Notice of Privacy Practices

InsightFlow Therapy, LLC

 

Effective Date: August 1, 2026

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This Notice of Privacy Practices ("Notice") describes how InsightFlow Therapy may use and disclose your Protected Health Information ("PHI"), your rights regarding your health information, and our legal responsibilities to protect your privacy.

 

Please read this Notice carefully. If you have questions, please contact InsightFlow Therapy using the information provided at the end of this document.

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Where applicable, InsightFlow Therapy also complies with state laws that provide greater privacy protections than HIPAA. When state law provides greater protection than federal law, the more protective state law will apply.​

 

OUR COMMITMENT TO YOUR PRIVACY

Protecting your privacy is one of my highest professional responsibilities.

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As your therapist, I understand the trust you place in me when sharing personal information. InsightFlow Therapy is committed to safeguarding your Protected Health Information ("PHI") in accordance with the Health Insurance Portability and Accountability Act ("HIPAA"), applicable state privacy laws, and the ethical standards governing the practice of professional counseling.​

 

This Notice applies to all records maintained by InsightFlow Therapy, whether maintained electronically, on paper, or communicated verbally.​

 

HOW WE MAY USE AND DISCLOSE YOUR HEALTH INFORMATION

Federal law permits certain uses and disclosures of your PHI without obtaining your written authorization.

 

Treatment

Your health information may be used to:

• Provide psychotherapy services

• Develop treatment plans

• Maintain clinical records

• Coordinate care with another healthcare provider, when appropriate and permitted by law

 

Payment

Your PHI may be used to obtain payment for services, including:

• Insurance verification

• Claims processing

• Superbills

• Payment processing

• Collection of outstanding balances​

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If you choose not to use insurance, only the information reasonably necessary to process payment will be used.

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Health Care Operations

Your information may also be used to operate and improve the practice.

Examples include:

• Scheduling appointments

• Appointment reminders

• Billing support

• Practice administration

• Internal quality improvement

• Professional consultation

• Compliance activities

• Risk management

• Technology support

• Staff training​

 

Whenever applicable, only the minimum necessary information will be accessed or disclosed to perform these functions.

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ADMINISTRATIVE WORKFORCE MEMBERS

InsightFlow Therapy may utilize authorized workforce members, administrative assistants, volunteers, contractors operating under my direct supervision, and, when appropriate, third-party service providers or business associates to assist with the operation of the practice.​

 

These individuals or organizations may have limited access to Protected Health Information only as necessary to perform authorized administrative responsibilities, including:

• Scheduling appointments

• Billing

• Insurance verification

• Practice administration

• Secure technology support

• Document management

• General business operations​

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Administrative personnel do not provide psychotherapy services, make clinical decisions, diagnose mental health conditions, or determine treatment recommendations.​

 

All workforce members receive training appropriate to their assigned responsibilities regarding confidentiality, privacy, and security obligations.

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Except where otherwise permitted or required by law, access to Protected Health Information is limited to the minimum information reasonably necessary to perform assigned responsibilities.​

 

HIPAA-COMPLIANT TECHNOLOGY

InsightFlow Therapy utilizes HIPAA-compliant technology to support the delivery, administration, and documentation of behavioral health services.

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This may include:

• Secure electronic health record systems

• Secure telehealth platforms

• Secure scheduling and billing systems

• HIPAA-compliant artificial intelligence-assisted documentation technologies

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Artificial intelligence-assisted documentation tools are used solely to support the preparation of clinical documentation. These technologies do not independently diagnose, treat, recommend treatment, or make clinical decisions.

 

All documentation generated with technological assistance is personally reviewed, edited, and approved by me before becoming part of your clinical record.

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TELEHEALTH SERVICES

InsightFlow Therapy primarily provides services through secure HIPAA-compliant telehealth platforms.

 

Reasonable administrative, technical, and physical safeguards are used to protect electronic communications and your health information.​

 

Although every reasonable effort is made to protect electronic information, no electronic transmission or storage system can be guaranteed to be completely secure.​

 

ELECTRONIC COMMUNICATIONS

InsightFlow Therapy may communicate with you by telephone, voicemail, secure electronic messaging, email, or text message regarding scheduling, billing, appointment reminders, and other administrative matters unless you request otherwise.​

 

While reasonable safeguards are used to protect these communications, electronic communications carry inherent privacy risks. You may request alternative methods of communication at any time.​

 

DISCLOSURES REQUIRED OR PERMITTED BY LAW

Your PHI may be disclosed without your authorization when required or permitted by law, including:

• Reporting suspected child abuse or neglect

• Reporting abuse or neglect of vulnerable adults where required

• Preventing or reducing a serious and imminent threat to health or safety

• Court orders

• Judicial or administrative proceedings

• Certain law enforcement requests

• Public health reporting

• Health oversight activities

• Workers' compensation claims, when applicable

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Only the information reasonably necessary for the applicable legal purpose will be disclosed.​

 

USES REQUIRING YOUR WRITTEN AUTHORIZATION

Any use or disclosure not otherwise described in this Notice generally requires your written authorization.

 

Examples include:

• Marketing activities not otherwise permitted by law

• Sale of Protected Health Information

• Most disclosures of psychotherapy notes

• Other disclosures requiring authorization under HIPAA or applicable state law

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Psychotherapy notes receive additional protections under HIPAA and generally will not be disclosed without your written authorization except where disclosure is specifically permitted or required by law.​

 

You may revoke your authorization at any time in writing, except to the extent action has already been taken in reliance upon your authorization.

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YOUR RIGHTS

You have the right to:

• Inspect and obtain copies of your health records, subject to legal limitations.

• Request amendments to your health records.

• Request restrictions on certain disclosures.

• Request confidential communications by alternative means or locations.

• Receive an accounting of certain disclosures.

• Receive a paper or electronic copy of this Notice at any time.

• File a complaint without fear of retaliation.

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OUR RESPONSIBILITIES

InsightFlow Therapy is required by law to:

• Maintain the privacy of your Protected Health Information.

• Provide this Notice of Privacy Practices.

• Follow the terms of the current Notice.

• Notify affected individuals following a breach of unsecured PHI when required by law.

• Update this Notice whenever our privacy practices materially change.

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The most current version of this Notice will always be available upon request and on our website.

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QUESTIONS OR COMPLAINTS

If you have questions regarding this Notice or believe your privacy rights have been violated, please contact InsightFlow Therapy.

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

 

You will not be retaliated against for filing a complaint.

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CONTACT INFORMATION

Wayne Klee, LPCC-S, LMHC

InsightFlow Therapy, LLC

Mailing Address 11811 Shaker Blvd, Ste 204 PMB 10060 Cleveland, OH 44120

Phone (216) 851-8064

Email WayneKleeLPC@gmail.com

Website www.insightflowtherapy.com

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This Notice may be revised from time to time. The most current version will be made available upon request, on the InsightFlow Therapy website, and provided to clients as required by law.