Mood & Mind Psychiatry Care Service
Address: 2443 Clare Lane NE, Suite 106, Rochester, MN 55906
Insurance plans accepted: Aetna, Blue Cross Blue Shield, HealthPartners, Medicare, Medicaid, MNSure, UCare (participation may vary by plan)
Effective date: September 1, 2025
1) Notice of Privacy Practices (HIPAA Privacy Policy)
Our Commitment to Your Privacy
Mood & Mind Psychiatry Care Service ("Mood & Mind," "we," "our") is committed to protecting the privacy of your health information. We are required by law to maintain the privacy of your Protected Health Information (PHI), to provide you this Notice explaining our legal duties and privacy practices, and to notify you if a breach compromises the privacy or security of your PHI. We follow the Health Insurance Portability and Accountability Act (HIPAA) and applicable Minnesota laws including, without limitation, the Minnesota Health Records Act (Minn. Stat. §§ 144.291–144.298) and the Minnesota Patients’ Bill of Rights (Minn. Stat. § 144.651).
If we provide services related to substance use disorder treatment that are subject to 42 C.F.R. Part 2, your records receive additional protections; we will not disclose such information without your specific written consent except as permitted by law.
To Whom This Notice Applies
This Notice applies to Mood & Mind clinicians, employees, business associates, trainees, and personnel involved in your care, as well as any volunteers or contracted support staff.
What is PHI?
PHI is information that identifies you and relates to your past, present, or future physical or mental health or condition, the provision of health care to you, or payment for that care. Examples include your diagnosis, treatment notes, medications, symptoms, billing information, and insurance data.
How We May Use and Disclose Your PHI Without Your Authorization
We may use or disclose your PHI for the following purposes as permitted by HIPAA and Minnesota law:
Treatment: To provide, coordinate, or manage your care and related services (e.g., consultation with another clinician, referrals).
Payment: To obtain payment for your care from you, your insurer, or other responsible payor (e.g., claims, prior authorizations, eligibility checks, utilization review).
Health Care Operations: For quality assessment and improvement, clinical training, licensing, audits, and business management.
Business Associates: To vendors who assist us (e.g., EHR, billing, telehealth platforms) under contracts requiring HIPAA‑compliant safeguards.
Appointment Reminders & Care Coordination: To contact you with reminders, scheduling, test results, and care instructions.
As Required by Law: To comply with federal, state, or local law.
Public Health & Safety: To prevent or control disease; report abuse, neglect, or domestic violence as required; or reduce a serious threat to your health/safety or the public.
Health Oversight: To agencies for audits, investigations, inspections, or licensure.
Judicial & Law Enforcement: In response to court orders, warrants, or as otherwise permitted by law.
Coroners, Medical Examiners, Organ Donation: For identification and other legal duties.
Workers’ Compensation: As permitted by workers’ compensation laws.
Research: As permitted by law and oversight boards, or with your authorization.
Psychotherapy Notes: If we maintain separate psychotherapy notes, those receive special protection. We will not use or disclose psychotherapy notes without your written authorization except as permitted by law.
Other Uses and Disclosures Requiring Your Written Authorization
We will obtain your written authorization before using or disclosing your PHI for purposes not described above, including most marketing, any sale of PHI, and other non‑routine uses. You may revoke an authorization at any time in writing, except to the extent we have already relied on it.
Your Privacy Rights
You have the following rights regarding your PHI:
Right of Access: You may inspect and obtain a copy of your records (including an electronic copy when available) within the timeframes required by law. Fees may apply as permitted by law.
Right to Request Restrictions: You may request restrictions on certain uses/disclosures. We are not required to agree, but if we do, we will abide by the restriction (except in emergencies). If you self‑pay in full for a service, you may request that we not disclose that service to your health plan.
Right to Confidential Communications: You may request that we contact you at an alternative address, phone number, or via secure means.
Right to Amend: You may request an amendment to your records if you believe information is incorrect or incomplete. We may deny requests in certain circumstances but will inform you in writing.
Right to an Accounting of Disclosures: You may request a list of certain disclosures we made of your PHI during a specified period.
Right to a Paper Copy: You may obtain a paper copy of this Notice at any time, even if you agreed to receive it electronically.
Right to be Notified of a Breach: You will be notified if a breach compromises the privacy or security of your PHI as required by law.
Our Duties
We are required by law to maintain the privacy and security of your PHI.
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 a copy of it.
We will not use or share your information other than as described here unless you authorize us in writing.
Electronic Communications & Patient Portals
We may use secure portals and HIPAA‑compliant platforms to communicate. If you choose to communicate via standard email or text message, you acknowledge that these methods may carry privacy risks. You can opt in or out of non‑urgent electronic communications at any time. Electronic communications are not monitored 24/7 and are not for emergencies.
Telehealth
We may deliver services via real‑time video/telehealth platforms. You have the right to know the name of the platform used, associated privacy practices, and any limitations of telehealth. You may decline telehealth and request in‑person care where available. Appropriate licensing and Minnesota telehealth requirements apply.
Minors
Parents or legal guardians generally have the right to access a minor child’s records, subject to exceptions under Minnesota and federal law. Minnesota law may allow minors to consent to certain services and limit parental access in those circumstances. We will follow applicable law.
Retention & Data Security
We maintain records for the periods required by law and our policies. We employ administrative, technical, and physical safeguards designed to protect your PHI. No system is 100% secure; we monitor and improve safeguards on an ongoing basis.
Changes to This Notice
We may change this Notice at any time. The revised Notice will apply to existing and future PHI and will be posted in our office and on our website (if applicable). The effective date is listed at the top.
Questions, Requests, and Complaints
If you have questions or wish to exercise your rights, contact our Privacy Officer:
Privacy Officer: Kayode Wemimo
Mail: Mood & Mind Psychiatry, 2443 Clare Lane NE, Suite 106, Rochester, MN 55906
You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. We will not retaliate against you for filing a complaint.