Notice of Privacy Practices

Effective Date: July 31, 2026

Our Commitment to Your Privacy

New Leaf Mental Health LLC (“New Leaf Mental Health”) is committed to protecting your health information. This Notice of Privacy Practices describes how we may use and disclose your Protected Health Information (PHI) to carry out treatment, payment, or health care operations, and for other purposes that are permitted or required by law. It also describes your rights regarding your health information.

We are required by law to maintain the privacy and security of your PHI, provide you with this notice of our legal duties and privacy practices, notify you following a breach of your unsecured protected health information, and follow the terms of the notice currently in effect.

How We May Use and Disclose Your Health Information

For Treatment

We may use and disclose your health information to provide, coordinate, or manage your mental health care and related services. This includes consultation with other health care providers regarding your care and referrals to other providers for services.

Example: We may share information about your diagnosis, medications, and treatment plan with your primary care physician or other specialists involved in your care to ensure coordinated and comprehensive treatment.

For Payment

We may use and disclose your health information to bill and collect payment for services provided to you. This may include disclosures to your health insurance company, Headway (our billing partner), or other entities involved in processing payment.

Example: We may submit claims to your insurance company that include information about your diagnosis and the services provided in order to receive payment for your care.

For Health Care Operations

We may use and disclose your health information for our health care operations, which include quality assessment, improvement activities, credentialing, business planning, and other administrative functions necessary to run our practice and ensure quality care.

Example: We may use your health information to evaluate the quality of care you received or to conduct training for clinical staff while maintaining appropriate confidentiality protections.

Substance Use Information

New Leaf Mental Health is not a substance use disorder treatment program under 42 CFR Part 2. If we receive records from another provider that are protected by Part 2, we will handle them in accordance with the redisclosure restrictions that apply to those records.

Other Uses and Disclosures That May Be Made Without Your Authorization

We may use or disclose your health information in the following situations without your authorization:

• As Required by Law: When federal, state, or local laws require disclosure
• Public Health Activities: To public health authorities for purposes such as preventing or controlling disease, injury, or disability
• Abuse, Neglect, or Domestic Violence: To appropriate authorities if we reasonably believe you are a victim of abuse, neglect, or domestic violence, as required or authorized by law
• Health Oversight Activities: To health oversight agencies for audits, investigations, inspections, or licensing
• Judicial and Administrative Proceedings: In response to a court order. In response to a subpoena in a civil or criminal action, Florida law (section 456.057, Florida Statutes) additionally requires that you or your legal representative receive proper notice from the party seeking the records before we may release them
• Law Enforcement: For limited law enforcement purposes as required or authorized by law
• To Avert Serious Threat: When necessary to prevent a serious threat to your health and safety or the health and safety of others
• Coroners, Medical Examiners, and Funeral Directors: As authorized by law
• Workers’ Compensation: For workers’ compensation or similar programs as authorized by law

Uses and Disclosures Requiring Your Authorization

Other uses and disclosures of your health information not covered by this notice will be made only with your written authorization. You have the right to revoke that authorization at any time by submitting a written revocation through the Headway platform, except to the extent that we have already taken action in reliance on your authorization.

The following uses and disclosures always require your specific written authorization:

• Psychotherapy Notes: Disclosures of psychotherapy notes (with limited exceptions for treatment, training, or legal requirements)
• Marketing: Uses or disclosures for marketing purposes
• Sale of PHI: Disclosures that constitute a sale of PHI

Your Rights Regarding Your Health Information

You have the following rights regarding your health information:

Right to Inspect and Copy

You have the right to inspect and obtain a copy of your health information that may be used to make decisions about your care. To inspect and copy your health information, submit a request through the Headway platform. We may charge a reasonable fee for copying and mailing costs. In limited circumstances, we may deny your request, and you may request a review of the denial.

Right to Amend

If you believe your health information is incorrect or incomplete, you may request that we amend it. You have the right to request an amendment for as long as the information is kept by or for us. To request an amendment, submit your request through the Headway platform and include a reason supporting your request. We may deny your request if the information was not created by us, is not part of the records we keep, is not information you would be permitted to inspect and copy, or is accurate and complete.

Right to an Accounting of Disclosures

You have the right to request an "accounting of disclosures," which is a list of certain disclosures we have made of your health information. This does not include disclosures for treatment, payment, health care operations, disclosures made to you, or disclosures made pursuant to your authorization. To request an accounting, submit your request through the Headway platform. Your request must state a time period, which may not be longer than six years. The first accounting in a 12-month period is free; we may charge a reasonable fee for additional requests.

Right to Request Restrictions

You have the right to request a restriction on the health information we use or disclose about you for treatment, payment, or health care operations. You also have the right to request a limit on the health information we disclose about you to someone involved in your care or the payment for your care. We are not required to agree to your request except in one situation: if you pay for a service or item out-of-pocket in full and request that we not submit the information to your health insurance plan, we will agree to that restriction. To request restrictions, submit your request through the Headway platform.

Right to Request Confidential Communications

You have the right to request that we communicate with you about your health information in a certain way or at a certain location. For example, you can ask that we contact you only at work or by mail. To request confidential communications, submit your request through the Headway platform. We will accommodate all reasonable requests.

Right to a Paper Copy of This Notice

You have the right to a paper copy of this notice at any time, even if you have agreed to receive it electronically. You may request a copy through the Headway platform or download and print it from our website at newleafaprn.com/hipaa-notice.

Filing a Complaint

If you believe your privacy rights have been violated, you may file a complaint with us or with the Secretary of the Department of Health and Human Services. To file a complaint with us, contact us through the Headway platform. You will not be penalized or retaliated against for filing a complaint.

To file a complaint with the U.S. Department of Health and Human Services:

Changes to This Notice

We reserve the right to change this notice and to make the revised or changed notice effective for health information we already have about you as well as any information we receive in the future. We will post a copy of the current notice on our website at newleafaprn.com/hipaa-notice. The notice will contain the effective date on the first page.

Questions and Contact Information

Privacy Officer. Emily Light, MSN, APRN, PMHNP-BC serves as the Privacy Officer for New Leaf Mental Health LLC. Contact the Privacy Officer with questions about this notice, to request a paper copy of it, or to ask how to exercise any of the rights described above.

New Leaf Mental Health LLC
Emily Light, MSN, APRN, PMHNP-BC, Privacy Officer
Melbourne, Florida
Telephone: (321) 450-7856
Email: privacy@newleafaprn.com

Requests that involve your health record itself, including access, amendment, and restrictions, are handled fastest through Headway, which holds those records under a Business Associate Agreement. Please do not send health information, symptoms, or clinical questions by email. Email is not a secure channel and the practice cannot protect information sent that way. If you cannot use Headway, call the number above and we will arrange another route.

Business Associate Relationship

New Leaf Mental Health has executed a Business Associate Agreement with Headway for the handling, storage, and transmission of protected health information. Headway is contractually obligated to maintain the same privacy and security protections for your information as required under HIPAA Privacy and Security Rules (45 CFR Parts 160 and 164).