Privacy Policy

1. Introduction

Vita Nova Ketamine & Wellness Clinic ("we," "us," or "our") is committed to protecting your privacy and maintaining the confidentiality of your personal health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our clinic, use our services, or interact with our website.

As a healthcare provider, we are required to comply with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable privacy laws. This policy works in conjunction with our HIPAA Notice of Privacy Practices.

2. Information We Collect

Personal Health Information (PHI)

We collect and maintain personal health information including:

• Medical history and current health conditions
• Mental health assessments and treatment records
• Medication history and current prescriptions
• Treatment plans and progress notes
• Ketamine and IV therapy administration records
• Insurance information and billing records
• Emergency contact information

Personal Information

• Name, address, phone number, and email address
• Date of birth and demographic information
• Insurance information and payment details
• Appointment scheduling information

Website Information

• IP address and browser information
• Pages visited and time spent on our website
• Contact form submissions and inquiries
• Cookies and similar tracking technologies

3. How We Use Your Information

We use your information for the following purposes:

Treatment

• Providing ketamine therapy, Spravato® treatment, and IV therapy services
• Developing and implementing personalized treatment plans
• Monitoring treatment progress and adjusting care as needed
• Coordinating care with other healthcare providers when necessary

Payment

• Processing insurance claims and verifying coverage
• Billing for services and collecting payments
• Financial assistance and payment plan arrangements

Healthcare Operations

• Quality assurance and improvement activities
• Staff training and education
• Appointment scheduling and clinic operations
• Compliance with legal and regulatory requirements

4. Information Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal health information to third parties except as described in this policy and as permitted or required by law.

Authorized Disclosures

• With your written authorization for specific purposes
• To other healthcare providers involved in your care
• To insurance companies for payment and coverage determination
• To business associates who assist with our operations (under strict confidentiality agreements)

Required Disclosures

• When required by law or court order
• To prevent serious harm to you or others
• For public health and safety purposes
• To law enforcement in specific circumstances
• For regulatory compliance and oversight

5. Data Security

We implement comprehensive security measures to protect your personal health information:

• Encrypted electronic health records systems
• Secure physical storage of paper records
• Access controls and user authentication
• Regular security training for all staff members
• Secure transmission of information
• Regular security audits and updates
• Incident response procedures

6. Your Privacy Rights

Under HIPAA and Maryland law, you have the following rights:

• Right to Access: Request copies of your medical records
• Right to Amend: Request corrections to your medical records
• Right to Restrict: Request limitations on how we use or share your information
• Right to Confidential Communications: Request alternative methods of contact
• Right to an Accounting: Request a list of disclosures we have made
• Right to Complain: File complaints about our privacy practices
• Right to Revoke Authorization: Withdraw consent for specific uses of your information

7. Website Privacy

Cookies and Tracking

Our website uses cookies to improve your browsing experience and analyze website traffic. You can disable cookies in your browser settings, though this may affect website functionality.

Contact Forms

Information submitted through our website contact forms is transmitted securely and used only to respond to your inquiries or schedule appointments.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites.

8. Minors' Privacy

We do not knowingly collect personal information from individuals under 18 years of age without parental consent. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

9. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will post the updated policy on our website and notify you of significant changes. The effective date at the top of this policy indicates when it was last revised.

10. Contact Information

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us: