Privacy Policy (HIPAA Notice of Privacy Practices)

Effective Date: July 30, 2025

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.

Who We Are

“SHIELD,” “we,” and “our” means SHIELD Psychiatry PLLC, a Florida pediatric & young-adult telepsychiatry practice (ages ~5–25). We provide psychiatric evaluation, medication management, psychotherapy (including CBT-I), and parent coaching via secure telehealth and limited in-person care.

Your Rights

  • Access. Get an electronic or paper copy of your medical record and other health information. We will provide it within required timeframes and may charge a reasonable fee.
  • Amend. Ask us to correct your record if it is incomplete or inaccurate. If we deny, we’ll explain in writing and tell you how to add a statement of disagreement.
  • Confidential communications. Ask us to contact you in a specific way or at a different address. We will accommodate reasonable requests.
  • Restrictions. Ask us to limit what we use or share. We’ll consider your request and tell you if we can comply. If you pay in full out-of-pocket for a service, you may request we not share that item with your health plan.
  • Accounting. Request a list of certain disclosures for up to six years prior, excluding treatment, payment, health-care operations, and certain other disclosures.
  • Copy of this notice. You can ask for a paper copy anytime, even if you agreed to receive it electronically. The most current version is posted on our website.
  • Representation. If you have a medical power of attorney or are a legal guardian, you may exercise the patient’s rights once we verify authority.
  • Complaints without retaliation. You may complain to us and/or to the U.S. Department of Health & Human Services, Office for Civil Rights (OCR).

Your Choices

  • Family & others involved in care. With your permission (or as otherwise allowed), we may share information with people involved in your care or for disaster relief.
  • Marketing & sale of PHI. We will not use your information for marketing or sell your information without your written authorization.
  • Psychotherapy notes. We will not use or disclose psychotherapy notes without your written authorization, except as permitted by law.
  • Fundraising. We do not use PHI for fundraising.

Our Uses & Disclosures

We typically use or share your health information in the following ways:

  • Treatment. Coordinate or manage your care with other professionals (e.g., pediatricians, therapists; schools/colleges when authorized).
  • Payment. Bill for services, verify benefits, or provide superbills upon your request (we primarily operate cash-pay).
  • Health-care operations. Run our practice, improve quality, train staff, conduct audits, accreditation, and business management.
Other reasons we may share your information:
  • Public health & safety. Disease reporting, suspected abuse/neglect, adverse events, preventing serious threats.
  • Health oversight. Audits, investigations, inspections, and licensure.
  • Law enforcement & legal process. Court orders, subpoenas, warrants, or as required by law.
  • Coroners/medical examiners/funeral directors, organ or tissue donation (as applicable).
  • Workers’ compensation, disability, or similar programs as permitted by law.
  • Research with required approvals and safeguards.
  • Special government functions (national security/protective services) when required.

Authorizations & Revocation

Uses and disclosures of PHI not described here will be made only with your written authorization. You may revoke an authorization at any time in writing, except to the extent we have already relied on it or as otherwise permitted by law.

Minors, Parents & Guardians (Pediatric Telehealth)

  • Consent. A parent or legal guardian generally must consent to a minor’s care and to PHI disclosures, subject to Florida law and limited exceptions.
  • Adolescent confidentiality. Where permitted by law and clinical judgment, we respect adolescents’ confidentiality; serious risk of harm, abuse/neglect reporting, or legal duties may require disclosure.
  • Custody/dual households. We may require documentation of authority and consent from authorized custodians. We do not proceed where legal custodians disagree unless directed by law or court order.
  • Schools/colleges. We communicate with schools or disability services only with written authorization or as otherwise permitted by law (FERPA may govern school records).

Telehealth, Security & PracticeQ (EHR & Patient Portal)

  • Platforms. We use PracticeQ (IntakeQ) as our HIPAA-aligned electronic health record, scheduling, forms, messaging, billing, and telehealth portal. PracticeQ acts as our Business Associate under a Business Associate Agreement (BAA).
  • Data handling. PHI may be created, received, stored, or transmitted within PracticeQ systems and integrated services (e-prescribing, payment processors, telehealth video). PHI is encrypted in transit and at rest where supported by the vendor.
  • Your responsibilities. Use updated devices/software, a private setting, and a secure network during sessions. Limit sensitive details over regular email/text; use the PracticeQ portal for clinical questions when possible.
  • Record retention. We retain records in accordance with Florida law and professional standards; for minors, retention extends beyond the age of majority.
  • No session recording. You agree not to record sessions without written permission.

Website Privacy, Cookies & Analytics

  • We use basic site analytics and cookies to improve performance and experience; PHI is not stored in cookies or analytics tools.
  • Links to external sites have their own privacy policies; we are not responsible for third-party content or practices.
  • You can control cookies via your browser settings; disabling them may affect site functionality.

Our Duties & Breach Notification

  • We are required by law to maintain the privacy and security of your PHI and to provide this notice of our legal duties and privacy practices.
  • We will notify you without unreasonable delay, as required by law, following a breach of unsecured PHI.
  • We will follow the practices described in this notice and will not use or share your information other than as described here unless you authorize us in writing.

Changes to This Notice

We may change this notice at any time. The revised notice will apply to all PHI we maintain and will be posted on our website with a new effective date. Paper copies are available upon request.

Questions, Requests, or Complaints

If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health & Human Services, Office for Civil Rights (OCR). We will not retaliate against you for filing a complaint.

This notice is for informational purposes and not legal advice. Nothing herein creates a private right of action beyond those available under applicable law.

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