LifeHealingHeart, PLLC

Notice of Privacy Practices

Effective date: October 20, 2026

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

I. MY PLEDGE REGARDING HEALTH INFORMATION

I understand that health information about you and your health care is personal. I am committed to protecting health information about you. I create and maintain records of the care and services you receive from me in an electronic health record (EHR). I need these records to provide quality care and comply with legal requirements. This notice applies to the records of care generated and maintained by LifeHealingHeart, PLLC.

I am required by law to maintain the privacy and security of your protected health information (PHI); give you this notice of my legal duties and privacy practices; follow the terms of the notice currently in effect; and notify affected individuals following a breach of unsecured PHI when legally required. I may change this notice and apply revised terms to PHI I maintain. The current notice will be available on request and on my website.

II. HOW I MAY USE AND DISCLOSE HEALTH INFORMATION ABOUT YOU

Treatment. Federal privacy rules generally permit the use or disclosure of PHI for treatment, including consultation with other providers, care coordination, and referrals. For example, I use your clinical information to provide psychotherapy and develop your treatment plan. In my practice, I generally obtain a signed release before communicating with other health care providers. State confidentiality laws may require written consent or otherwise limit disclosures.

Payment. I may use or disclose information as legally permitted to obtain payment for services, including billing insurers directly or through a billing or practice-management service. For example, I may submit your diagnosis, dates of service, and applicable procedure codes to your insurer to process a claim.

Health care operations. I may use or disclose PHI as legally permitted for practice administration, quality review, compliance, audits, and other health care operations. For example, I may review clinical records to evaluate documentation quality and meet applicable compliance obligations. HIPAA’s minimum-necessary standard generally does not apply to disclosures for treatment, but state confidentiality protections may impose further restrictions.

Lawsuits and disputes. If you are involved in a legal proceeding, I will assess court orders, subpoenas, and other legal demands under applicable law. A subpoena alone does not necessarily authorize disclosure. Professional privileges and state confidentiality laws may limit the release of records.

III. USES AND DISCLOSURES REQUIRING AUTHORIZATION

Psychotherapy notes. HIPAA gives special protections to separately maintained psychotherapy notes as defined by federal law. I do not currently maintain separate HIPAA-defined psychotherapy notes. My clinical progress notes are maintained as part of my regular clinical record. If my practices change and I begin maintaining separately defined psychotherapy notes, I will follow the additional authorization rules and exceptions applicable to those notes.

Marketing and sale. I do not sell PHI or use or disclose PHI for marketing purposes that require authorization. Written authorization is generally required for uses or disclosures of separately maintained psychotherapy notes (if any), marketing uses subject to HIPAA authorization rules, and sale of PHI. Other uses and disclosures not described in this notice will be made only with your written authorization, unless otherwise permitted or required by law. You may revoke an authorization in writing, except to the extent I have already relied on it.

IV. OTHER USES AND DISCLOSURES PERMITTED OR REQUIRED BY LAW

Subject to applicable federal and state restrictions, I may use or disclose PHI without your authorization when legally permitted or required for:

  1. Reporting required by state or federal law, including certain suspected abuse or neglect.
  2. Public health activities and prevention of a serious threat to health or safety, subject to state-specific legal standards.
  3. Health oversight activities, including authorized audits and investigations.
  4. Judicial and administrative proceedings under legally sufficient process.
  5. Law enforcement purposes when legally authorized.
  6. Funeral directors, as necessary to carry out their lawful duties, and organ, eye, or tissue donation organizations as legally permitted.
  7. Coroners and medical examiners acting within their lawful duties.
  8. Research only with appropriate authorization or a legally recognized exception or waiver.
  9. Specialized government functions as permitted by law.
  10. Workers’ compensation obligations under applicable law.
  11. Appointment reminders and communications about treatment alternatives or health-related services.

V. DISCLOSURES TO FAMILY, FRIENDS, OR OTHERS

I may share relevant PHI with a family member, friend, or other person involved in your care or payment if you agree, have an opportunity to object and do not object, or another legal basis applies. More restrictive state confidentiality laws may limit such disclosures. I currently provide services to adults, and applicable law governs personal representatives and any changes to that practice.

