Notice of Privacy Practices

Effective date: September 8, 2026

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.

This notice applies to Mind Over Matter Nursing Inc., doing business as Mind Over Matter Mental Health Group. For questions, copies, privacy requests, or complaints, contact Lori Vasquez at lori@mindovermattercare.com or (949) 569-5197, or write to 901 Dove Street, Suite 160, Newport Beach, CA 92660. Ask the practice for a secure way to send sensitive records.

Our responsibilities

We are required to protect the privacy of your protected health information, provide this notice, and follow the privacy practices currently in effect. We will notify affected individuals of a breach of unsecured protected health information as required by law.

Health information is used for patient care and related practice responsibilities described below. We do not sell your information or use it for unrelated marketing. Uses and disclosures not described in this notice require your written authorization unless otherwise permitted or required by law. You may revoke an authorization in writing, except to the extent we have already acted on it or another legal exception applies.

Treatment, payment, and practice operations

Treatment: We may use and share information as permitted by law to evaluate, treat, prescribe, coordinate care, and consult with professionals involved in your care. For example, we may communicate with a treating provider or pharmacy, or consult a collaborating clinician about your treatment.

Payment: We may use and share necessary information to bill for services, obtain payment, verify benefits, or request authorization from your health plan, subject to applicable restrictions. For example, a claim may identify the service provided and its diagnosis.

Operations: We may use and share information to schedule care, maintain records, support clinical documentation, review quality, train personnel, and run the practice. Vendors that handle protected health information on our behalf must meet applicable privacy and contractual requirements. This may include designated patient-portal, communications, clinical-documentation, and billing services.

We may contact you about appointments, your care, or care-related options. Tell us your communication preferences. General email and text messages can have privacy risks; use the practice-designated secure channel for clinical messages. Portals and messages are not emergency services.

People involved in your care

As permitted by law, we may share relevant information with a family member, friend, or other person involved in your care or payment when you agree, have an opportunity to object and do not object, or another permitted basis applies. If you cannot express a preference, a limited disclosure may be made using professional judgment when in your best interest. Tell us whom you want involved and any limits you request.

Other permitted or required disclosures

Subject to the conditions and limits in applicable law, information may be disclosed for required reporting; public health and safety, including suspected abuse or serious threats; health oversight; workers' compensation; legally authorized government functions; and properly supported court, administrative, or law-enforcement requests. A request alone does not remove applicable confidentiality protections. We may provide information to privacy regulators when required. We do not use or disclose your information for research without your authorization.

California law and other laws may provide stronger protections than HIPAA for particular records or circumstances. We follow those protections, including any required consent or legal exception for sensitive mental health, substance-use, HIV-related, or minor-patient information. A parent or representative's access may be limited by applicable law.

Psychotherapy notes and substance-use records

Psychotherapy notes, as specifically defined by HIPAA, have additional protections and generally require your written authorization for use or disclosure, with limited legal exceptions. They are different from ordinary clinical progress notes.

Some substance use disorder records are protected by 42 CFR Part 2. Where those protections apply, we follow their consent and disclosure limits even when HIPAA would otherwise permit disclosure. Such records will not be used or disclosed in civil, criminal, administrative, or legislative investigations or proceedings against you without your written consent or a court order and a subpoena as permitted by law. Information disclosed with authorization may be redisclosed by a recipient and may no longer be protected by HIPAA; Part 2 and other applicable restrictions can still apply. We do not use patient information for fundraising.

Your privacy rights

Access: You may request inspection or an electronic or paper copy of medical and billing information used to make decisions about you, subject to legal exceptions. Contact us to submit a request. We respond within applicable legal deadlines and may charge only fees permitted by law. If access is denied, we explain the reason and any available review rights.

Corrections: You may request an amendment in writing, explaining what you believe is inaccurate or incomplete. We may deny a request on a permitted basis, but will explain the decision in writing and tell you about your right to submit a disagreement.

Confidential communication: You may request that we contact you in a particular way or at a different location. We accommodate reasonable requests.

Restrictions: You may ask us to limit certain uses or disclosures for treatment, payment, or operations. We are not required to accept every request unless the law requires it. If you pay for a service entirely out of pocket and request that we not disclose it to your health plan for payment or operations, we honor that request unless disclosure is required by law.

Accounting: You may request a list of disclosures that are subject to accounting requirements for up to the preceding six years. The list generally excludes treatment, payment, operations, authorized disclosures, and other legal exceptions. One accounting in a 12-month period is free; any additional fee must be allowed by law. Additional rules may apply to Part 2 records.

Notice and representatives: You may obtain a paper copy of this notice even if you accepted an electronic copy. A legally authorized personal representative may exercise applicable rights after we verify their authority, subject to legal exceptions.

Complaints: Contact the practice using the details above if you believe your privacy rights were violated. You may also complain to the U.S. Department of Health and Human Services Office for Civil Rights at www.hhs.gov/hipaa/filing-a-complaint/index.html, by calling 1-877-696-6775, or by writing to 200 Independence Avenue SW, Washington, DC 20201. We will not retaliate for a privacy complaint.

Changes and copies

We may revise this notice, and revised terms may apply to information we already hold as well as information received later, as permitted by law. The current notice will be available on our website, at the practice, and on request, with its effective date. Our Website Privacy Policy separately explains information collected through the public website.