HIPAA Notice of Privacy Practices

Effective Date: February 16, 2026
Last Updated: Jul 7, 2026

THIS NOTICE DESCRIBES HOW HEALTH INFORMATION MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

At Kaafi Counseling, we understand how personal and sensitive your mental health information is. We are committed to keeping it private and secure. This Notice explains how your health information may be used, how it may be shared, and what rights you have under federal and Florida law. This Notice applies to all services provided by Kaafi Counseling, including those offered by independent providers — Licensed Psychologists, Psychotherapists, Psychiatric Mental Health Nurse Practitioners (PMHNPs), and Registered Interns. All providers at our practice are committed to protecting your health information in accordance with:

  • The Health Insurance Portability and Accountability Act (HIPAA)
  • The HITECH Act
  • 42 CFR Part 2 (Confidentiality of Substance Use Disorder Patient Records, when
    applicable)
  • Florida Statutes §§ 456.057, 491, 458, 464
  • The Florida Mental Health Act (Chapter 394, Baker Act)
  • The Florida Information Protection Act (FIPA), Fla. Stat. § 501.171

We are required by law to:

  • Maintain the privacy and security of your Protected Health Information (PHI)
  • Provide you with this Notice and follow the terms currently in effect
  • Notify you in writing if a breach of unsecured PHI occurs
  • Not retaliate against you for filing a privacy complaint

This Notice applies to all services we provide, including:

  • Individual therapy
  • Couples and family therapy
  • Group therapy
  • Psychiatric medication management (PMHNP services)
  • ADHD Evaluation & Treatment
  • Other Psychological Evaluations & Assessments
  • Telehealth services

HOW WE MAY USE AND DISCLOSE YOUR HEALTH INFORMATION

1. For Treatment Purposes
We may use and disclose your PHI to provide, coordinate, or manage your care. This includes communication between your treatment providers, internal case consultation, supervision of Registered Interns by Florida Board-approved supervisors, referrals to outside providers, and coordination during care transitions.

2. For Payment Purposes
We may use and disclose your PHI to bill insurance companies, verify eligibility, collect copays or balances, and respond to audits or payment reviews. If you pay out-of-pocket in full, you may request that we not disclose related information to your insurance company. We are required to honor this request when applicable (45 CFR § 164.522).

3. For Health Care Operations
We may use your information to evaluate and improve the quality of our services, including case reviews, staff development, and compliance audits.

4. Uses Required or Permitted by Law
We may disclose your PHI:

  • When required by court order or subpoena
  • For mandatory abuse reporting (child, elder, vulnerable adult) — Florida Statute §
    39.201
  • To prevent serious and imminent threats to health or safety
  • For public health reporting
  • For health oversight activities
  • For law enforcement when legally authorized
  • For workers’ compensation claims

Under Florida law (Fla. Stat. § 456.057), patient records are confidential and may not be
disclosed without authorization except as legally required.

5. Lawsuits and Disputes
If you are involved in a lawsuit or dispute, we may disclose health information in response to a court or administrative order, subpoena, discovery request, or other lawful legal process — but only if efforts have been made to notify you about the request or to obtain a protective order.

6. Disclosures to Family, Friends, or Others Involved in Your Care
We may share limited information with family members or others involved in your care unless you object. In emergencies, we may use professional judgment to determine whether disclosure is in your best interest.

SPECIAL PROTECTIONS

1. Psychotherapy Notes
Psychotherapy notes are kept separate from your medical record and receive heightened protection under HIPAA (45 CFR § 164.501). We will not disclose psychotherapy notes without your written authorization except:

  • For your treatment
  • For supervision or training
  • To defend against legal claims brought by you
  • When required by law
  • To avert a serious threat

2. Substance Use Disorder Records (42 CFR Part 2)
If you receive services related to substance use disorder (SUD) evaluation or treatment, your records are protected by federal law under 42 CFR Part 2, which provides stricter confidentiality protections than standard HIPAA rules:

  • Written consent is generally required before we may disclose SUD records, even for treatment, payment, or health care operations, unless a Part 2-compliant general consent is already on file.
  • SUD records may not be re-disclosed without your authorization unless permitted by law.
  • You have the right to revoke your consent for SUD record disclosures in writing at anytime.

IMPORTANT: Your SUD records, and any testimony about what is in those records, may NO T be used or disclosed in any civil, criminal, administrative, or legislative proceeding against you — by any federal, state, or local authority — unless you provide written permission OR a court issues an order after providing you notice and an opportunity to be heard. This protection is stronger than standard HIPAA and cannot be waived without your knowledge (42 CFR §§ 2.63–2.64).

3. Records of Minors
For clients under the age of 18, Florida law generally grants parents or legal guardians the right to access their child’s records. However, under Fla. Stat. §§ 394.4615 and 491.0147, a minor who seeks mental health services may have certain privacy protections, and we may use clinical judgment to limit parental access when disclosure could harm the therapeutic relationship or the minor’s safety. We will discuss applicable rules and exceptions with families at the start of treatment.

4. Marketing and Sale of PHI
We do not sell your PHI or use your PHI for marketing without your written authorization.

YOUR RIGHTS

To exercise any of the following rights, please submit a written request to our Privacy Officer using the contact information at the end of this Notice.

1. Right to Inspect and Obtain Copies
You may request electronic or paper copies of your records (excluding psychotherapy notes).
We may charge a reasonable, cost-based fee. We will respond within 30 days.

2. Right to Amend
You may request corrections to your records if you believe information is inaccurate or incomplete. We will respond in writing within 60 days and will explain in writing if we deny the request.

3. Right to Request Restrictions
You may request limits on disclosures. We are not required to agree unless the request involves services you paid for entirely out-of-pocket and you request we not disclose the information to your insurer.

4. Right to Confidential Communications
You may request that we communicate with you at an alternative address or phone number. We will accommodate reasonable requests.

5. Right to an Accounting of Disclosures
You may request a list of disclosures made outside of treatment, payment, and operations within the last six years.

6. Right to Receive This Notice
You may receive a paper or electronic copy of this Notice at any time.

7. Right to Be Notified of a Breach
You will be notified in writing if your unsecured PHI is compromised, in accordance with HIPAA and the Florida Information Protection Act (Fla. Stat. § 501.171).

8. Right to File a Complaint
You may file a complaint with us or directly with the U.S. Department of Health and Human Services. You will not face retaliation for filing a complaint.

TELEHEALTH PRIVACY

For telehealth services:

  • We use HIPAA-compliant platforms.
  • Electronic communications carry inherent security risks.
  • You are responsible for ensuring privacy at your physical location.

BUSINESS ASSOCIATES

We may share PHI with contracted vendors (such as billing services, EHR providers, and IT
services). These parties are legally required to safeguard your PHI under Business Associate
Agreements.

HOW TO FILE A PRIVACY COMPLAINT

Privacy Officer
Kaafi Counseling, LLC
1920 Palm Beach Lakes Blvd, Suite 210
West Palm Beach, FL 33409
Phone: (561) 463-0884
Email: info@kaaficounseling.com

Or with:
U.S. Department of Health & Human Services
Office for Civil Rights
www.hhs.gov/ocr

You will not face retaliation for filing a complaint.

CHANGES TO THIS NOTICE

We reserve the right to revise this Notice. Any revised Notice will be effective for all PHI we
create or maintain, including records created before the revision. Updated versions will be
posted:

  • On our website
  • In our office
  • In the patient portal