Privacy Policy
VidaNova Psychiatry, PLLC • Effective Date: January 1, 2025 • Last Updated: April 2025
This Privacy Policy explains how VidaNova Psychiatry, PLLC collects, uses, and protects information from visitors to this website and from patients receiving care. It incorporates our full HIPAA Notice of Privacy Practices as required by federal law. Please read it carefully.
Website Data & Cookie Notice
Cookies This website is built and hosted on Squarespace, which may collect standard website data including cookies, IP addresses, browser type, and pages visited for website analytics and functionality. This data is collected by Squarespace in accordance with their own privacy policy at squarespace.com/privacy. By continuing to use this website you consent to this use of cookies.
Contact Forms If you submit a contact or inquiry form on this website, the information you provide — such as your name, email address, and message — is used solely to respond to your inquiry. This information is not sold, shared with third parties for marketing purposes, or used to establish a provider–patient relationship.
No Data Sale VidaNova Psychiatry, PLLC does not sell, rent, or trade visitor or patient data to any third party for marketing or commercial purposes.
HIPAA Notice of Privacy Practices
Our Commitment to Your Privacy
VidaNova Psychiatry, PLLC is committed to maintaining and protecting the confidentiality of your protected health information (PHI). We are required by federal law — including the Health Insurance Portability and Accountability Act (HIPAA, 45 CFR Parts 160 and 164) — and Florida law, including the Florida Information Protection Act (FIPA, Fla. Stat. §501.171) and Florida Statutes §§394.4615 and 456.057, to safeguard your health information and to provide you with this Notice of Privacy Practices.
We are required to: (1) maintain the privacy of your PHI; (2) provide you with this notice of our legal duties and privacy practices; (3) notify you in the event of a breach of your unsecured PHI; and (4) abide by the terms of the notice currently in effect.
How We Use Your Information
How We May Use and Disclose Your Information
The following uses and disclosures of your PHI may be made without your written authorization, as permitted by HIPAA and applicable Florida law:
Treatment
We may use and disclose your PHI to provide, coordinate, or manage your psychiatric care, including sharing information with other healthcare providers involved in your treatment when clinically necessary.
Payment
We may use and disclose your PHI to obtain payment for services rendered, including submitting claims to your insurance carrier through Headway for covered patients, verifying eligibility, and pursuing outstanding balances.
Healthcare Operations
We may use and disclose your PHI for practice operations including quality improvement, staff training, compliance reviews, credentialing, and administrative functions.
Appointment Reminders & Care Communications
We may contact you to remind you of upcoming appointments or share health-related resources via phone, text (with your consent), or secure patient portal.
Florida Law
Special Protections Under Florida Law
Florida law provides additional privacy protections beyond HIPAA for certain categories of sensitive health information:
Fla. Stat. §394.4615 Mental health records are confidential and may not be disclosed without patient consent except as specifically authorized by Florida law.
Fla. Stat. §381.004 HIV/AIDS information is strictly confidential and requires specific written consent for disclosure, with limited exceptions.
42 CFR Part 2 Substance abuse treatment records (if applicable) require separate written authorization for disclosure.
Fla. Stat. §501.171 Florida Information Protection Act (FIPA): Personal information in electronic form is additionally protected, requiring reasonable security measures and breach notification.
Without Your Authorization
Other Permitted Uses and Disclosures
We may disclose your PHI without your written authorization in the following circumstances:
- As required by law — mandatory reporting, legal proceedings, or regulatory requirements
- Duty to warn / protect (Fla. Stat. §394.4615) — if your provider believes you pose a serious and imminent threat of harm to yourself or an identifiable third party
- Abuse, neglect, or exploitation reporting — we are mandated reporters under Florida law
- Public health and safety — reporting communicable diseases or adverse events as required by law
- Health oversight activities — audits, investigations, or licensing by government agencies
- Judicial and administrative proceedings — in response to a court order or lawful process
- Serious threat to health or safety — to prevent or lessen a serious and imminent threat
Third Parties
Business Associates
We may share your PHI with trusted third-party service providers ("Business Associates") who perform services on our behalf. All Business Associates are required by HIPAA to enter into a Business Associate Agreement (BAA) and to protect your PHI. We do not sell your PHI to third parties.
PracticeQ (EHR)
Headway (Insurance Billing)
Heidi (AI Documentation)
Squarespace (Website)
Telehealth Platform
When We Need Your Permission
Uses and Disclosures Requiring Your Written Authorization
- Disclosure of PHI to any person or entity not described in this notice
- Most uses and disclosures of psychotherapy notes
- Use of your PHI for marketing purposes
- Sale of your PHI
- Disclosure of HIV/AIDS-related information (Fla. Stat. §381.004)
- Release of records to attorneys, employers, schools, or other third parties at your request
You may revoke a written authorization at any time by submitting a written request to our office, except to the extent that we have already acted in reliance on the authorization.
Your Rights
Your Rights Regarding Your Protected Health Information
To exercise any of these rights, please submit a written request to privacy@vidanovapsychiatry.com.
Access Your Records
Inspect and obtain a copy of your medical records within 30 days of your request. (45 CFR §164.524)
Request Corrections
Request amendment of PHI you believe is inaccurate or incomplete. (45 CFR §164.526)
Request Restrictions
Request restrictions on certain uses or disclosures of your PHI. (45 CFR §164.522)
Confidential Communications
Request that we contact you by alternative means or at an alternative location. (45 CFR §164.522)
Accounting of Disclosures
Receive a list of certain disclosures of your PHI made in the past six years. (45 CFR §164.528)
Breach Notification
Be notified in the event of a breach of your unsecured PHI per HIPAA and FIPA. (45 CFR §164.400)
Copy of This Notice
Receive a paper copy of this Privacy Policy at any time upon request. (45 CFR §164.520)
File a Complaint
File a complaint with us or with HHS Office for Civil Rights at hhs.gov/ocr/privacy. You will not be retaliated against.
Updates
Changes to This Policy
VidaNova Psychiatry reserves the right to update this Privacy Policy at any time. Any material changes will be effective for all PHI we maintain and will be posted on this website. We will provide you with a revised notice at your next appointment following any material change.
Contact Us
Contact Information & Privacy Questions
If you have questions or requests regarding your privacy rights or this policy, please contact us:
To file a complaint with the federal government:
U.S. Department of Health & Human Services — Office for Civil Rights
www.hhs.gov/ocr/privacy | 1-800-368-1019
You will not be penalized or retaliated against for filing a complaint.
