Privacy Policy

Effective Date: April 28th, 2026
1. Introduction
Every Rose Psychiatry (“we,” “our,” or “us”) is committed to protecting the privacy and security of
our patients’ information. This Privacy Policy describes how we collect, use, disclose, and
safeguard your personal information and Protected Health Information (“PHI”) in compliance
with applicable laws, including the Health Insurance Portability and Accountability Act of 1996
(HIPAA).
2. Information We Collect
We collect information necessary to provide psychiatric evaluation, treatment, and related
services, including:
● Personal and Demographic Information: Name, date of birth, address, phone number,
email, and emergency contact information
● Health Information (PHI): Mental health history, medical history, diagnoses, treatment
plans, medications, and clinical notes
● Background Information: Personal, social, and family history relevant to treatment
● Insurance Information: Health insurance provider, policy details, and subscriber
information
● Payment Information: Co-pays, deductibles, and other payment details processed
securely through our electronic health record system
● Technical Information: IP address, browser type, and device information when
accessing our website or patient portal
3. How We Use Your Information
We use your information to:
● Provide psychiatric care, including medication management, Transcranial Magnetic
Stimulation (TMS), and Spravato treatment for treatment-resistant depression
● Conduct telehealth and in-person visits
● Communicate with you regarding appointments, treatment, and administrative matters
● Process billing, insurance claims, and payments
● Maintain accurate medical records
● Comply with legal and regulatory requirements
We use and disclose PHI only as permitted under HIPAA and applicable laws.
4. Telehealth and Electronic Health Records
We use TherapyNotes EHR, which includes the TherapyPortal telehealth platform, to:
● Schedule and conduct telehealth sessions
● Maintain electronic health records
● Collect patient intake information
● Process payments, including insurance co-pays and deductibles
This platform is designed to be HIPAA-compliant and employs safeguards to protect your
information.
5. HIPAA Compliance and Protection of PHI
We implement administrative, physical, and technical safeguards to protect PHI from
unauthorized access, use, or disclosure, in accordance with HIPAA.
We may use or disclose PHI:
● For treatment, payment, and healthcare operations
● To communicate with other healthcare providers involved in your care
● As required by law (e.g., court orders, public health reporting)
● To prevent or lessen a serious threat to health or safety
● With your written authorization when required
6. Sharing of Information
We do not sell your personal or health information.
We may share your information:
● With trusted service providers who assist in operating our practice (subject to
confidentiality obligations and, where applicable, HIPAA-compliant Business Associate
Agreements)
● With insurance companies for billing and reimbursement purposes
● When required by law or legal process
● To protect the rights, safety, and security of our patients, staff, or others
7. Data Security
We take reasonable and appropriate measures to safeguard your information, including secure
electronic systems and access controls. While we strive to protect your information, no method
of transmission over the Internet is completely secure.
8. Your Rights
Under HIPAA and applicable laws, you may have the right to:
● Access and obtain a copy of your medical records
● Request corrections to your information
● Request restrictions on certain uses or disclosures
● Request confidential communications
● Receive an accounting of disclosures
To exercise these rights, please contact us using the information below.
9. Cookies and Website Usage
Our website may use cookies or similar technologies to improve user experience and analyze
website traffic. These tools do not access your medical records.
10. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for their privacy
practices.
11. Changes to This Privacy Policy
We may update this Privacy Policy periodically. Updates will be posted on this page with a
revised effective date.
12. Contact Us
If you have questions about this Privacy Policy or your privacy rights, please contact us:
Every Rose Psychiatry
16510 N Florida Ave Suite 100 Lutz FL 33549
813-922-1532
[email protected]
NPP (separate) -
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.
Every Rose LLC (the “Practice”) 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 by contacting the Practice using the following information:
Every Rose LLC
16510 N Florida Ave
Lutz, FL 33549
813 -922-1532
• 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/.
• The Practice will not retaliate against you for filing a complaint.
To opt out of receiving fundraising communications.
• The Practice may contact you for fundraising efforts, but you can ask not to be contacted again.
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, and psychotherapy notes.
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, using the information above.
• The Practice will inform you if PHI is compromised in a breach.
Use and Disclosure of Substance Use Disorder Records Subject to 42 CFR Part 2:
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: (a) Medical Emergencies: to the extent necessary to treat
you, (b) Reporting Crimes on Program Premises, (c) Child Abuse Reporting: In connection with
incidents of
suspected child abuse or neglect to appropriate state or local authorities, and (d) Fundraising: We
will provide you with an opportunity to decline to receive
any fundraising communications prior to making such communications. You may revoke this consent
at any time.
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.
More information about regulations regarding the use and disclosure of medical records can be
found at the Center of Excellence for Protected Health Information website.
This Notice has been updated and is effective as of February 16th, 2026