Privacy Policy, Terms of Service & Disclaimer

Effective Date: March 4 2026

 

Initiative Mental Health Center is committed to protecting the privacy, confidentiality, and security of our patients’ personal and health information. We comply with all applicable federal and state privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA), as well as applicable state laws governing mental health treatment and telehealth services.

 

HIPAA Notice of Privacy Practices

Initiative Mental Health Center maintains a separate Notice of Privacy Practices (NPP) in accordance with HIPAA. The Notice of Privacy Practices explains how medical information about patients may be used and disclosed and outlines patient rights regarding access to records, amendment requests, restrictions on certain disclosures, confidential communications, and accounting of disclosures. Patients may request a copy of the Notice of Privacy Practices at any time.

Patients have the right to file a complaint regarding privacy practices without fear of retaliation. Complaints may be directed to the clinic’s designated Privacy Officer or to the U.S. Department of Health and Human Services.

 

Use of AI-Assisted Documentation and Recording

To improve accuracy, efficiency, and quality of care, our practice may utilize secure, HIPAA-compliant artificial intelligence (AI)–assisted tools for clinical documentation, transcription, and note generation. These systems may be used to help record, summarize, and organize patient encounters for medical record purposes.

All AI-generated or AI-assisted documentation is reviewed, verified, and finalized by a licensed healthcare provider before becoming part of the medical record. No clinical decisions are made solely by artificial intelligence.

When audio recording is utilized for documentation support, recordings are securely stored and retained only for the minimum period necessary to complete clinical documentation, unless otherwise required by law. After documentation is finalized and verified by the provider, recordings may be securely deleted in accordance with clinic policy.

Any third-party technology vendors involved in AI-assisted documentation are required to maintain HIPAA compliance and enter into Business Associate Agreements (BAAs) to ensure the protection of patient health information.

 

Data Security and Confidentiality

All patient information, including audio recordings and AI-generated content, is handled in accordance with strict privacy and security standards. Access is limited to authorized personnel only. Information is not shared with unauthorized third parties and is used solely for treatment, payment, healthcare operations, and legally permitted purposes.

 

Consent

By receiving services at Initiative Mental Health Center, patients acknowledge and consent to the use of secure recording and AI-assisted documentation systems as part of routine clinical care. Patients may request additional information about these systems at any time.

Patients may be required to sign separate informed consent documents for treatment, telehealth services, financial responsibility, and recording or AI-assisted documentation. These consents outline risks, benefits, limitations, and patient rights in greater detail.

 

Telehealth and In-Person Services

Initiative Mental Health Center provides both telehealth (virtual) and in-person outpatient mental health services. Telehealth services are delivered through secure, HIPAA-compliant platforms. Patients are responsible for ensuring they have adequate internet access, privacy, and a safe environment during virtual sessions.

For telehealth services, patients agree to provide their current physical location and an emergency contact at the start of each session. In the event of a psychiatric emergency or safety concern during a telehealth appointment, the provider may contact local emergency services or the designated emergency contact as clinically appropriate.

Telehealth services are available only to patients physically located in states where the provider is licensed to practice. If a patient is outside of an approved state at the time of the appointment, services may need to be rescheduled.

Telehealth services may not be appropriate for all clinical situations. Providers will determine when in-person care or higher levels of care are required based on clinical judgment and patient safety.

 

Terms of Service

Services provided by Initiative Mental Health Center include outpatient psychiatric evaluation, medication management, psychotherapy, and ongoing mental health support. Treatment is individualized and based on clinical judgment, patient collaboration, and professional standards. Treatment outcomes cannot be guaranteed.

Patients agree to provide accurate information, attend scheduled appointments, follow treatment recommendations, and communicate concerns promptly. Missed appointments, late cancellations, and billing policies are subject to clinic guidelines.

Patients are responsible for understanding their insurance coverage, benefits, and financial obligations. Any co-payments, deductibles, co-insurance, or self-pay balances are the responsibility of the patient.

In compliance with the No Surprises Act, self-pay patients have the right to request a Good Faith Estimate of expected charges prior to receiving services. Patients may contact the clinic for more information regarding estimates and billing policies.

 

Minors and Guardian Consent

Initiative Mental Health Center provides services to adults only. Individuals under the age of 18 are not eligible for treatment at this practice.
(If the clinic begins treating minors in the future, appropriate parental or guardian consent requirements will apply in accordance with state and federal law.)

 

Medical Disclaimer

Information provided through our website, patient portal, emails, telehealth platforms, or other communications is for educational and clinical support purposes only and does not replace emergency medical care. Use of the website or electronic communications does not establish a provider-patient relationship.

In case of a mental health emergency, patients should call 911 or go to the nearest emergency department.

Initiative Mental Health Center does not provide crisis or emergency services outside of scheduled appointments.

The clinic is not responsible for the content of external websites linked from its platform. All website content is the intellectual property of Initiative Mental Health Center and may not be reproduced without permission.

 

Policy Updates

This policy may be updated periodically to reflect changes in laws, technology, or clinic practices. Updated versions will be made available upon request or posted on our website. This policy remains in effect until revised or replaced.