PRIVACY POLICY & HIPAA NOTICE OF PRIVACY PRACTICES

Nashville Brain Institute

Effective Date: 4/30/2025

 

Introduction

Nashville Brain Institute (“we,” “our,” or “the Practice”) is committed to protecting your privacy and complying with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable U.S. privacy laws. This Privacy Policy explains how we collect, use, and protect your information when you visit our website or use our services. By using this website, you consent to the data practices described in this statement.

Collection of Personal & Health Information

We collect personally identifiable information, including but not limited to:

  • Name, address, phone number, and email
  • Demographic details such as ZIP code, age, and gender
  • Medical history and other health-related information you voluntarily provide
  • Information automatically collected from your browser, such as IP address and device details

Additionally, we may collect Protected Health Information (PHI) when you submit medical inquiries, request appointments, or communicate with our practice electronically.

Use of Your Information

We use the information we collect for:

  • Providing and improving our medical services
  • Scheduling and confirming appointments
  • Communicating with you regarding treatment and healthcare services
  • Ensuring compliance with legal and regulatory obligations
  • Enhancing the security and functionality of our website

We will not sell, rent, or lease your personal or health information to third parties.

HIPAA Compliance & PHI Protection

As a healthcare provider, we are required to comply with HIPAA regulations. This means:

  • We will only use or disclose your PHI for treatment, payment, or healthcare operations unless required by law or with your explicit authorization.
  • We implement physical, administrative, and technical safeguards to protect your PHI from unauthorized access or disclosure.
  • You have rights under HIPAA, including the right to access, amend, and request restrictions on the use of your PHI.

SMS Opt-In Privacy Policy

By opting in to receive SMS messages from Nashville Brain Institute, you consent to receive communications related to appointments, healthcare reminders, and promotional content. We do not share your phone number or personal information with third parties. You can opt out at any time by replying “STOP” to any message.

Use of Cookies & Tracking Technologies

We use cookies and similar technologies to enhance your browsing experience, analyze website traffic, and personalize content. You can adjust your browser settings to disable cookies; however, some website features may not function properly.

Security of Your Information

We take reasonable measures to protect your personal and health information, including:

  • Secure data storage on encrypted servers
  • Access controls restricting PHI access to authorized personnel only
  • SSL encryption for data transmission

However, no system is 100% secure. If you suspect a data breach, please contact us immediately.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites and encourage you to review their privacy policies.

 

Your Rights

You have the right to:

  • Get a copy of your medical record
    You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you.

    • We will provide a copy or a summary, usually within 30 days of your request. We may charge a reasonable, cost-based fee.

  • Ask us to correct your medical record
    If you think information is incorrect or incomplete, you can ask us to correct the record.

    • We may say “no,” but we’ll tell you why in writing within 60 days.

  • Request confidential communications
    You can ask us to contact you in a specific way (e.g., home or office phone) or to send mail to a different address.

    • We will say yes to all reasonable requests.

  • Ask us to limit what we use or share
    You can ask us not to use or share certain health information for treatment, payment, or our operations.

    • We are not required to agree to your request, and we may say no if it would affect your care.

    • If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information with your health insurer. We will say yes unless a law requires us to share that information.

  • Get a list of those with whom we’ve shared information
    You can ask for a list (accounting) of the times we’ve shared your health information for six years prior to the date you ask.

    • We’ll include all disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as those you asked us to make).

    • We’ll provide one accounting a year for free but may charge a reasonable fee if you ask for another within 12 months.

  • Get a copy of this privacy notice
    You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice electronically.

  • Choose someone to act for you
    If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.

  • File a complaint if you feel your rights are violated
    You can complain if you feel we have violated your rights by contacting our Privacy Officer using the contact information below:
    Privacy Officer
    Stacia Miller – Nashville Brain Institute
    Email: smiller@nashvillebraininstitute.com
    Phone: 615-457-8585
    Address: 2410 Patterson St Suite 210, Nashville, TN 37203

 

  • You can also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights:

    • Online: https://www.hhs.gov/ocr/privacy/hipaa/complaints/

    • By mail: U.S. Department of Health and Human Services
      200 Independence Avenue, S.W.
      Washington, D.C. 20201

    • By phone: 1-877-696-6775
      We will not retaliate against you for filing a complaint.

Your Choices

You have some choices in the way we use and share information:

  • In these cases, you have both the right and choice to tell us to:

    • Share information with your family, close friends, or others involved in your care

    • Share information in a disaster relief situation

    • Include your information in a hospital directory
      If you are unable to tell us your preference (e.g., unconscious), we may go ahead and share your information if we believe it is in your best interest.

  • In these cases, we never share your information unless you give us written permission:

    • Marketing purposes

    • Sale of your information

    • Most sharing of psychotherapy notes

  • In the case of fundraising:

    • We may contact you for fundraising efforts, but you can tell us not to contact you again.

Our Uses and Disclosures

We typically use or share your health information in the following ways:

  • To treat you
    We can use your health information and share it with other professionals who are treating you.

  • To run our organization
    We can use and share your health information to run our practice, improve your care, and contact you when necessary.

  • To bill for your services
    We can use and share your health information to bill and get payment from health plans or other entities.

Other ways we may use or share your information

We are allowed or required to share your information in other ways – usually in ways that contribute to the public good, such as public health and research. We must meet certain conditions in the law before we can share your information for these purposes:

  • Public health and safety issues

  • Research

  • Compliance with law enforcement and court orders

  • Organ and tissue donation

  • Workers’ compensation, law enforcement, and other government requests

  • Responding to lawsuits and legal actions

Our Responsibilities

  • We are required by law to maintain the privacy and security of your protected health information.

  • We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.

  • We must follow the duties and privacy practices described in this notice and provide you with a copy of it.

  • We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

Changes to the Terms of This Notice

We may change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available on our website and upon request.

Contact Information

If you have any questions about this notice or need to reach our Privacy Officer, contact:

Privacy Officer
Stacia Miller – Nashville Brain Institute
Email: smiller@nashvillebraininstitute.com
Phone: 615-457-8585
Address: 2410 Patterson St Suite 210, Nashville, TN 37203