Privacy Policy
Effective Date: January 17, 2025
At Kaycee Reese, Ph.D., Neuropsychology Services, we prioritize the privacy and security of your personal and health information. This Privacy Policy explains how we collect, use, protect, and disclose information collected through our practice and website, in compliance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable laws.
1. Information We Collect
We collect personal and sensitive information to provide neuropsychological services and manage administrative tasks, including:
- Personal Information: Name, date of birth, contact information, and emergency contact details.
- Health Information: Medical history, treatment notes, neuropsychological evaluations, and insurance details.
- Administrative Information: Payment information, billing records, scholarship or insurance-related documentation, and booking details.
- Website Data: Information collected through cookies, analytics, and online forms, compliant with HIPAA standards.
2. How We Use Your Information
The information collected is used to:
- Deliver neuropsychological assessments and related services.
- Schedule appointments, process deposits and payments, and manage administrative updates.
- Provide documentation to insurance companies or third-party programs (e.g., FES-UA Scholarship) for reimbursement or claims, as authorized by you.
- Comply with legal obligations, such as Worker’s Compensation claims or mandatory reporting.
- Improve website functionality and enhance user experience.
3. Booking, Payment, and Refund Policies
- Booking Systems: Booking and intake processes are managed through secure, HIPAA-compliant third-party platforms.
- Payments: Payment information, including deposits and non-refundable fees, is securely processed through payment systems compliant with industry standards.
- Refunds and Cancellations: Non-refundable deposits and cancellation policies are documented in your Services Contract. Payment data related to these transactions is stored securely.
4. Communications and Marketing
- We may send newsletters, appointment reminders, or other communications via email or text. You can opt out of marketing communications by following the “unsubscribe” link in any email.
- Clinical matters should not be communicated via email, as it is not a secure method.
5. Data Security
We implement administrative, physical, and technical safeguards to protect your information, including:
- Encryption of electronic records and communications.
- Secure storage and limited access to sensitive information.
- Use of HIPAA-compliant systems for managing electronic health records, patient information, and booking processes.
6. Telehealth Services
Our practice offers telehealth services through HIPAA-compliant platforms to ensure secure and confidential virtual consultations.
7. Third-Party Compliance
We may utilize third-party service providers to assist with administrative and clinical operations, such as electronic health records, patient portals, and booking systems. These third parties are:
- Vetted for compliance with HIPAA and other applicable privacy laws.
- Contractually obligated to maintain the confidentiality and security of the information they process.
8. Cookies and Website Tracking
Our website may use cookies and tracking technologies to enhance functionality. These tools collect non-identifiable information, such as browser type, IP address, and site usage, and are HIPAA-compliant.
9. Sharing of Information
We do not sell or share your personal or health information for marketing purposes. Information may be disclosed:
- With your consent, for referrals or care coordination.
- To insurance providers or third-party programs (e.g., FES-UA Scholarship) as necessary for claims and reimbursements.
- To comply with legal obligations, such as court orders or mandatory reporting.
10. Employee Training and HIPAA Compliance
All employees and contractors are trained on HIPAA compliance as part of their onboarding. Employees receive regular updates on best practices for handling patient information securely.
11. Data Breach Notification
In the unlikely event of a data breach, affected individuals will be notified promptly, as required by HIPAA and applicable state laws.
12. Patient Rights
You have the right to:
- Access and request copies of your health records.
- Request corrections to your personal or health information.
- Withdraw consent for certain uses of your data.
- File a complaint regarding your privacy with our office or the Department of Health and Human Services.
13. Minors’ Privacy
For patients under the age of 18, parental or guardian consent is required for the collection and use of personal and health information. In certain circumstances, we may provide summaries instead of full records if deemed harmful to the child’s well-being.
14. Policy Updates
We reserve the right to update this Privacy Policy to reflect changes in our practices or legal requirements. Any updates will be posted on our website with the effective date.
15. Good Faith Estimate
In accordance with the No Surprises Act, all clients of this practice are entitled to receive a Good Faith Estimate outlining the expected cost of services.
Because this practice does not accept insurance, all clients are considered self-pay. A written Good Faith Estimate will be provided before your first appointment.
If your actual charges exceed the estimate by $400 or more, you have the right to dispute the bill through the U.S. Department of Health & Human Services.
For more information, visit www.cms.gov/nosurprises.
16. Contact Information
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:
Kaycee Reese, Ph.D., Neuropsychology Services
Phone: 857-228-8636
Email: info@kayceereesephd.com