HIPAA Notice of Privacy Practices

Root & Fray PLLC – HIPAA Notice of Privacy Practices

Your Information. Your Rights. Our Responsibilities.

Last Updated: 03.29.2026

This Notice describes how health information about you may be used and disclosed, how you can access this information, and your rights regarding your health information. Please review it carefully.

This Notice applies to psychotherapy and other clinical services provided by Root & Fray PLLC. Coaching is a separate, non-clinical service and is not governed by this Notice solely by virtue of participation in coaching.

Your Rights

When it comes to your health information, you have certain rights. Root & Fray PLLC has responsibilities to help you exercise these rights.

Get a Copy of Your Health Records

You may request an electronic or paper copy of your health information maintained by Root & Fray PLLC.

We will provide access within the timeframe required by applicable law. Reasonable, cost-based fees may apply when permitted by law.

Ask Us to Correct Your Health Records

You may ask us to correct health information that you believe is incorrect or incomplete.

We may deny your request in certain circumstances permitted by law and will explain the reason for the denial when required.

Request Confidential Communications

You may ask us to contact you in a specific way or at a specific location.

We will accommodate reasonable requests as required by law.

Ask Us to Limit What We Use or Share

You may ask us not to use or share certain health information for treatment, payment, or healthcare operations.

We are not required to agree to every request.

If you pay for a healthcare service or item out-of-pocket in full, you may ask us not to share information about that service with your health insurer for purposes of payment or healthcare operations. We will honor that request unless disclosure is required by law.

Receive an Accounting of Disclosures

You may request information about certain disclosures of your health information made by Root & Fray PLLC.

Receive a Copy of This Notice

You may request a paper copy of this Notice at any time, even if you previously agreed to receive it electronically.

Choose Someone to Act for You

If another person has legal authority to act on your behalf, such as a legal guardian or an individual holding an applicable power of attorney, we will verify that authority before allowing that person to exercise your rights.

File a Complaint

You may file a complaint with Root & Fray PLLC if you believe your privacy rights have been violated.

You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights.

Root & Fray PLLC will not retaliate against you for filing a complaint.

Your Choices

For certain health information, you may tell us your preferences about what we share.

In some circumstances, you may authorize us to:

  • Share information with family members, friends, or others involved in your care

  • Share information in connection with disaster relief efforts

  • Contact you regarding certain fundraising activities

If you are unable to communicate your preference, we may share information when permitted by law if we determine that doing so is in your best interest.

For marketing purposes, the sale of your health information, and most disclosures of psychotherapy notes, we will obtain your written authorization when required by law.

How We Typically Use or Share Your Information

Treatment

We may use your health information and share it with other healthcare professionals involved in your treatment when permitted by law.

Healthcare Operations

We may use and share your health information to operate our practice, improve services, manage care, conduct quality assessment activities, and perform necessary administrative functions.

Payment

We may use and share health information to bill for services and obtain payment from health plans or other responsible parties.

Other Uses and Disclosures

We may use or disclose your health information without your written authorization when permitted or required by law, including to:

  • Comply with federal, state, or local law

  • Report suspected abuse or neglect as required by law

  • Prevent or reduce a serious and imminent threat to health or safety

  • Assist with certain public health activities

  • Respond to health oversight activities

  • Participate in certain authorized research activities

  • Respond to workers' compensation requirements

  • Respond to certain law-enforcement requests

  • Respond to subpoenas, court orders, or other lawful legal processes when applicable requirements have been satisfied

  • Perform certain authorized government, military, or national-security functions

Substance Use Disorder Records

Certain substance use disorder patient records are subject to additional federal confidentiality protections under 42 CFR Part 2.

If Root & Fray PLLC receives or maintains records protected by 42 CFR Part 2, those records will be used and disclosed in accordance with applicable federal law.

Part 2 records generally may not be used or disclosed in civil, criminal, administrative, or legislative proceedings against a patient unless the patient provides written consent or the use or disclosure is authorized by an appropriate court order and otherwise permitted by law.

When applicable, Part 2 records disclosed for treatment, payment, or healthcare operations may be redisclosed by a HIPAA-covered entity or business associate as permitted by HIPAA, subject to the additional protections applicable to the use of Part 2 records in legal proceedings.

If Root & Fray PLLC uses Part 2 information for fundraising communications, you will receive clear notice in advance and an opportunity to opt out as required by law.

Our Responsibilities

Root & Fray PLLC is required by law to:

  • Maintain the privacy and security of your protected health information

  • Provide you with this Notice of our legal duties and privacy practices

  • Follow the duties and privacy practices described in the Notice currently in effect

  • Notify you following a breach of unsecured protected health information when required by law

  • Obtain your written authorization before using or sharing your information when authorization is required

We will not use or disclose your health information other than as described in this Notice unless you authorize us to do so in writing or another use or disclosure is permitted or required by law.

If you provide written authorization, you may revoke that authorization in writing at any time, except to the extent that we have already acted in reliance on it.

State Compliance & Privacy Protections

When state law provides greater privacy protections or places additional restrictions on the use or disclosure of mental health information, Root & Fray PLLC will follow the more protective applicable requirement.

Root & Fray PLLC provides psychotherapy services to clients located in California, Florida, North Carolina, and Texas and follows applicable privacy and professional requirements in those jurisdictions, including:

  • Texas Medical Privacy Act (HB 300): Enhanced safeguards for electronic data protection, access controls, and staff training requirements.

  • California CMIA & CPRA: Additional state privacy rights, including your right to access, request correction, and request deletion of certain personal data.

  • Florida Telehealth Law (Chapter 456.47, F.S.): Ensures proper informed consent and secure handling of electronic health information in telehealth settings.

  • North Carolina Telehealth Requirements (NCGS § 90-270.140 & Board Rules):
    Requires documentation of informed consent specific to telehealth services, as well as verification of the client’s identity and physical location at the time of each session.

Changes to This Notice

Root & Fray PLLC may change the terms of this Notice and make the revised Notice applicable to health information already maintained by the practice as well as information received in the future.

The current Notice will be available upon request and posted on the Root & Fray PLLC website.

Questions or Complaints

If you have questions about this Notice, wish to exercise your privacy rights, or would like to file a complaint, contact:

Root & Fray PLLC
Email: info@rootandfray.com
Phone: 214.771.8683 | 904.909.0389

You may also submit a complaint to the U.S. Department of Health and Human Services Office for Civil Rights.

Root & Fray PLLC will not retaliate against you for exercising your privacy rights or filing a complaint.

Acknowledgment

Your acknowledgment indicates that you received and had an opportunity to review Root & Fray PLLC's Notice of Privacy Practices.

Your acknowledgment does not waive any of your privacy rights.