VI. YOUR RIGHTS WITH RESPECT TO YOUR PHI

  1. Request restrictions. You may ask me to restrict certain uses or disclosures for treatment, payment, or operations. I am not generally required to agree, except that I must honor a qualifying request not to disclose information about services paid in full out of pocket to a health plan for payment or operations, unless required by law.
  2. Request confidential communications. You may ask to be contacted at a different location or by a different method. I will accommodate reasonable requests. I use my EHR for secure document delivery and may communicate about routine matters by email or text, subject to applicable safeguards and your preferences.
  3. Inspect and obtain copies. You generally may inspect or receive an electronic or paper copy of PHI in your designated record set, including ordinary clinical progress notes, subject to limited exceptions. I generally respond within 30 days, with any legally permitted extension, and may charge only a legally permitted fee.
  4. Request an accounting. You may request an accounting of certain disclosures during the preceding six years, subject to exclusions and special rules. I generally respond within 60 days, with any permitted extension. One accounting per 12 months is free; lawful cost-based fees may apply to additional requests.
  5. Request an amendment. You may ask to amend PHI in your designated record set. I generally respond within 60 days, with any permitted extension. If denied, I will explain the decision in writing and describe your options.
  6. Obtain a copy of this notice. You may request a paper or electronic copy at any time, even if you previously agreed to electronic delivery.
  7. Have a personal representative act for you. A legally authorized representative may exercise applicable rights, subject to identity verification and limits under applicable law.

VII. SPECIAL PROTECTIONS FOR SUBSTANCE USE DISORDER RECORDS

LifeHealingHeart is not a substance use disorder treatment program. However, records I receive from a federally assisted substance use disorder treatment program subject to 42 CFR Part 2 may have additional protections. Where applicable, I will comply with Part 2 consent and redisclosure rules. A qualifying consent may permit uses and disclosures for treatment, payment, and health care operations; certain further disclosures may then be governed by HIPAA. Part 2 records, and testimony describing their contents, generally may not be used or disclosed in civil, criminal, administrative, or legislative proceedings against you without your specific consent or an appropriate court order and any other required legal process. I do not use Part 2 records for fundraising.

VIII. ADDITIONAL STATE CONFIDENTIALITY PROTECTIONS

Federal and state laws may provide stronger protections for counseling communications, clinical records, and privileged information than HIPAA alone. I comply with applicable federal and state requirements, including laws that may require written client consent even where HIPAA otherwise permits a disclosure. In particular, Connecticut’s professional counselor confidentiality law (Conn. Gen. Stat. § 52-146s) and Montana’s counselor confidentiality provisions (Mont. Code Ann. § 37-39-301) restrict disclosure of certain counseling information except with written consent or as otherwise permitted by applicable law. Idaho Rule of Evidence 517 and Vermont’s 12 V.S.A. § 1612 provide counselor-client or mental health professional privileges relevant to legal proceedings; these privileges are distinct from the rules governing routine disclosures. New Mexico’s confidentiality requirements, including N.M. Stat. Ann. § 43-1-19, apply where their statutory scope and conditions are met. Florida’s telehealth confidentiality requirements (Fla. Stat. § 456.47) and applicable medical-record confidentiality provisions (including Fla. Stat. § 456.057) also govern where applicable. I am registered in Florida as an out-of-state telehealth provider, not as a Florida-licensed mental health counselor.

Before responding to a subpoena, court order, records request, or other legal demand, I evaluate the applicable confidentiality laws, professional privileges, consent requirements, and legal exceptions. A subpoena by itself does not necessarily authorize disclosure. Where state law provides greater protection than HIPAA, I follow the more protective applicable requirement. Safety-related and legally mandated disclosures are evaluated under the specific rules that apply.

IX. QUESTIONS AND PRIVACY COMPLAINTS

You may complain to me or to the U.S. Department of Health and Human Services, Office for Civil Rights, if you believe your privacy rights have been violated. To complain to me, contact the privacy contact below by telephone and explain your concern; I will provide information about submitting it in writing if needed. You will not be retaliated against for filing a complaint.

Privacy contact: Keri M. Zwerner, MA, LCPC, LifeHealingHeart, PLLC
Telephone: 406-898-3438
Practice location: Bozeman, Montana
HHS Office for Civil Rights: https://www.hhs.gov/ocr/complaints/index.html

X. CHANGES TO THIS NOTICE

I reserve the right to change this notice and make revised terms effective for all PHI I maintain, including information created or received before the revision. Revised notices will be available on request and posted on the LifeHealingHeart website.