Commitment to Confidentiality and PHI

We take the protection of Protected Health Information (PHI) seriously. All clinicians at Root & Return Wellness follow applicable federal and state privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA), to ensure your information is handled with care, integrity, and respect.

Information you share with us is used only for purposes related to providing services, responding to inquiries, coordinating care, and fulfilling legal and ethical obligations.

Information We May Collect

We may collect the following types of information through our website and forms:

• Contact information such as name, email address, and phone number
• Information submitted through therapy inquiry or general inquiry forms
• Insurance information provided during the intake process
• Any other information you voluntarily choose to share

Submitting information through our website does not establish a therapist-client relationship. A formal therapeutic relationship begins only after informed consent and intake procedures are completed.

How Your Information Is Used

Information collected may be used to:

• Respond to inquiries and schedule services
• Match clients with appropriate clinicians
• Provide therapy, consultation, or educational services
• Process billing and insurance claims when applicable
• Meet legal, ethical, and regulatory requirements

We do not sell, rent, or share your personal information for marketing purposes.

Storage and Security

We use secure, HIPAA-compliant platforms for electronic records, communication, and documentation whenever PHI is involved. Access to information is limited to clinicians and administrative personnel who require it to perform their professional roles.

While no electronic system can be guaranteed to be 100 percent secure, we take reasonable and appropriate measures to safeguard your information.

Communication and Email

Email and contact forms may not be fully secure. If you choose to communicate sensitive information electronically, you acknowledge the potential risks. Once you are an active client, clinicians will discuss secure communication options with you.

Disclosure of Information

Your information will not be disclosed without your written authorization except in circumstances required or permitted by law, such as:

• Risk of harm to yourself or others
• Suspected abuse or neglect of a child, elder, or vulnerable adult
• Court orders or other legal requirements

Your Rights

You have the right to:

• Request access to your records
• Request corrections to your information
• Receive information about how your data is used
• Ask questions about privacy practices

Additional rights will be outlined in the Notice of Privacy Practices provided during intake.

Your Right to a Good Faith Estimate

Under the No Surprises Act, you have the right to receive a Good Faith Estimate explaining how much your mental health care will cost if you do not have insurance or choose not to use insurance.

A Good Faith Estimate provides an expected cost of services based on information known at the time and is available upon request or during the intake process. This estimate is not a bill and may change if your care needs change.

If you receive a bill that is at least $400 more than your Good Faith Estimate, you may have the right to dispute the charges.

For questions about Good Faith Estimates, please contact us directly.

Insurance Information

Insurance acceptance varies by clinician. Many therapists at Root & Return Wellness accept the following plans:

• Medicaid / Husky
• Aetna
• Anthem Blue Cross Blue Shield
• Cigna
• UnitedHealthcare
• ConnectiCare

Insurance details will be confirmed during the intake process to ensure clarity and transparency.

Updates to This Policy

This Privacy Policy may be updated periodically to reflect changes in laws, regulations, or practice operations. The most current version will always be available on our website.

Contact

If you have questions about this Privacy Policy or our privacy practices, please contact us through the General Inquiry Form.

‍