top of page

Privacy Policy

Effective Date: May 5, 2025
 

Introduction


Healing Routes Counseling, LLC ("we", "our", or "us") respects your privacy and is committed to protecting your personal and protected health information (PHI) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Arkansas state laws, and other applicable regulations.

This Privacy Policy describes how we may collect, use, and disclose your information and your rights regarding that information when you receive services from us or interact with our website, www.healingroutescounseling.com.
 

1. Information We Collect

 

We may collect the following types of information:


a. Personal Information

  • Full name

  • Date of birth

  • Contact details (email, phone, address)

  • Emergency contact

  • Insurance information

  • Payment and billing information


b. Protected Health Information (PHI)

  • Mental health history and treatment records

  • Session notes and progress updates

  • Diagnoses, treatment plans, medications

  • Appointment and attendance records

  • Any other health-related information you provide


c. Website & Communication Data

  • IP address, browser type, and browsing behavior

  • Communications sent through our website or email


2. How We Use Your Information


We may use your information to:

  • Provide you with counseling and psychotherapy services

  • Coordinate or manage your treatment

  • Communicate with you about appointments, billing, or services

  • Submit claims to your health insurance provider

  • Comply with applicable legal, ethical, and licensing requirements

  • Improve our practice operations and services

  • Conduct internal audits or quality assurance reviews


All uses of PHI will comply with HIPAA’s Minimum Necessary Rule and other privacy standards.


3. How We Share Your Information
 

We may disclose your information under the following circumstances:

  • With your written authorization

  • For treatment purposes (e.g., coordinating care with another provider)

  • For payment (e.g., submitting insurance claims)

  • For healthcare operations (e.g., accreditation, audits)

  • As required by law, including:

    • Mandatory reporting (e.g., child abuse, threats of harm)

    • Court orders, subpoenas

    • Public health and licensing board requirements


We do not sell or market your personal or health information.


Business Associates
 

We may share information with third-party vendors (e.g., billing services, telehealth platforms) who have signed Business Associate Agreements (BAAs) ensuring they also comply with HIPAA.
 

4. Your Rights Under HIPAA


You have the right to:

  • Access your medical records

  • Request amendments to your PHI

  • Receive an accounting of disclosures

  • Request restrictions on uses and disclosures

  • Request confidential communications (e.g., alternative contact methods)

  • Receive a copy of this policy in paper or electronic form

  • File a complaint if you believe your privacy rights have been violated


To exercise any of these rights, contact us in writing at the address below.


5. Data Security
 

We follow industry best practices and HIPAA Security Rule standards to safeguard your information, including:

  • Encrypted data storage and email communication

  • Secure client record systems

  • Role-based access controls

  • Staff training and confidentiality agreements


However, no system is 100% secure. We cannot guarantee complete protection, particularly for communications sent over unencrypted email or other public networks.


6. Telehealth and Electronic Communications
 

If you receive counseling via telehealth, we use HIPAA-compliant video platforms and require your informed consent. We discourage the use of text messaging for sensitive communications unless encrypted and agreed upon in advance.


7. Arkansas-Specific Privacy Practices
 

Under Arkansas law, licensed counselors are required to maintain the confidentiality of client information, subject to legal and ethical exceptions such as:

  • Threats of serious harm to self or others

  • Abuse or neglect of children, elderly, or vulnerable adults

  • Court orders or legal mandates


Records must be maintained for a minimum of 7 years after the date of last service, in accordance with Arkansas Board of Examiners in Counseling rules.


8. Changes to This Policy
 

We may update this Privacy Policy periodically to reflect changes in laws or practice operations. The most recent version will always be available on our website, and we will notify clients when material changes are made.


9. Contact Information
 

If you have questions about this policy, your rights, or wish to file a privacy complaint, please contact:


Healing Routes Counseling, LLC
835 Central Avenue, Suite 114

Hot Springs, AR 71913
info@healingroutescounseling.com
501-710-6689
www.healingroutescounseling.com

 

You may also file a complaint directly with the U.S. Department of Health & Human Services, Office for Civil Rights (OCR). We will not retaliate against you for filing a complaint.

bottom of page