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HIPPA & Notice of Privacy Practices
This Notice explains how your health information may be used and disclosed and how you can access your information. Please read it carefully.
Personal Growth Counseling Services is required by federal and Ohio law to protect the privacy and security of your Protected Health Information (PHI). This includes compliance with the Health Insurance Portability and Accountability Act (HIPPA), 42 CFR Part 2 (When applicable to substance use treatment records), Ohio Administrative Code, and Medicaid regulations.
We are committed to safeguarding your personal and behavioral health information and using it only in ways that respect your dignity, privacy, and legal rights.
Our Commitment to You
We will protect your information with the highest level of care. All staff receive HIPPA and confidentiality training upon hire and annually thereafter. Verbal and written information is handled on a strict need-to-know basis. Records are securely stored, electronic communications are encrypted when required, and identifying information is not shared without proper authorization unless permitted or required by law.
How We May Use or Share Your Information
For Treatment
We may use your information to provide you with behavioral health services and to coordinate your care. This may include communication among therapists, case managers, medical providers, or other professionals involved in your treatment. When required by law or policy, we will obtain a signed Release of Information before sharing your records.
For Payment
We may use your information to bill Medicaid, insurance companies, or other payors for services provided. Only the minimum necessary information will be shared for billing purposes, and it will be handled securely.
For Quality Improvement and Agency Operations
We may review limited information to improve the quality and effectiveness of our services, ensure compliance with licensing and Medicaid requirements, conduct internal audits, support staff training, or prepare for accreditation. Whenever possible, identifying details are removed before information is used for these purposes. Your personal information is not used for marketing or unrelated business purposes.
In Emergencies
If you experience a medical or safety emergency, we may share necessary information with emergency responders or other appropriate individuals to protect your health and safety.
As Required by Law
We may disclose information when required by federal or Ohio law, such as mandatory reporting of abuse or neglect, court orders, or public health reporting requirements.
To prevent Serious Harm
We may share information if necessary to prevent a serious and imminent threat to your health or safety or the health or safety of others.
When We Will Not Share Your Information
We will not disclose your name, address, contact information, medical or behavioral health information, identifying marks, or other personal details without your written authorization, except when legally permitted or required.
If records contain information about more than one person, identifying information about others will be removed before release. Email and fax communications containing identifying information are transmitted using safeguards such as encryption and confidentiality notices.
Your Rights
You have the right to:
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Receive a copy of this Notice of Privacy Practices
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Request access to or copies of your records
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Request corrections if you believe information is inaccurate or incomplete
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Request restrictions on certain uses or disclosures
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Request confidential communications in a specific manner or location
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Receive a list of certain disclosures of your information
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Revoke an authorization in writing at any time
To exercise any of these rights, you may submit a written request to our Privacy Policy Officer.
Our Responsibilities
We are required by law to maintain the privacy and security of your Protected Health Information. If a breach occurs that may compromise your information, we will notify you in accordance with legal requirements. We will follow the privacy practices described in this Notice and will not use or share your information in ways not described here without your written permission.
We reserve the right to change this Notice. Any changes will apply to all information we maintain and will be made available on our website and upon request.
Filing a Complaint
If you believe your privacy rights have been violated, you may file a complaint without fear or retaliation.
You may contact:
Sana Ali
Sr. Manager of Compliance & Human Resources
Privacy Officer
Personal Growth Counseling Services
5577 Airport Highway, Suite 200
Toledo, Ohio 43615
Phone: 419-416-3373
Email: s.ali@personalgrowthcs.com
If the Privacy Officer is unavailable or is the subject of your concern, you may contact:
Alicia Trabbic
Clinical Director
Alternative Privacy Officer
Personal Growth Counseling Services
5577 Airport Highway, Suite 200
Toledo, Ohio 43615
Phone: 419-720-0442
Email: a.trabbic@personalgrowthcs.com
You may also file a complaint with the U.S Department of Health and Human Services, Office for Civil Rights, at https://ocrportal.hhs.gov/ocr/portal/lobby.jsf or by calling 1-800-368-1019 (TTY 1-800-537-7697). Other external sources for reporting are listed in the Client Rights Document posted to this website or given in PDF form upon request.
We are committed to protecting your privacy and ensuring your information is treated with respect and care at all times.