Notice of Privacy Practices

 

Effective Date: 1 August 2026

 

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN OBTAIN ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

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Terra Soma Health ("Terra Soma Health," "we," "our," or "the Practice") is committed to protecting the privacy and confidentiality of your protected health information ("PHI"). This Notice describes your rights under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), as amended by the Health Information Technology for Economic and Clinical Health Act ("HITECH"), and explains our legal duties regarding your health information.

This Notice applies to all records created or maintained by Terra Soma Health.

 

Our Legal Responsibilities

We are required by federal law to:

• Maintain the privacy and security of your Protected Health Information (PHI).

• Provide you with this Notice describing our legal duties and privacy practices.

• Follow the terms of this Notice currently in effect.

• Notify you promptly if a breach occurs that may have compromised the privacy or security of your PHI.

• Obtain your written authorization for uses and disclosures not otherwise permitted by law.

 

What Is Protected Health Information?

Protected Health Information (PHI) includes any information that identifies you and relates to:

• Your physical or mental health;

• The healthcare services you receive;

• Payment for healthcare services.

PHI may exist in paper, electronic, or verbal form.

 

How We May Use and Disclose Your Information Without Your Authorization

 

1. Treatment

We may use or disclose your PHI to provide, coordinate, or manage your mental health treatment.

Examples include:

• Coordinating care with your physician or psychiatrist;

• Consulting with another healthcare provider involved in your care;

• Referring you to another provider.

 

2. Payment

We may use or disclose PHI to obtain payment for services provided.

Examples include:

• Billing your insurance company;

• Determining insurance eligibility;

• Collecting outstanding balances;

• Processing claims.

 

3. Health Care Operations

We may use PHI for our normal business operations, including:

• Quality improvement;

• Staff training;

• Licensing and accreditation;

• Compliance activities;

• Audits;

• Risk management;

• Business planning.

 

4. Business Associates

We may share PHI with vendors that perform services on our behalf, including:

• Electronic Health Record providers;

• Billing companies;

• Secure email providers;

• Cloud storage vendors;

• Practice management software.

These organizations are required by law and contract to safeguard your information.

 

5. Appointment Reminders

We may contact you regarding:

• Appointment reminders;

• Follow-up care;

• Missed appointments;

• Scheduling changes.

Communication may occur through phone, voicemail, secure email, text message, or patient portal unless you request otherwise.

 

6. Treatment Alternatives and Health-Related Services

We may inform you about:

• Treatment options;

• Wellness programs;

• Services that may benefit your health.

 

7. Individuals Involved in Your Care

Unless you object, we may disclose relevant information to:

• Family members;

• Caregivers;

• Individuals involved in your care or payment.

 

8. As Required by Law

We may disclose PHI when required by federal, state, or local law.

 

9. Public Health Activities

We may disclose PHI for:

• Reporting communicable diseases;

• Public health investigations;

• FDA reporting;

• Preventing serious health threats.

 

10. Health Oversight Activities

We may disclose PHI to agencies responsible for:

• Licensing;

• Investigations;

• Audits;

• Inspections;

• Compliance reviews.

 

11. Judicial and Administrative Proceedings

We may disclose PHI pursuant to:

• Court orders;

• Lawful subpoenas;

• Administrative proceedings.

 

12. Law Enforcement

We may disclose PHI under circumstances permitted or required by law, including:

• Reporting certain crimes;

• Locating missing persons;

• Complying with lawful legal processes.

 

13. Serious Threat to Health or Safety

We may disclose PHI when necessary to prevent or lessen a serious and imminent threat to health or safety.

 

14. Workers' Compensation

We may disclose information as authorized by workers' compensation laws.

 

Special Protections for Mental Health Information

Mental health records may receive additional protections under federal and New Hampshire law.

Psychotherapy notes maintained separately from your medical record receive special protection under HIPAA and generally require your written authorization before disclosure except in limited circumstances permitted by law.

Certain disclosures involving substance use disorder treatment records may also be subject to additional federal confidentiality requirements under 42 CFR Part 2.

 

Uses Requiring Your Written Authorization

We will obtain your written authorization before:

• Using or disclosing psychotherapy notes except where permitted by law;

• Using PHI for most marketing purposes;

• Selling your PHI;

• Any other disclosure not otherwise permitted by HIPAA.

You may revoke an authorization at any time in writing unless action has already been taken in reliance on it.

 

Your Privacy Rights

You have the right to:

 

Access Your Records

Request inspection or copies of your health records, subject to limited legal exceptions.

 

Request Corrections

Ask us to amend information you believe is incorrect or incomplete.

 

Receive an Accounting of Disclosures

Request a list of certain disclosures made outside of treatment, payment, and healthcare operations.

 

Request Restrictions

Request limitations on certain uses or disclosures of your PHI.

Although we are not required to agree to every request, we will comply when required by law.

 

Request Confidential Communications

You may ask us to communicate with you:

• At another address;

• Through another phone number;

• Using another method.

We will accommodate reasonable requests.

 

Obtain a Paper Copy

You may request a paper copy of this Notice at any time.

 

Receive Electronic Copies

You may request electronic copies of your records when available.

 

Electronic Communications

If you choose to communicate with us through email, text messaging, or other electronic methods, there may be privacy risks despite reasonable safeguards.

By choosing these methods, you acknowledge those risks unless prohibited by applicable law.

Secure communications may also be available through our patient portal.

 

Website and Online Services

Our website may collect limited technical information such as:

• Browser type;

• Device information;

• IP address;

• Website usage statistics.

This information is used to improve website functionality and security.

Our website is not intended to collect Protected Health Information unless you voluntarily submit information through secure forms or the patient portal.

 

Breach Notification

If a breach of unsecured Protected Health Information occurs that affects your information, we will notify you in accordance with applicable federal and state law.

 

Changes to This Notice

We reserve the right to change this Notice at any time.

Revised notices will apply to all PHI maintained by Terra Soma Health.

The current version will always be available on our website and upon request.

 

Questions or Complaints

If you believe your privacy rights have been violated, you may file a complaint with Terra Soma Health or with the U.S. Department of Health and Human Services, Office for Civil Rights.

You will not be retaliated against for filing a complaint.

Privacy Officer: Krista Bajgier; Terra Soma Health

Address: 923 Elm Street, Unit #393, Manchester, NH 03101

Phone: (603) 722-0791

Email: info@terrasomahealth.com

 

You may also file a complaint with:

U.S. Department of Health and Human Services

Office for Civil Rights

https://www.hhs.gov/hipaa/filing-a-complaint

 

Contact Information

Terra Soma Health

923 Elm Street, Unit #393, Manchester, NH 03101

Phone: (603) 722-0791

Email: info@terrasomahealth.com

Website: www.terrasomahealth.com

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Acknowledgment

Patients may be asked to sign an acknowledgment confirming receipt of this Notice. Signing the acknowledgment does not waive any of your legal rights under HIPAA.