Notice of Privacy Practices

Saranah Counseling

Notice of Privacy Practices

Diane Dawson, LCSW, LLC d/b/a Saranah Counseling
Effective Date: September 15, 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.

Your Information. Your Rights. Our Responsibilities.

Saranah Counseling is committed to protecting the privacy and confidentiality of your health information. This Notice of Privacy Practices explains how Diane Dawson, LCSW, LLC d/b/a Saranah Counseling (“Saranah Counseling,” “we,” “us,” or “our”) may use and disclose your protected health information (PHI), your rights regarding your PHI, and our responsibilities under federal and Pennsylvania law.

This notice applies to information we create or receive about you in connection with providing behavioral health services, maintaining your clinical record, communicating with you, coordinating your care, billing for services, and operating our practice.

We are required by law to maintain the privacy of your protected health information, provide you with this notice describing our privacy practices and legal duties, and follow the terms of the notice currently in effect.

YOUR RIGHTS

You have the following rights regarding your protected health information.

  1. Get a copy of your medical record

You have the right to inspect and obtain a copy of your protected health information maintained by Saranah Counseling, subject to applicable federal and Pennsylvania law.

You may request your record in paper or electronic form, when available.

We may charge a reasonable, cost-based fee when permitted by law.

In certain circumstances, applicable law may permit us to deny access to some information. If access is denied, we will provide you with an explanation and information about any applicable review or appeal rights.

  1. Ask us to correct your medical record

You may ask us to correct health information about you that you believe is incorrect or incomplete.

Your request must be made in writing and should explain why you believe the information is incorrect or incomplete.

We may deny your request in certain circumstances permitted by law. If we deny your request, we will provide you with an explanation and information about your right to submit a written statement of disagreement when applicable.

  1. Request confidential communications

You may ask us to contact you in a particular way or at a particular location.

For example, you may ask us to contact you by telephone at a specific number, communicate by mail, or contact you at an alternate address.

We will consider reasonable requests for confidential communications as required by law.

  1. Ask us to limit what we use or share

You may ask us to limit the protected health information we use or disclose for treatment, payment, or health care operations.

We are not required to agree to every request.

However, if you pay for a service completely out of pocket and request that we not disclose information about that service to your health plan for purposes of payment or health care operations, we will generally honor that request unless disclosure is required by law.

  1. Get a list of certain disclosures

You may request an accounting of certain disclosures of your protected health information made by Saranah Counseling during the applicable period allowed by law.

The accounting does not include certain disclosures, such as disclosures made for treatment, payment, or health care operations, or disclosures you specifically authorized.

  1. Receive a copy of this Notice

You have the right to receive a paper copy of this Notice at any time.

You may also obtain an electronic copy from our website or request that we provide one to you.

  1. Choose someone to act for you

If you have given someone medical power of attorney or if someone is your legal guardian, that person may exercise certain rights on your behalf.

We will verify that the person has appropriate legal authority before taking action.

  1. File a complaint

You may complain to Saranah Counseling or to the U.S. Department of Health and Human Services Office for Civil Rights if you believe your privacy rights have been violated.

You will not be retaliated against for filing a complaint.

YOUR CHOICES

For certain health information, you may have choices regarding how we use or disclose information.

Family and friends involved in your care

We may disclose information to a family member, close personal friend, or another person you identify when that person is involved in your care or payment for your care, when permitted by law.

We may also disclose information when necessary to notify or assist in notifying such individuals about your condition, location, or death when permitted by law.

When appropriate, we will give you an opportunity to agree or object to these disclosures.

Disaster relief

We may disclose information to an organization assisting with disaster relief efforts when permitted by law.

Marketing

We will not use or disclose your protected health information for marketing purposes when an authorization is required by law without obtaining the required authorization.

Sale of protected health information

We will not sell your protected health information without your written authorization when an authorization is required by law.

Fundraising

Saranah Counseling does not currently conduct fundraising activities using protected health information.

HOW WE MAY USE AND DISCLOSE YOUR HEALTH INFORMATION

Federal law generally allows us to use or disclose your protected health information without obtaining your written authorization for certain purposes.

Treatment

We may use or disclose your health information to provide, coordinate, or manage your behavioral health treatment.

For example, we may communicate with another health care professional involved in your care when permitted by law.

Payment

We may use and disclose your health information to bill and receive payment for services.

This may include providing information to:

  • Medicare;
  • health insurance companies and health plans, including Aetna;
  • other payers;
  • claims clearinghouses;
  • billing services;
  • payment processors; and
  • other entities involved in payment for your care.

Examples may include submitting claims, verifying eligibility and benefits, obtaining authorization when required, responding to payment inquiries, and resolving claim or billing issues.

Health Care Operations

We may use and disclose your health information as necessary to operate our practice.

This may include activities such as:

  • quality assessment and improvement;
  • reviewing clinical services;
  • maintaining and improving practice operations;
  • business planning;
  • compliance activities;
  • auditing;
  • credentialing;
  • legal and administrative activities;
  • appointment management;
  • billing and collections;
  • record maintenance; and
  • other activities permitted under HIPAA.

Business Associates and Service Providers

We may use outside individuals or organizations that perform services for Saranah Counseling that involve protected health information.

Examples may include electronic health record systems, billing services, claims clearinghouses, technology providers, consultants, attorneys, accountants, and other vendors that perform services on our behalf.

When required by law, we maintain appropriate agreements and safeguards governing the use and disclosure of protected health information by our business associates.

Saranah Counseling uses TherapyNotes as an electronic health record and practice-management system. TherapyNotes may be used for clinical documentation, appointment and scheduling functions, billing and claims activities, payment administration, and related practice-management functions.

