health insurer.

  • You can ask for the Practice not to share your PHI with family members or friends by stating

    the specific restriction requested and to whom you want the restriction to apply.

To obtain a list of those with whom your PHI has been shared

  • You can ask for a list, called an accounting, of the times your health information has been

    shared. You can receive one accounting every 12 months at no charge, but you may be

    charged a reasonable fee if you ask for one more frequently.

To receive a copy of this Notice

  • You can ask for a paper copy of this Notice, even if you agreed to receive the Notice

    electronically.

To choose someone to act for you

  • If you have given someone medical power of attorney or if someone is your legal guardian,

    that person can exercise your rights.

To file a complaint if you feel your rights are violated

  • .You can file a complaint with the U.S. Department of Health and Human Services Office for

    Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201,

    calling 1-877-696-6775, or visiting www.hhs.gov/ocr/privacy/hipaa/complaints/.

  • To file a complaint or exercise your rights, contact the practice using the information below:

Larch Counseling, PLLC

126 380th Avenue Grinnell, IA 50112

Jennifer Collins, LMHC

641-200-1546

OUR USES AND DISCLOSURES

1. Routine Uses and Disclosures of PHI

The Practice is permitted under federal law to use and disclose PHI, without your written

authorization, for certain routine uses and disclosures, such as those made for treatment,

payment, and the operation of our business. The Practice typically uses or shares your health

information in the following ways:

To treat you

  • The Practice can use and share PHI with other professionals who are treating you.

  • Example: Your primary care doctor asks about your mental health treatment.

To run the health care operations

  • The Practice can use and share PHI to run the business, improve your care, and contact you.

  • Example: The Practice uses PHI to send you appointment reminders if you choose.

To bill for your services

  • The Practice can use and share PHI to bill and get payment from health plans or other

    entities.

  • Example: The Practice gives PHI to your health insurance plan so it will pay for your services.

2. Uses and Disclosures of PHI That May Be Made Without Your Authorization or Opportunity to Object

The Practice may use or disclose PHI without your authorization or an opportunity for you to

object, including:

To help with public health and safety issues

  • Public health: To prevent the spread of disease, assist in product recalls, and report adverse

    reactions to medication.

  • Required by the Secretary of Health and Human Services: We may be required to disclose

    your PHI to the Secretary of Health and Human Services to investigate or determine our

    compliance with the requirements of the final rule on Standards for Privacy of Individually

    Identifiable Health Information.

  • Health oversight: For audits, investigations, and inspections by government agencies that

    oversee the health care system, government benefit programs, other government regulatory

    programs, and civil rights laws.

  • Serious threat to health or safety: To prevent a serious and imminent threat.

  • Abuse or Neglect: To report abuse, neglect, or domestic violence.

To comply with law, law enforcement, or other government requests

  • Required by law: If required by federal, state or local law.

  • Judicial and administrative proceedings: To respond to a court order, subpoena, or

    discovery request.

  • Law enforcement: For law locate and identify you or disclose information about a victim of a

    crime.

  • Specialized Government Functions: For military or national security concerns, including

    intelligence, protective services for heads of state, or your security clearance.

  • National security and intelligence activities: For intelligence, counterintelligence, protection

    of the President, other authorized persons or foreign heads of state, for purpose of

    determining your own security clearance and other national security activities authorized by

    law.

  • Workers' Compensation: To comply with workers' compensation laws or support claims.

To comply with other requests

  • Coroners and Funeral Directors: To perform their legally authorized duties.

  • Organ Donation: For organ donation or transplantation.

  • Research: For research that has been approved by an institutional review board.

  • Inmates: The Practice created or received your PHI in the course of providing care.

  • Business Associates: To organizations that perform functions, activities or services on our

    behalf.

3. Uses and Disclosures of PHI That May Be Made With Your Authorization or Opportunity to

Object

Unless you object, the Practice may disclose PHI:

  • To your family, friends, or others if PHI directly relates to that person's involvement in your

    care.

  • If it is in your best interest because you are unable to state your preference.

4. Uses and Disclosures of PHI Based Upon Your Written Authorization

The Practice must obtain your written authorization to use and/or disclose PHI for the

following purposes:

  • Marketing,

  • Sale of PHI, or

  • Psychotherapy notes.

5. Use and Disclosure of Substance Use Disorder Records Subject to 42 CFR Part 2:

(A) If applicable, your substance use disorder (“SUD”) records are protected by federal law

under 42 C.F.R. Part 2 (“Part 2”). This law provides extra confidentiality protections and

requires a separate patient consent for the use and disclosure of SUD counseling notes. Each

disclosure made with patient consent must include a copy of the consent or a clear

explanation of the scope of the consent. It must also be accompanied by a written notice

containing the language in 42 CFR Part 2.32(a). Disclosure of these records requires your

explicit written consent, except in limited circumstances such as:

  • Medical Emergencies: to the extent necessary to treat you

  • Reporting Crimes on Program Premises

  • Child Abuse Reporting: In connection with incidents of suspected child abuse or neglect to

    appropriate state or local authorities

You may revoke this consent at any time

(B) Prohibitions on Use and Disclosure of Part 2 Records:

SUD records received from programs subject to Part 2, or testimony relaying the content of

such records, shall not be used or disclosed in civil, criminal, administrative, or legislative

proceedings against you unless based on your written consent, or a court order after notice

and an opportunity to be heard is provided to you or the holder of the record, as provided in

Part 2. A court order authorizing use or disclosure must be accompanied by a subpoena or

other legal requirement compelling disclosure before the requested SUD record is used or

disclosed. If SUD records are disclosed to us or our business associates pursuant to your

written consent for treatment, payment, and healthcare operations, we or our business

associates may further use and disclose such health information without your written

consent to the extent that the HIPAA regulations permit such uses and disclosures,

consistent with the other provisions in this Notice regarding PHI.

You may revoke your authorization, at any time, by contacting the Practice in writing, using

the information above. The Practice will not use or share PHI other than as described in

Notice unless you give your permission in writing.

OUR RESPONSIBILITIES

  • The Practice is required by law to maintain the privacy and security of PHI.

  • The Practice is required to abide by the terms of this Notice currently in effect. Where more

    stringent state or federal law governs PHI, the Practice will abide by the more stringent law.

  • The Practice reserves the right to amend Notice. All changes are applicable to PHI collected

    and maintained by the Practice. Should the Practice make changes, you may obtain a revised

    Notice by requesting a copy from the Practice or by using the information above.

  • The Practice will inform you if PHI is compromised in a breach.

This Notice is effective on March 1, 2026.