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HIPAA Notice of Privacy Practices

1. HIPAA Notice of Privacy Practices

Orchid Psychiatry, LLC

Effective Date: November 11, 2025.

Your Rights, Your Information, Our Responsibilities

This Notice describes how your medical information may be used and disclosed, and how you can access this information. Please review it carefully.

When you receive services from Orchid Psychiatry, LLC (“we,” “our,” “the Practice”), you are protected under the Health Insurance Portability and Accountability Act (HIPAA).

Your Rights

You have the right to:

1. Get a copy of your medical record

You may request to view or obtain an electronic or paper copy of your health record.

2. Request a correction

If you believe something is incorrect or incomplete, you may request an amendment.

3. Request confidential communications

You may request that we contact you using certain methods (e.g., phone, email) or at specific locations.

4. Request restrictions

You may ask us not to use or share certain information for treatment, payment, or operations.

We are not required to agree to all requests, but we will review each one.

5. Get a list of disclosures

You may request a list of when your information was shared and why.

6. Receive a paper or electronic copy of this Notice

You may request a copy at any time.

7. Choose someone to act for you

If someone is legally authorized (e.g., medical power of attorney), we will work with that person.

8. File a complaint

If you feel your privacy rights have been violated, you may file a complaint with:

  • Our practice (contact information below)

  • The U.S. Department of Health and Human Services (HHS) Office for Civil Rights

We will not retaliate for filing a complaint.

Your Choices

You may choose whether we share your information in the following circumstances:

  • Family or friends involved in your care

  • Disaster relief situations

  • Including your information in a patient directory (if one exists)

  • Contacting you for fundraising (we currently do not engage in fundraising)

You can withdraw your consent at any time in writing.

How We Use and Disclose Your Information

We typically use or share your information for:

1. Treatment

We use your medical information to provide psychiatric care, diagnosis, medication management, and treatment planning.

This includes sharing information with other providers involved in your care, if applicable.

2. Payment

We use and disclose information to receive payment for your care.

Examples: charging your credit card, billing for services rendered, processing checks.

3. Healthcare Operations

We may use information for practice management, quality improvement, training, and administrative functions.

Other Ways We May Use or Share Your Information

We may use or disclose your information without authorization when required by law, including:

  • Public health reporting

  • Abuse, neglect, or violence reporting

  • Health oversight activities

  • Law enforcement or court orders

  • Research (under HIPAA-approved conditions)

  • Serious threats to health or safety

  • Workers’ compensation

  • Coroner, medical examiner, or funeral director needs

Our Responsibilities

We are required to:

  • Protect the privacy and security of your Protected Health Information (PHI)

  • Provide you with this Notice

  • Notify you if a breach occurs that may have compromised your information

  • Follow the duties and privacy practices described in this Notice

We will not use your information for:

  • Marketing

  • Sales of personal information

  • Psychotherapy notes (unless allowed by law)

unless you provide written authorization.

Telehealth Privacy

Since Dr. Sharma primarily provides care online using platforms such as Doxy.me, your telehealth sessions are protected by:

  • Encrypted, HIPAA-compliant video

  • No recording of sessions

  • Secure data transmission

  • Business Associate Agreements (as required)

Contact Information

If you have questions or want to exercise your rights, contact:

Orchid Psychiatry, LLC

Attn: Privacy Officer

St. Louis, Missouri

Email: office@orchidpsychiatrystl.com

Phone: (314) 266-8308‬

Filing a Complaint

To file a complaint with HHS:

Office for Civil Rights

U.S. Department of Health & Human Services

https://www.hhs.gov/ocr/privacy/hipaa/complaints/

Changes to This Notice

We may update this Notice at any time. The effective date at the top indicates the most recent version.

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