Notice of Privacy Practices

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 Follows This Notice

This Notice of Privacy Practices ("Notice") describes the privacy practices of Gabrielle Green-Oakes, Psy.D., doing business as Green-Oakes Psychological Services & Consulting ("Practice," "I," or "me"). I am required by the Health Insurance Portability and Accountability Act ("HIPAA") and applicable Virginia law to maintain the privacy of your Protected Health Information ("PHI"), provide you with this Notice, and abide by its terms.

What Is Protected Health Information

Protected Health Information is individually identifiable information about your physical or mental health, the services you receive, or payment for those services. Mental health records, also called psychotherapy notes in certain contexts, receive heightened protection under HIPAA and Virginia law.

Uses and Disclosures Without Your Written Authorization

I may use or disclose your PHI without your written authorization in the following circumstances:

Treatment

To provide, coordinate, or manage your psychological care. For example, consulting with another treating provider involved in your care, with appropriate safeguards.

Payment

To obtain payment for services, such as submitting claims to your insurer (when applicable) or providing a superbill that includes diagnosis and service codes.

Health Care Operations

To run the Practice, including quality improvement, training, consultation, billing, and similar administrative activities.

Required by Law

When disclosure is required by federal, state, or local law, including subpoenas and court orders that meet legal standards.

Public Health and Safety

To prevent or lessen a serious and imminent threat to the health or safety of you or others, or to comply with public health reporting requirements.

Abuse, Neglect, or Domestic Violence

As required by Virginia law to report suspected abuse, neglect, or exploitation of children, vulnerable adults, or older adults.

Health Oversight, Judicial, and Law Enforcement

To licensing boards, in response to valid legal process, or to law enforcement when required by law and with appropriate safeguards.

Business Associates

To trusted vendors who help operate the Practice (electronic health record, telehealth platform, billing) under signed Business Associate Agreements that require them to safeguard your PHI.

Uses and Disclosures Requiring Your Written Authorization

Most uses and disclosures of psychotherapy notes, uses for marketing, and any sale of PHI require your written authorization. You may revoke an authorization at any time, in writing, except to the extent I have already acted on it.

Other uses and disclosures not described in this Notice will be made only with your written authorization.

Your Rights Regarding Your PHI

• Right to Access. You may inspect and obtain a copy of your PHI maintained in a designated record set, in paper or electronic form, subject to limited exceptions.
• Right to Amend. You may request that I amend PHI you believe is inaccurate or incomplete. I may deny the request in certain circumstances and will explain why in writing.
• Right to an Accounting of Disclosures. You may request a list of certain disclosures of your PHI made in the six years prior to your request.
• Right to Request Restrictions. You may request limits on certain uses or disclosures. I am not required to agree, except that I must agree to restrict disclosures to a health plan for services you paid for in full out of pocket.
• Right to Confidential Communications. You may request that I contact you in a specific way (for example, only by a particular phone number or email).
• Right to a Paper Copy. You may request a paper copy of this Notice at any time, even if you have agreed to receive it electronically.
• Right to Be Notified of a Breach. You will be notified following a breach of unsecured PHI, as required by law.
• Right to Choose Someone to Act for You. A personal representative or legal guardian may exercise your rights and make choices about your PHI, with verification of authority.

My Duties

• I am required by law to maintain the privacy and security of your PHI.
• I will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
• I must follow the duties and privacy practices described in this Notice and give you a copy of it.
• I will not use or share your information other than as described here unless you tell me I can in writing. If you tell me I can, you may change your mind at any time in writing.

Telehealth and Electronic Communication

Clinical sessions are conducted via a HIPAA-compliant telehealth platform, and clinical records are maintained in SimplePractice, both covered by Business Associate Agreements. Standard email, text, and website contact forms are not secure channels and should not be used to transmit PHI. Please use the EHR portal or telehealth platform for clinical communication.

Changes to This Notice

I may change the terms of this Notice at any time. The new Notice will be effective for all PHI I maintain. The current Notice will always be posted on this website with its effective date, and a paper copy will be available on request.

Complaints

If you believe your privacy rights have been violated, you may file a complaint with me at Greenoakespsych@gmail.com or by mail at Alexandria, Virginia (mailing address available upon request). You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights:

• 200 Independence Avenue SW, Washington, DC 20201
• 1-877-696-6775
• hhs.gov/ocr/privacy/hipaa/complaints

I will not retaliate against you for filing a complaint.

Contact for Privacy Matters

Privacy Officer: Gabrielle Green-Oakes, Psy.D.
Email: Greenoakespsych@gmail.com
Mail: Alexandria, Virginia (mailing address available upon request)

See also the website Privacy Policy for information specific to website use.