Privacy Policy

1. Information We Collect

We may collect the following types of information when you interact with our website, contact us, or receive our services:

Personal Information

• Full name, date of birth, and gender
• Mailing address, email address, and phone number
• Insurance information, Medicaid ID, and billing details
• Emergency contact information

Protected Health Information (PHI)

• Medical history, diagnoses, and treatment records
• ABA therapy session notes, progress reports, and behavioral assessments
• Physician referrals and prescriptions
• Treatment plans and clinical evaluations

Website Usage Information

• IP address, browser type, and device information
• Pages visited, time spent on pages, and referring URLs
• Cookies, pixels, and similar tracking technologies

2. How We Use Your Information

We use the information we collect for the following purposes:

• Treatment & Care: To provide, coordinate, and manage your ABA therapy and behavioral health services, including developing individualized treatment plans and tracking clinical progress.
• Payment & Billing: To process insurance claims, verify Medicaid eligibility, issue invoices, and manage accounts receivable.
• Healthcare Operations: To conduct quality assessments, staff training, compliance audits, and internal administrative activities necessary to run our practice.
• Communication: To respond to your inquiries, schedule appointments, send appointment reminders, and provide information about our services.
• Legal Compliance: To comply with applicable federal and state laws, including HIPAA, and to respond to lawful requests from public authorities.
• Website Improvement: To analyze website usage trends, improve user experience, and optimize our online presence.

3. Information Sharing & Disclosure

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

• With Your Consent: When you provide explicit written authorization for us to share your information with a specific third party.
• For Treatment Purposes: With other healthcare providers involved in your care, such as referring physicians, specialists, or coordinating agencies, as permitted by HIPAA.
• For Payment: With insurance companies, Medicaid, or other payers to obtain reimbursement for services rendered.
• Business Associates: With third-party vendors who perform services on our behalf (e.g., electronic health records providers, billing services) under Business Associate Agreements (BAAs) that require them to protect your information.
• Legal Requirements: When required by law, court order, subpoena, or to comply with government investigations or regulatory requirements.
• Public Health & Safety: To prevent or lessen a serious and imminent threat to health or safety, or as required for public health reporting obligations.

4. Data Security

We take the security of your information seriously and implement a variety of administrative, technical, and physical safeguards designed to protect your data, including:

• Encryption of sensitive data both in transit (TLS/SSL) and at rest
• Role-based access controls limiting data access to authorized personnel only
• Regular security assessments, vulnerability scans, and penetration testing
• Staff training on data privacy, HIPAA compliance, and phishing awareness
• Secure physical storage of paper records with restricted access
• Incident response procedures for prompt detection and mitigation of data breaches

While we strive to protect your information using commercially reasonable measures, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security, but we are committed to promptly notifying affected individuals and authorities in the event of a breach as required by law.

5. HIPAA Compliance

As a provider of behavioral health services, the American Institute of Mental Health INC is a covered entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA). We are committed to full compliance with:

• The HIPAA Privacy Rule: Governs the use and disclosure of Protected Health Information (PHI). We only use or disclose your PHI for treatment, payment, healthcare operations, or as otherwise permitted or required by law.
• The HIPAA Security Rule: Requires administrative, physical, and technical safeguards to ensure the confidentiality, integrity, and availability of electronic PHI (ePHI).
• The HIPAA Breach Notification Rule: Requires us to notify affected individuals, the U.S. Department of Health and Human Services (HHS), and, in certain cases, the media, following a breach of unsecured PHI.

A copy of our full Notice of Privacy Practices is available upon request. You may request a copy by contacting our office at the information listed below.

6. Your Rights

Under HIPAA and applicable state laws, you have the following rights regarding your personal and health information:

• Right to Access: You may request access to your medical records and other PHI that we maintain. We will provide copies within 30 days of your written request.
• Right to Amend: You may request amendments to your health information if you believe it is inaccurate or incomplete. We will respond within 60 days.
• Right to an Accounting of Disclosures: You may request a list of certain disclosures of your PHI that we have made to third parties.
• Right to Request Restrictions: You may request restrictions on certain uses and disclosures of your information, though we are not required to agree to all requests.
• Right to Confidential Communications: You may request that we communicate with you by alternative means or at alternative locations (e.g., contacting you only at a specific phone number).
• Right to File a Complaint: If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services. You will not be retaliated against for filing a complaint.

To exercise any of these rights, please contact us using the information provided in the Contact Us section below.

7. Cookies & Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance your browsing experience. These include:

• Essential Cookies: Necessary for the website to function properly, including navigation, security, and accessibility features.
• Analytics Cookies: Help us understand how visitors interact with our website by collecting anonymous usage data (e.g., pages viewed, time on site). We may use services such as Google Analytics for this purpose.
• Functional Cookies: Remember your preferences and settings to provide a more personalized experience on subsequent visits.

You can control or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website. Our website does not respond to "Do Not Track" signals at this time.

8. Children's Privacy

Our website is not intended for children under the age of 13, and we do not knowingly collect personal information from children under 13 through our website. However, as a provider of ABA therapy services, we do collect and maintain health information about minors as part of their treatment. This information is collected with the consent and authorization of a parent or legal guardian and is handled in strict compliance with HIPAA, the Children's Online Privacy Protection Act (COPPA), and applicable Florida state laws. Parents and legal guardians have the right to review, request amendments to, and request deletion of their child's personal information by contacting our office.

9. Changes to This Policy

We reserve the right to update or modify this Privacy Policy at any time. When we make changes, we will revise the "Last Updated" date at the top of this page. Material changes that significantly affect how we handle your personal information will be communicated through a prominent notice on our website or by direct notification. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our website and services after any changes constitutes your acceptance of the updated policy.

10. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your rights, or need to report a privacy concern, please contact us:

You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights at www.hhs.gov/hipaa/filing-a-complaint or by calling 1-800-368-1019.