NOTICE OF PRIVACY PRACTICES
The OCD Clinics
Effective Date: January 15, 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.
OUR COMMITMENT TO YOUR PRIVACY
We are committed to protecting the privacy of your health information. We are required by law to:
- Maintain the privacy of your protected health information
- Provide you with this notice of our legal duties and privacy practices
- Follow the terms of this notice
- Notify you if a breach occurs that may have compromised the privacy or security of your information
Protected Health Information (PHI) means information about you, including demographic information, that may identify you and relates to your past, present, or future physical or mental health condition and related health care services.
HOW WE MAY USE AND DISCLOSE YOUR HEALTH INFORMATION
For Treatment, Payment, and Health Care Operations
We may use and disclose your PHI without your written authorization for:
Treatment: To provide, coordinate, or manage your counseling and related services, including consultations with other health care providers.
Example: We may share your information with a psychiatrist to coordinate medication management with your therapy.
Payment: To bill and collect payment for services provided.
Example: We may disclose your diagnosis, treatment dates, and services provided to your health insurance company.
Health Care Operations: For quality assessment and improvement, training, and business planning.
Example: We may use your information for case consultation with clinical supervisors.
Special Protections for Psychotherapy Notes
Psychotherapy notes are notes recorded during a counseling session that are kept separate from your medical record. Most uses and disclosures of psychotherapy notes require your written authorization. We will not use or disclose your psychotherapy notes without your authorization except:
- For our own training programs
- To defend ourselves in legal proceedings brought by you
- When required by law
- To avert a serious and imminent threat to health or safety
- For HHS to investigate our HIPAA compliance
Special Provisions for Substance Use Disorder (SUD) Records
If we receive information about you from a substance use disorder treatment program covered by 42 CFR Part 2:
- If received through a general consent for treatment, payment, or health care operations, we may use and disclose those records for the same purposes described in this Notice.
- If received through specific consent, we will use and disclose the records only as permitted by that consent.
- Important: We will not use or disclose Part 2 records in any civil, criminal, administrative, or legislative proceedings against you, unless authorized by your written consent that complies with 42 CFR Part 2 or pursuant to a qualifying court order.
Other Uses and Disclosures Without Your Authorization
Required by Law: When required by federal, state, or local law.
Public Health Activities: To prevent or control disease, report child abuse or neglect, report adverse reactions to medications, or notify persons exposed to communicable diseases.
Texas Law: Under Texas Family Code §261.101, we are required to report suspected abuse or neglect of children.
Abuse, Neglect, or Domestic Violence: To appropriate authorities if we reasonably believe you are a victim of abuse, neglect, or domestic violence.
Health Oversight Activities: To health oversight agencies for audits, investigations, inspections, or licensure.
Judicial and Administrative Proceedings: In response to a court order or lawfully issued subpoena.
Law Enforcement: In limited circumstances, such as in response to a court order or to prevent or lessen a serious threat to health or safety.
To Avert a Serious Threat: When necessary to prevent or lessen a serious and imminent threat to your health or safety or the health or safety of another person or the public.
Example: If we have reason to believe you are at imminent risk of harming yourself or others, we may disclose information to prevent harm.
Business Associates: To contractors who perform services for us, under written contracts requiring them to protect your privacy.
Appointment Reminders: To contact you to remind you of appointments or inform you about treatment alternatives.
Individuals Involved in Your Care: To a family member, friend, or other person you identify who is involved in your care, with your agreement or opportunity to object. If you are not present or incapacitated, we will determine whether disclosure is in your best interest.
Uses and Disclosures Requiring Your Authorization
The following require your written authorization:
- Most uses and disclosures of psychotherapy notes
- Uses for marketing purposes
- Disclosures that constitute a sale of PHI
- Other uses not described in this notice
You may revoke your authorization in writing at any time, except to the extent we have already relied on it.
