Privacy Policy
Spectrum Mental Health Care
Effective Date: May 2025

At Spectrum Mental Health Care, we are committed to protecting your personal health information (PHI) in compliance with the Health Insurance Portability and Accountability Act (HIPAA), Ohio Revised Code (ORC §5122.31), the Ohio Board of Nursing, and other applicable professional and legal standards.

This notice explains how your health information may be used, disclosed, and protected, and what rights you have as a client of our practice.

1. What Information We Collect

We collect and maintain the following information:

  • Demographic and contact information

  • Mental and physical health history

  • Insurance, billing, and payment data

  • Clinical assessments, progress notes, and treatment plans

  • Communications through in-person, phone, email, and telehealth sessions

2. How Your Information Is Used

Your PHI may be used to:

  • Provide and coordinate treatment

  • Process billing and insurance claims

  • Schedule appointments and provide reminders

  • Consult with other healthcare providers (with your consent, unless otherwise permitted by law)

  • Comply with supervision and quality assurance requirements

  • Fulfill legal and ethical obligations

3. Legal and Ethical Frameworks

As a practice that may include Licensed Counselors, Social Workers, Marriage and Family Therapists, we follow:

  • HIPAA Privacy and Security Rules

  • Ohio Revised Code §5122.31 (Mental Health Record Confidentiality)

  • Ohio Administrative Code Chapter 4723 (Ohio Board of Nursing rules)

  • Ohio Nurse Practice Act

  • Relevant professional codes of ethics (e.g., ANA, NASW, ACA)

These frameworks govern when and how your information can be used or disclosed.

4. Your Rights

Under HIPAA and Ohio law, you have the right to:

  • Inspect and obtain a copy of your records (with some exceptions)

  • Request corrections to your health records

  • Request confidential communication methods

  • Limit or revoke how your information is used or shared (unless required by law)

  • Receive an accounting of disclosures

  • File a privacy complaint

5. Disclosures Without Authorization

We may disclose your information without written consent only when required or permitted by law, including:

  • Imminent danger to self or others

  • Suspected abuse or neglect (children, elders, or vulnerable adults)

  • Court orders or law enforcement mandates

  • Supervision and quality assurance activities (information is de-identified when possible)

  • Mandatory reporting under Ohio Nurse Practice Act and Board of Nursing standards

Ohio Board of Nursing rules (OAC 4723-4-06) require that nurses maintain client confidentiality except where disclosure is mandated by law, for client safety, or for professional oversight.

6. Telehealth and Electronic Communication

Telehealth services are provided through HIPAA-compliant platforms. We take reasonable steps to ensure your information is kept private. Nonetheless, all electronic communication carries some inherent risk.

7. Safeguarding Your Information

We maintain robust security protocols to protect your health data, including:

  • Secure electronic health records (EHR)

  • Encrypted communication systems

  • Access controls and regular privacy training

  • Compliance with HIPAA and Ohio Nursing Board confidentiality standards

8. Contact & Complaints

If you have concerns about your privacy, or if you wish to exercise your rights under this policy, please contact:

Spectrum Mental Health Care
261 W Johnstown Rd, Ste 115 Columbus, OH 43230
614-697-3339
info@spectrummentalhealth.com

You may also file a complaint with:

  • U.S. Department of Health & Human Services – Office for Civil Rights

  • Ohio Counselor, Social Worker, and Marriage and Family Therapist Board
    https://cswmft.ohio.gov

  • Ohio Board of Nursing
    https://nursing.ohio.gov

We will not retaliate against you for filing a complaint.

Policy Updates
This Privacy Statement may be updated as laws, technologies, or practices change. Updated versions will be made available in the office and on our website, if applicable.