Privacy Policy – HealingRoots Psychiatry

At HealingRoots Psychiatry, your privacy matters. We are committed to creating a space that feels safe, respectful, and trustworthy starting with how your information is handled.

Information We Collect

When you reach out through our website, we may collect:

  • Your name, email address, and phone number

  • Insurance or scheduling details

  • Information you choose to share in contact forms

How Your Information Is Used

We use your information to:

  • Respond to your inquiry and help you get scheduled

  • Communicate about services and next steps

  • Support care, coordination, and administrative needs

Your Privacy & Health Information

We take your privacy seriously. Any protected health information (PHI) is stored in secure, HIPAA-compliant systems used for clinical care.
Please note information submitted through website forms is not guaranteed to be secure, so we recommend keeping details general until you are established as a patient.

Tools That Support Your Care

We partner with trusted platforms (such as scheduling and electronic health record systems) to provide care efficiently and securely. These systems follow their own privacy and security standards.

Website Data

This site may use cookies or similar tools to improve your experience and understand how visitors use the site.

Your Rights

You have the right to request access to or updates to your personal information at any time.

Questions

If you have questions about your privacy, please reach out to HealingRoots Psychiatry.

  • Notice of Privacy Practices

    Your trust matters here.

    HealingRoots Psychiatry follows the standards set by HIPAA to protect your protected health information (PHI). Your information is used only as needed to support your care, coordinate services, and manage operations.

    We use secure, HIPAA-compliant systems to store and manage your records.

    A full Notice of Privacy Practices will be provided during your intake process and is always available upon request.

  • If you are uninsured or choosing to pay for your care without using insurance (self-pay), you have the right to receive a Good Faith Estimate explaining the expected cost of your medical services under the federal No Surprises Act.

    A Good Faith Estimate includes the anticipated charges for the psychiatric services scheduled at the time the estimate is provided. It is based on the information available at that time and is not a contract or guarantee of the final cost. If your treatment plan changes or additional services become medically necessary, your actual charges may differ.

    HealingRoots Psychiatry will provide a Good Faith Estimate upon request and, when required by law, before your scheduled appointment.

    If you receive a bill that is at least $400 more than your Good Faith Estimate, you may have the right to dispute the charges through the federal patient-provider dispute resolution process.

    For more information about your rights under the No Surprises Act, visit the Centers for Medicare & Medicaid Services (CMS) website at www.cms.gov/nosurprises or call 1-800-985-3059.

  • Reaching out is an important first step—and we want you to feel supported in doing that.

    How We Communicate

    By submitting your information, you agree to be contacted by HealingRoots Psychiatry via phone, email, or text.

    A Note on Privacy

    While we do our best to protect your information, email and text are not always secure. We recommend avoiding sensitive or urgent details in initial messages.

    Response Time

    We aim to respond within 1–2 business days. Thoughtful, timely communication is important to us.

    If You Need Immediate Support

    This practice does not provide emergency services.
    If you are in crisis or need immediate help, please call 911 or go to your nearest emergency room.

  • We value your time and are committed to providing consistent, attentive care. To support this, we ask that the following policies are respected.

    Late Arrival Policy

    • Initial Psychiatric Evaluations: 15-minute grace period.

    • Follow-Up Appointments: 10-minute grace period.

    • If you arrive within the grace period, your appointment will still end at its originally scheduled time. Appointment times cannot be extended due to late arrival.

    • Arrivals beyond the applicable grace period will result in your appointment being canceled and recorded as a no-show.

    Cancellation & Rescheduling Policy

    Appointments must be canceled or rescheduled at least 24 hours before your scheduled appointment.

    Self-Pay Patients

    • Appointment payments are non-refundable.

    • Patients who provide at least 24 hours' notice may reschedule their appointment without forfeiting their payment.

    • Canceled appointments are not eligible for a refund.

    Insurance Patients

    • Appointments canceled with less than 24 hours' notice will incur a $100 late cancellation fee.

    No-Show Policy

    • Missed appointments, including arrivals beyond the applicable grace period, are considered no-shows.

    • Self-pay appointment payments are forfeited.

    • Insurance patients will be charged a $100 no-show fee.

    • No-show fees and forfeited appointment payments are non-refundable.

  • By using this website, you agree to the following:

    For Information Only

    This website is designed to provide general information and help you learn more about services. It is not a substitute for medical or psychiatric advice.

    When Care Begins

    Reaching out through this site does not create a provider-patient relationship. Care begins only after your intake appointment and completion of required documentation.

    Telehealth Care

    Services are provided through telehealth. You must be physically located in a state where the provider is licensed at the time of your session.

    Boundaries & Responsibility

    We aim to provide clear, accurate information, but we cannot guarantee outcomes or be responsible for how information on this site is used outside of care.

    Content Use

    All content on this site reflects the work and voice of HealingRoots Psychiatry and may not be copied or reused without permission.

  • Where Services Are Provided

    Care is available only to individuals located in states where the provider is licensed at the time of the appointment.

    Insurance

    Insurance coverage varies by plan and is not guaranteed. We will help guide you, but final responsibility for coverage remains with the patient.

    Treatment Approach

    Care is personalized and collaborative. Treatment decisions, including medication, are based on clinical judgment and individual needs. Specific outcomes or prescriptions cannot be guaranteed.