NOTICE OF PRIVACY PRACTICES
Resilience Counseling & Social Skills Center, LLC
Effective Date: October 23, 2026
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED, HOW YOU CAN ACCESS THIS INFORMATION, AND YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION. PLEASE REVIEW IT CAREFULLY.
1. Our Commitment to Your Privacy
Resilience Counseling & Social Skills Center, LLC ("Resilience," "our practice," "we," or "us") is committed to protecting the privacy, confidentiality, and security of our patients' health information.
We provide outpatient behavioral healthcare services, including individual psychotherapy, family counseling, psychiatric evaluations, psychiatric medication management, psychological testing, and related behavioral health services.
Our practice provides in-person services in Virginia and telehealth services to eligible patients located in Virginia and Florida.
We create and maintain records of the healthcare services provided to patients. These records are necessary to deliver appropriate treatment, coordinate care, process payments, and comply with applicable legal and professional obligations.
This Notice of Privacy Practices explains:
How we may use and disclose protected health information (PHI).
Our legal responsibilities regarding the privacy and security of PHI.
Your rights concerning your medical and behavioral health records.
How to exercise your privacy rights or submit a complaint.
This notice applies to protected health information maintained by Resilience in connection with its healthcare services, whether in electronic, paper, or other applicable forms.
2. Our Legal Responsibilities
Resilience is required by applicable law to:
Maintain the privacy and security of your protected health information.
Provide you with this Notice of Privacy Practices.
Follow the terms of the notice currently in effect.
Implement appropriate administrative, technical, and physical safeguards to protect PHI.
Notify affected individuals when a breach of unsecured PHI requires notification under applicable law.
Comply with applicable federal and state confidentiality requirements.
We maintain policies and procedures intended to protect patient information and restrict inappropriate access, use, or disclosure.
Our privacy obligations include compliance with the Health Insurance Portability and Accountability Act (HIPAA), applicable provisions of the Health Information Technology for Economic and Clinical Health (HITECH) Act, and applicable Virginia and Florida healthcare confidentiality laws.
Where applicable state or federal law provides greater confidentiality protections, those requirements govern.
3. How We May Use and Disclose Your Health Information
A. Treatment
We may use and disclose PHI to provide, coordinate, or manage your healthcare.
Examples include:
Sharing clinically relevant information among authorized members of your treatment team.
Coordinating care between psychotherapists, psychiatric providers, psychologists, and other treating professionals.
Communicating with outside healthcare providers regarding referrals or continuity of care.
Reviewing medication history, treatment progress, and clinical recommendations.
Additional protections may apply to psychotherapy notes, substance use disorder treatment records, and other specially protected information.
B. Payment
We may use or disclose PHI as necessary to obtain payment for healthcare services.
Examples include:
Submitting claims to insurance companies.
Verifying insurance eligibility and benefits.
Processing patient payments.
Responding to insurance requests for information necessary to process claims.
Conducting legally permitted billing and collection activities.
Only information reasonably necessary for the applicable purpose will be disclosed, subject to legal exceptions.
C. Healthcare Operations
We may use or disclose PHI for authorized healthcare operations, including:
Quality assurance and improvement.
Clinical supervision and professional consultation.
Provider credentialing and compliance.
Internal administrative functions.
Auditing and regulatory compliance.
Practice management and authorized business operations.
We may work with business associates that perform services involving PHI on our behalf. Business associates are required to protect PHI through appropriate agreements when required by law.
4. Uses and Disclosures Permitted or Required by Law
Subject to applicable federal and state requirements, we may use or disclose PHI in certain circumstances without your written authorization.
These circumstances may include:
Public Health and Safety: Reporting information to authorized public health agencies, responding to legally reportable conditions, or taking appropriate action to prevent or reduce serious threats to health or safety.
Abuse or Neglect: Reporting suspected child abuse, neglect, or abuse of vulnerable adults when required or permitted by applicable law.
Health Oversight: Cooperating with legally authorized licensing, auditing, regulatory, and oversight activities.
Legal Proceedings: Responding to valid court orders, subpoenas, or other legal processes when disclosure is authorized or required by law and applicable procedural safeguards have been satisfied.
Law Enforcement: Disclosing information for specifically authorized law enforcement purposes, subject to applicable limitations.
Medical Examiners and Coroners: Providing information when authorized or required for legally established duties.
Workers' Compensation: Disclosing information as authorized by applicable workers' compensation laws.
Research: Using or disclosing information for research when permitted under applicable privacy regulations and required safeguards.