As Required by Law

We may use or disclose your protected health information when required to do so by federal, state, or other applicable law.

OTHER PERMITTED OR REQUIRED USES AND DISCLOSURES

We may also use or disclose protected health information without your authorization when permitted or required by applicable law, including in circumstances involving:

  • public health activities;
  • reporting certain diseases or conditions;
  • reporting suspected abuse or neglect when required by law;
  • health oversight activities;
  • judicial or administrative proceedings;
  • law enforcement purposes under applicable legal requirements;
  • coroners, medical examiners, or funeral directors;
  • organ, eye, or tissue donation;
  • workers’ compensation;
  • certain specialized government functions;
  • activities necessary to prevent or lessen a serious and imminent threat to health or safety; and
  • other circumstances permitted or required by federal or Pennsylvania law.

We will only use or disclose information in these circumstances to the extent permitted or required by applicable law.

MENTAL HEALTH INFORMATION

Because Saranah Counseling provides behavioral health services, your clinical record may contain mental health information.

Mental health information is protected under HIPAA and may also be subject to additional protections under Pennsylvania law and other applicable federal or state laws.

We will comply with applicable laws governing the confidentiality and disclosure of mental health information.

Certain information may receive additional legal protections that are more restrictive than the general HIPAA rules. When a more protective federal or Pennsylvania law applies, we will follow the applicable law.

SUBSTANCE USE DISORDER INFORMATION

If Saranah Counseling creates or maintains substance use disorder patient records that are subject to 42 C.F.R. Part 2, those records may receive additional federal confidentiality protections.

When Part 2 applies, we will comply with the applicable requirements governing the use and disclosure of those records.

Part 2 records may have additional restrictions regarding consent, use, disclosure, and redisclosure.

If you have questions about whether particular information is protected under Part 2, you may contact Saranah Counseling.

PSYCHOTHERAPY NOTES

Psychotherapy notes are treated differently under HIPAA than other information contained in a clinical record.

When applicable, most uses and disclosures of separately maintained psychotherapy notes require your written authorization, subject to exceptions permitted by law.

Psychotherapy notes do not include the general clinical documentation maintained in your medical or behavioral health record for treatment, payment, or health care operations.

TELEHEALTH AND ELECTRONIC COMMUNICATIONS

Saranah Counseling may provide behavioral health services through telehealth when appropriate and when the required consent and applicable legal requirements are satisfied.

We may also communicate with you through telephone, voicemail, email, text messaging, or other electronic methods when appropriate and permitted.

Electronic communications may involve privacy or security risks. You may request alternative methods of communication or confidential communications as described in this notice.

Routine electronic communications should not be used for emergencies or urgent clinical situations.

WEBSITE AND ONLINE CONTACT FORM

Saranah Counseling maintains a public website for general information about the practice and its services.

The website’s general contact form is intended for general inquiries and is not a secure clinical communication or patient portal.

Please do not submit detailed medical, mental health, diagnostic, treatment, medication, crisis, or other highly sensitive information through the general website contact form.

Information submitted through the website is handled according to our Website Privacy Policy and applicable law.

The Website Privacy Policy is separate from this Notice of Privacy Practices. This Notice governs the privacy of protected health information maintained by Saranah Counseling as a health care provider.

YOUR HEALTH INFORMATION AND INSURANCE

If you use insurance, including Medicare or a commercial health plan such as Aetna, we may be required to provide certain health information to your health plan for purposes including:

  • eligibility verification;
  • claims submission;
  • payment;
  • utilization review;
  • prior authorization;
  • coordination of benefits;
  • audits; and
  • other activities permitted or required by law.

If you choose to pay for a service completely out of pocket and request that we not disclose information about that service to your health plan for payment or health care operations, we will generally honor that request when required by HIPAA, unless disclosure is otherwise required by law.

BREACH NOTIFICATION

We are required by law to notify you following a breach of your unsecured protected health information when the law requires notification.

If a breach occurs that requires notification, we will provide the required information and follow applicable federal and state requirements.

OUR RESPONSIBILITIES

Saranah Counseling is required by law to:

  • maintain the privacy and security of your protected health information;
  • provide you with this notice describing our legal duties and privacy practices;
  • comply with the terms of the notice currently in effect;
  • notify affected individuals when a breach of unsecured protected health information requires notification;
  • provide you with a copy of this notice upon request; and
  • follow applicable federal and Pennsylvania privacy and confidentiality laws.

We will not use or disclose your protected health information in a manner not described in this notice unless you provide an authorization when authorization is required by law.

If you provide an authorization, you may generally revoke it in writing, except to the extent we have already relied upon the authorization.

CHANGES TO THIS NOTICE

We reserve the right to change our privacy practices and this Notice of Privacy Practices.

Any revised notice will apply to protected health information that we already maintain as well as information we receive in the future, to the extent permitted by law.

If we make a material change to our privacy practices, we will revise this notice and make the updated notice available as required by law.

The current version will be available on our website and in our office.

QUESTIONS OR PRIVACY CONCERNS

If you have questions about this Notice of Privacy Practices or believe your privacy rights may have been violated, please contact:

Diane Dawson, MSS, LCSW
Privacy Contact
Saranah Counseling
Diane Dawson, LCSW, LLC
Exton, Pennsylvania
Email: Diane@SaranahCounseling.com
Website: SaranahCounseling.com

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

U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue, S.W.
Washington, D.C. 20201
Telephone: 1-877-696-6775
Website: HHS.gov/hipaa

We will not retaliate against you for filing a privacy complaint.