Privacy Policy for Minnesota Mental Health Clinics

Privacy Policy

Minnesota Mental Health Clinics (MMHC)

Effective Date: March 2026

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

Our Legal Duties

Minnesota Mental Health Clinics is required by law to:

  • Maintain the privacy and security of your Protected Health Information (PHI)
  • Provide you with this Notice of our legal duties and privacy practices
  • Notify you if a breach occurs involving your unsecured PHI
  • Follow the terms of this Notice currently in effect

What Is Protected Health Information (PHI)?

Protected Health Information (PHI) is information about your past, present, or future physical or mental health condition, treatment, or payment for healthcare services that can reasonably identify you.

How We May Use and Disclose Your PHI

MMHC may use and disclose your PHI for the following purposes, as permitted or required by law:

Treatment

We may use and share your PHI with healthcare professionals involved in your care, including therapists, psychiatric providers, primary care providers, and other treatment partners, to coordinate and manage your care.

Payment

We may use and disclose PHI to bill for services and receive payment from health plans or other payers.

Health Care Operations

We may use PHI for operational purposes such as quality improvement, training, credentialing, licensing, compliance activities, and business administration.

As Required by Law

We may disclose PHI when required to do so by federal, state, or local law.

Public Health and Safety

We may disclose PHI to prevent or reduce a serious threat to your health or safety or that of others, as permitted by law.

Law Enforcement and Legal Proceedings

We may disclose PHI in response to a court order, subpoena, or other lawful process, consistent with applicable legal requirements.

Business Associates

We may share PHI with vendors or contractors who perform services on our behalf (such as billing services or electronic health record providers). These parties are required to safeguard your information.

With Your Authorization

Any use or disclosure not described in this Notice will be made only with your written authorization. You may revoke your authorization at any time in writing.

Substance Use Disorder (SUD)–Related Services and Records

Minnesota Mental Health Clinics is not a federally licensed or designated substance use disorder treatment program under 42 C.F.R. Part 2.

However, certain psychiatric doctoral‑level providers and advanced practice registered nurse providers employed or contracted by MMHC may diagnose and treat substance use disorders within their lawful scope of practice, training, and experience, including the treatment of medically‑related substance use disorder diagnoses and symptoms.

Records created by MMHC providers in the course of such treatment are maintained as general medical and mental health records and are governed by the Health Insurance Portability and Accountability Act (HIPAA) and applicable Minnesota law. These records are not treated as records of a 42 C.F.R. Part 2 program.

In some circumstances, MMHC may receive records from external substance use disorder treatment programs for purposes of coordination of care. MMHC handles such information with a high degree of confidentiality and professional discretion. However, because MMHC is not itself a Part 2 program, MMHC cannot guarantee that externally‑originated records will be subject to the same disclosure restrictions that apply to records created and maintained by a Part 2‑covered program.

Special Protections

  • Psychotherapy Notes: MMHC does not use or disclose psychotherapy notes without your written authorization, except as permitted by law.
  • Self‑Pay Services: You have the right to request that we not disclose information about services you pay for out‑of‑pocket in full to your health plan, unless disclosure is required by law.
  • Sale of PHI: MMHC does not sell your PHI.

Your Rights Regarding Your PHI

You have the right to:

  • Access: Inspect or obtain a copy of your health records
  • Amend: Request corrections to inaccurate or incomplete information
  • Accounting: Receive a list of certain disclosures
  • Request Restrictions: Ask for limits on how your PHI is used or disclosed (not all requests can be granted)
  • Confidential Communications: Request contact by alternative means or locations
  • Electronic Copy: Receive an electronic copy of your PHI when records are maintained electronically
  • Copy of This Notice: Receive a paper or electronic copy of this Notice at any time

MMHC also complies with the Minnesota Health Records Act, which may provide additional rights regarding access, copies, and timelines for response to health record requests.

Complaints

If you believe your privacy rights have been violated, you may file a complaint with:

Minnesota Mental Health Clinics
Attn: Current HIPAA Privacy Officer

You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights:
https://www.hhs.gov/ocr/privacy/hipaa/complaints/

You will not be penalized or retaliated against for filing a complaint.

Changes to This Notice

MMHC reserves the right to change this Notice at any time. Any updated Notice will be posted on our website and will apply to all PHI we maintain. The effective date will be revised accordingly.

Contact Information

If you have questions about this Notice or our privacy practices, please contact: Minnesota Mental Health Clinics

Email: compliance@mnmentalhealth.com 
Attn: Current HIPAA Privacy Officer