Other Legal Obligations: Making disclosures otherwise required by applicable federal or state law.
Certain behavioral health records may be subject to additional confidentiality restrictions even when a disclosure would otherwise be permitted under HIPAA.
5. Special Protections for Behavioral Health Information
Psychotherapy Notes
Psychotherapy notes, as specifically defined by HIPAA, receive additional confidentiality protections.
These notes are distinct from general clinical records, including diagnoses, treatment plans, medication information, session dates, symptoms, and progress summaries.
Except for limited circumstances permitted by law, we will obtain your written authorization before using or disclosing psychotherapy notes.
Examples of legally permitted exceptions may include use by the originating provider for treatment, certain training or supervision activities, and other specifically authorized circumstances.
Substance Use Disorder Records
Certain substance use disorder treatment records may be subject to additional confidentiality requirements under 42 CFR Part 2.
To the extent Resilience creates, receives, or maintains records protected by Part 2, we will handle those records in accordance with applicable federal requirements.
Part 2 records may be used or disclosed for treatment, payment, and healthcare operations when permitted by applicable law and supported by any required patient consent.
Records protected by Part 2 generally cannot be used or disclosed in civil, criminal, administrative, or legislative proceedings against a patient without the patient's specific written consent or an appropriate court order accompanied by a subpoena or similar legal mandate, as required by law.
Recipients of Part 2 records may be subject to additional limitations on redisclosure and use.
Where applicable, patients will receive additional information about their rights and our responsibilities concerning these records.
Additional State Confidentiality Protections
Virginia and Florida maintain laws governing the confidentiality and disclosure of healthcare information, including certain mental health and minor patient records.
Resilience observes applicable state-specific requirements governing consent, disclosure, access, and confidentiality.
6. Your Rights Regarding Your Health Information
You have the following rights, subject to applicable legal requirements.
A. Right to Access Your Records
You may request to inspect or receive an electronic or paper copy of your medical records and other PHI maintained in a designated record set.
We generally respond within 30 days, subject to legally permitted extensions and exceptions.
Certain information, including psychotherapy notes maintained separately as defined by HIPAA, may be excluded from the HIPAA right of access.
Any fees charged for copies of records will comply with applicable federal and state limitations.
B. Right to Request Corrections
You may request an amendment to PHI that you believe is inaccurate or incomplete.
We will review your request and respond within the time required by law.
If a request is denied, we will provide the required explanation and information regarding your available rights.
C. Right to Request Restrictions
You may ask us to restrict certain uses or disclosures of your PHI for treatment, payment, or healthcare operations.
We are not generally required to agree to every requested restriction.
However, when you pay in full out of pocket for a healthcare service and request that related information not be disclosed to your health plan for payment or healthcare operations, we will honor that restriction unless disclosure is otherwise required by law.
D. Right to Confidential Communications
You may request that we contact you using a particular method or at an alternative location.
For example, you may request communications through a specific telephone number or mailing address.
We will accommodate reasonable requests as required by applicable law.
E. Right to an Accounting of Disclosures
You may request an accounting of certain disclosures of your PHI made during the preceding six years, subject to applicable exclusions and legal requirements.
One accounting within a 12-month period is generally provided without charge.
Additional requests may be subject to reasonable, legally permitted fees.
F. Right to Receive This Notice
You may request a paper or electronic copy of this Notice of Privacy Practices at any time.
You may receive a paper copy even if you previously agreed to receive the notice electronically.
G. Right to Choose a Personal Representative
A person legally authorized to act on your behalf may exercise applicable privacy rights.
Examples may include a legal guardian or an individual holding appropriate healthcare decision-making authority.
We may request documentation establishing that authority before releasing protected information.
H. Right to File a Complaint
You may submit a complaint if you believe your privacy rights have been violated.
Complaints may be directed to our designated Privacy Officer or the U.S. Department of Health and Human Services Office for Civil Rights.
Resilience will not retaliate against anyone for exercising privacy rights or submitting a complaint.
7. Your Choices Regarding Information Sharing
You may have choices regarding certain disclosures of your PHI.
Depending on the circumstances, you may ask us to share relevant information with family members, caregivers, or others involved in your care or payment for your care.
You may also object to certain disclosures to individuals involved in your care.
In emergencies or circumstances where you cannot express your preferences, disclosures may be made when legally permitted and professionally appropriate.
For certain activities, including most uses of psychotherapy notes, marketing involving PHI, and the sale of PHI, written authorization is required unless a legal exception applies.
