Notice of Privacy Practices
This notice describes how medical information about you may be used and disclosed and now you can get access to this information. Please read it carefully.
Sioux Falls Psychological Services / Stronghold Counseling is committed to protecting your health information and complying with applicable federal and state privacy laws.
YOUR RIGHTS
When it comes to your health information, you have certain rights.
Get a copy of your health information. You may ask to see or receive a copy of your health information, including your medical or mental health record and, when applicable, billing or claims information. We will respond to your request as required by law and may charge a reasonable, cost-based fee as permitted by law.
Ask us to correct your health information. You may ask us to correct information you believe is incorrect or incomplete. If we deny your request, we will explain why in writing and tell you how to disagree with our decision, when applicable.
Request confidential communications. You may ask us to contact you in a specific way or at a specific location. We will say “yes” to reasonable requests.
Ask us to limit what we use or share. You may ask us to limit how we use or share your health information for treatment, payment, or health care operations. We are not required to agree to all requests. If you pay for a service completely out-of-pocket, you may ask us not to share information about that service with your health insurance plan. We will agree unless the law requires us to share it.
Get a list of certain disclosures. You may ask for an accounting of certain disclosures of your health information made during the six years before your request. One accounting in a 12-month period is provided without charge; additional requests may be subject to a reasonable, cost-based fee.
Get a copy of this notice. You may request a paper copy at any time. The current notice is also available in our office and on our website.
Choose someone to act for you. A person with legal authority to act as your personal representative, such as someone with medical power of attorney or legal guardianship, may exercise your rights on your behalf. We will verify their legal authority.
File a complaint. You may file a complaint with us or with the U.S. Department of Health and Human Services, Office for Civil Rights. We will not retaliate against you for filing a complaint.
HOW WE MAY USE AND DISCLOSE YOUR HEALTH INFORMATION
We may use or share your health information without your written authorization when permitted or required by law for the following purposes:
Treatment. We may use and share your health information with health care providers involved in your treatment or care coordination. For example, we may share relevant information with another provider involved in your care.
Payment. We may use or share your health information to bill for services, process claims, obtain payment, or determine coverage. For example, we may provide information to your health plan to process a claim.
Health care operations. We may use or share your health information to operate our practice, improve services, provide training and supervision, conduct billing and audits, and meet legal and regulatory requirements. For example, we may review the quality of services provided or use information as part of provider training and supervision. We may share information with business associates who provide services on our behalf and are required to protect your information.
Appointments and communications. We may contact you about appointments, scheduling, treatment, billing, or other matters related to your care by telephone, voicemail, text, email, patient portal, mail, or other reasonable means. You may request confidential communications if you have concerns about a particular method.
Other disclosures. We generally obtain your written authorization before communicating your health information to family members, friends, or other third parties. We may disclose information without authorization when permitted or required by law, as described in this notice.
USES AND DISCLOSURES REQUIRING YOUR AUTHORIZATION
Some uses and disclosures of your health information require your written authorization. We do not use or disclose your health information for marketing purposes or sell your health information. You may revoke an authorization in writing at any time, although revocation will not affect information already used or disclosed based on your authorization.
OTHER USES AND DISCLOSURES PERMITTED OR REQUIRED BY LAW
We may use or disclose your health information without your written authorization when permitted or required by law, including:
Required by law. We may use or disclose your health information when required by federal or state law.
Emergencies and serious threats. We may disclose information when necessary to prevent or lessen a serious and imminent threat to the health or safety of you or others.
Public health and safety. We may disclose information for public health activities, to report certain conditions or adverse reactions or to report suspected abuse or neglect.
Health oversight and government activities. We may disclose information to government agencies for activities authorized by law, including audits, investigations, inspections, licensing, and oversight.
Law enforcement and legal proceedings. We may disclose information to law enforcement or in response to a court or administrative order, subpoena, or other lawful process when permitted or required by law.
Workers’ compensation. We may disclose information as necessary to comply with workers’ compensation laws.
Research. We may use or disclose your health information for research purposes when permitted by law and appropriate privacy protections are in place.
Other legally authorized disclosures. We may disclose information to coroners, medical examiners, or funeral directors; for organ, eye, or tissue donation; and for certain specialized government functions, when permitted or required by law.
SPECIAL PROTECTIONS FOR MENTAL HEALTH INFORMATION
Because we provide mental health services, we recognize that your mental health information may be particularly sensitive. We will protect and disclose this information in accordance with applicable federal and South Dakota laws and the professional and ethical requirements that apply to our providers. South Dakota law provides additional protections for information acquired in the course of providing mental health services and generally requires consent for disclosure except when disclosure is permitted or required by law. We do not create or maintain psychotherapy notes as defined by HIPAA. Our clinical records may include progress notes, treatment plans, assessments, diagnostic information, and other documentation maintained as part of your health record. This information is protected as described in this notice.
OUR RESPONSIBILITIES
We are required by law to:
- Maintain the privacy and security of your protected health information.
- Provide you with this notice and follow the privacy practices described in it.
- Notify you as required by law if a breach occurs that may have compromised the privacy or security of your information.
- Make the current notice available to you and provide a copy upon request.
We will comply with all applicable federal and South Dakota laws governing the privacy and confidentiality of your health information. We will not use or disclose your health information other than as described in this notice or as otherwise permitted or required by law. When your written authorization is required, we will obtain it before using or disclosing your information.
CHANGES TO THIS NOTICE
We may change our privacy practices and this notice. Any revised notice will apply to all health information we maintain about you. The current notice will be available in our office and on our website, and you may request a copy at any time.
HOW TO CONTACT US
If you have questions about this notice, want to exercise your privacy rights, or have a concern about the use or disclosure of your health information, please contact:
Sioux Falls Psychological Services / Stronghold Counseling
Attn: Privacy Officer
2109 S Norton Ave
Sioux Falls, SD 57105
Phone: 605-334-7713
Email: [email protected]
You may also submit a written request to the address above.
HOW TO FILE A COMPLAINT
If you believe your privacy rights have been violated, you may file a complaint with us using the contact information provided above. You may also file a complaint online through the Office for Civil Rights at the U.S. Department of Health and Human Services. We will not retaliate against you for filing a complaint.
EFFECTIVE DATE
This Notice of Privacy Practices is effective September 1, 2026.