This notice explains how your protected health information may be used, disclosed, and safeguarded by Renewal of the Mind.
Last Updated: June 2026
Renewal of the Mind is committed to protecting your privacy and complying with the Health Insurance Portability and Accountability Act (HIPAA). This notice describes how we may use and disclose your protected health information (PHI), as well as your rights regarding that information.Protected health information includes information that identifies you and relates to your physical or mental health, healthcare services received, or payment for healthcare services.
HIPAA Protection
Your health information is protected under federal privacy laws designed to safeguard personal medical information and ensure confidential treatment.
We value the trust you place in us and are committed to protecting your personal and health information.
Our privacy practices are designed to ensure:
Privacy First
Your confidentiality remains a priority in everything we do.
Secure Handling
We protect your information through administrative, technical, and physical safeguards.
Ethical Standards
We follow professional counseling ethics and applicable privacy regulations.
Confidential Care
Your health information is handled securely and only shared when appropriate and legally permitted.
The following types of information may be collected, maintained, used, or disclosed as part of your care.
Information Type
Examples
Contact Information
Name, phone number, email address, mailing address
Medical Information
Diagnosis, treatment plans, progress notes, assessments
Insurance Information
Insurance provider, policy number, coverage details
Appointment Records
Appointment dates, cancellations, attendance history
Payment Information
Billing records, payment history, invoices
We may use or disclose your protected health information for the following purposes:
Treatment
To provide, coordinate, and manage your healthcare services.
Payment
To verify insurance coverage, submit claims, and process payments.
Healthcare Operations
To improve practice operations, staff training, quality assurance, and compliance activities.
Legal Requirements
When required by law, court order, public health requirements, or government agencies.
Your information may be used to provide appropriate care and coordinate treatment among healthcare professionals involved in your care.
Examples include:
Example
Your therapist may review information from previous sessions to support continuity of care and provide informed treatment recommendations.
We may use your protected health information for billing and payment-related activities.
This may include:
We Protect Billing Information
We limit access to billing information and maintain safeguards to help protect sensitive financial and insurance-related data.
Healthcare operations help us maintain a high standard of care and improve the services we provide.
Activities may include:
Quality Improvement
Reviewing practice performance and service effectiveness.
Staff Training
Supporting professional development and supervision.
Compliance & Audits
Ensuring adherence to legal, ethical, and regulatory requirements.
Practice Management
Managing scheduling, technology, administration, and operational processes.
These activities help us deliver safe, effective, and high-quality care.
You have important rights regarding your protected health information.
Access Records
Request access to your health information and obtain copies when permitted by law.
Request Amendments
Ask us to correct information you believe is incomplete or inaccurate.
Request Restrictions
Request limits on how we use or disclose your information.
Confidential Communications
Ask us to communicate with you through specific methods or locations.
Accounting of Disclosures
Request a record of certain disclosures made outside of treatment, payment, or healthcare operations.
Paper Copy
Request a printed copy of this notice at any time.
You may request that we communicate with you through specific channels or at specific locations.
This may include:
We will make reasonable efforts to accommodate your requests whenever possible.
If you believe your privacy rights have been violated, you may file a complaint without fear of retaliation.
You may contact:
Practice Privacy Officer
Renewal of the Mind
OR
U.S. Department of Health & Human Services
Office for Civil Rights (OCR)
Filing a complaint will not affect your access to treatment or services.
Important Notice
We will not retaliate against you for filing a complaint or exercising your privacy rights.
If you have questions about this notice or would like additional information regarding our privacy practices, please contact us.
Privacy Officer
Renewal of the Mind
Address
3900 Jermantown Rd., Suite 460, Fairfax, VA 22030
Phone
(703) 865-6916
info@vapsychotherapy.com
Office Hours
Monday – Sunday
8:00 AM – 7:00 PM