Resilience does not sell patient PHI.
Resilience does not use or disclose PHI for third-party marketing in a manner requiring authorization without obtaining the legally required authorization.
You may revoke an authorization in writing, except to the extent we have already acted in reliance on that authorization or another legal exception applies.
8. Telehealth and Electronic Health Information
Resilience provides telehealth services through real-time, synchronous audiovisual consultations.
Our designated telehealth platform is Telehealth by INSYNC, which supports videoconferencing between patients and healthcare providers.
Telehealth services are subject to the same applicable confidentiality and privacy requirements as in-person healthcare services.
We maintain procedures intended to protect the confidentiality of electronic patient information, including appropriate access restrictions and authorized electronic recordkeeping.
Patients are encouraged to participate in telehealth appointments from a private location and avoid sharing appointment links with unauthorized individuals.
Telehealth technology may involve risks, including technical interruptions or unauthorized access. Patients receive separate telehealth informed consent documentation explaining these risks.
Electronic communication through standard email, text messaging, or other nonclinical communication channels may involve additional confidentiality risks.
Patients should avoid sending sensitive clinical information through general website contact forms or unsecured communication channels unless specifically instructed to do so.
9. Electronic Health Records and Information Security
Resilience utilizes electronic health record and practice management technology, including INSYNC, to support clinical documentation, scheduling, billing, and healthcare operations.
Access to PHI is limited to authorized individuals based on their professional responsibilities and applicable privacy requirements.
We maintain safeguards designed to protect patient information from unauthorized access, alteration, disclosure, or destruction.
These safeguards include appropriate administrative policies, access management, workforce confidentiality requirements, and security procedures.
Where required by HIPAA, we maintain appropriate Business Associate Agreements with service providers that handle PHI on our behalf.
No electronic system can guarantee absolute security; however, we are committed to maintaining reasonable and appropriate protections consistent with applicable legal requirements.
10. Communications With Patients
We may use PHI to communicate with patients regarding:
Appointment scheduling and reminders.
Treatment coordination.
Prescription-related clinical communications.
Billing and insurance matters.
Referrals and continuity of care.
Other legally authorized healthcare purposes.
Patients may request reasonable alternative communication methods to protect their confidentiality.
Resilience does not use general text messaging or email correspondence as a substitute for required clinical evaluations or prescribed telehealth consultations.
11. Minors and Personal Representatives
Resilience provides behavioral healthcare services to children and adolescents.
Parents and legal guardians may have rights to access or make decisions concerning a minor's healthcare information, subject to applicable federal and state laws.
Certain healthcare services or information may be protected by special confidentiality rules governing minors.
Resilience evaluates requests for access to a minor's records in accordance with applicable Virginia and Florida law, HIPAA, and other relevant confidentiality requirements.
12. Breach Notification
Resilience maintains procedures for identifying, evaluating, and responding to suspected or confirmed privacy and security incidents.
When a breach of unsecured PHI occurs, we will provide notifications to affected individuals, government authorities, or other parties as required by applicable law.
Notifications will be provided within legally required timeframes and include information required by applicable regulations.
13. Record Retention
Resilience maintains healthcare records for periods required by applicable federal and state laws, professional licensing requirements, and authorized operational needs.
Requests to delete medical records may be limited by mandatory retention requirements and other applicable legal obligations.
Records that are no longer required to be maintained will be handled in accordance with applicable information security and disposal requirements.
14. Changes to This Notice
Resilience reserves the right to revise this Notice of Privacy Practices in accordance with applicable law.
Revisions may apply to PHI already maintained by our practice and information obtained in the future.
When material changes occur, an updated notice will be made available through our website, at our practice locations, and upon request.
We will follow the terms of the notice currently in effect.
15. Designated Privacy Officer and Contact Information
If you have questions about this notice, wish to exercise your privacy rights, request access to records, or submit a privacy complaint, please contact:
Resilience Counseling & Social Skills Center, LLC
Designated Privacy Officer: Karl G. Memmer, LPC
Mailing Address:
6524 Woodlake Village Circle
Midlothian, Virginia 23112
Telephone: 540-699-0226
Fax: 540-699-0224
Email: info@resiliencecounseling.care
Website: https://www.resiliencecounseling.care
You may also file a complaint with:
U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue SW
Washington, DC 20201
Telephone: 1-877-696-6775
Website: https://www.hhs.gov/hipaa/filing-a-complaint/
Resilience prohibits retaliation against individuals who submit privacy complaints or exercise their legal privacy rights.