SPECIAL CONSIDERATIONS FOR MINORS UNDER TEXAS LAW
Minor Consent for Counseling
Under Texas Family Code §32.004, a minor may consent to counseling without parental consent for:
- Suicide prevention
- Chemical or drug addiction or dependency
- Sexual, physical, or emotional abuse
When a minor consents to their own treatment, we may inform the minor’s parents or guardian of the treatment, but are not required to do so.
Parental Access to Minor’s Records
Under Texas Family Code §153.073, unless limited by court order, a parent appointed as conservator generally has the right to access their child’s counseling records.
Exception: Under Texas Health & Safety Code §§611.004 and 611.0045, we may deny access to any portion of a record if we determine that release would be harmful to the minor’s physical, mental, or emotional health. If we deny access, we will follow required legal procedures.
We will obtain and review any custody agreements or court orders before providing services to a minor.
YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION
Right to Access Your Records
You have the right to inspect and obtain a copy of your health information. Submit a written request to our Privacy Officer. We will respond within 30 days and may charge a reasonable, cost-based fee for copies.
Right to Request an Amendment
If you believe information in your record is incorrect or incomplete, you may request an amendment in writing. We will respond within 60 days. We may deny your request if the information is accurate and complete or was not created by us.
Right to an Accounting of Disclosures
You may request a list of certain disclosures we have made of your PHI during the six years prior to your request. This does not include disclosures for treatment, payment, health care operations, or disclosures made to you. The first accounting within a 12-month period is free.
Right to Request Restrictions
You may request restrictions on how we use or disclose your PHI. We are not required to agree to your request, except:
Special Right: If you pay out-of-pocket in full for a service and request that we not disclose information about that service to your health plan, we must honor that request unless required by law to disclose.
Right to Confidential Communications
You may request that we communicate with you by alternative means or at alternative locations (e.g., only at work or only by mail). We will accommodate reasonable requests. Submit your request in writing to our Privacy Officer.
Right to a Paper Copy of This Notice
You may obtain a paper copy of this notice at any time, even if you agreed to receive it electronically.
Right to Be Notified of a Breach
You will be notified in writing within 60 days if a breach occurs that may have compromised your PHI.
REDISCLOSURE WARNING
Once we disclose your health information, we cannot guarantee the recipient will not redisclose it. Once redisclosed, the information may no longer be protected by HIPAA. However, substance use disorder treatment records from Part 2 Programs remain subject to Part 2 redisclosure protections.
CHANGES TO THIS NOTICE
We reserve the right to change this notice. If we make material changes, we will provide you with the revised notice and post it in our office and on our website. The current notice is always available upon request.
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 and Human Services.
To file a complaint with us:
Jay Jeter, Privacy Officer
The OCD Clinics
1111 N. Walnut Ave. Ste 302
New Braunfels, Texas 78130
Phone: 830-237-5724
Email: clinicalteam@theocdclinics.com
To file a complaint with HHS:
U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue, S.W.
Room 509F, HHH Building
Washington, D.C. 20201
Toll-Free: 1-877-696-6775
Website: www.hhs.gov/ocr/privacy/hipaa/
You will not be penalized or retaliated against for filing a complaint.
QUESTIONS AND CONTACT INFORMATION
If you have questions about this notice or our privacy practices:
Privacy Officer:
Jay Jeter
The OCD Clinics
1111 N. Walnut Ave. Ste 302
New Braunfels, Texas 78130
Phone: 830-237-5724
Email: clinicalteam@theocdclinics.com
ACKNOWLEDGMENT OF RECEIPT
You will be asked to sign an acknowledgment of receipt of this Notice. Your signature is not a condition of treatment, but we are required to make a good faith effort to obtain it.
This Notice complies with HIPAA, the HITECH Act, 42 CFR Part 2 regulations, and Texas state laws including Texas Health & Safety Code Chapter 611 and Texas Family Code Chapters 32 and 153.
