Privacy Policy

Beautiful Minds Psychiatry Clinic (“Beautiful Minds,” “we,” “us,” or “our”) values and protects the privacy of every individual who interacts with our practice. This Privacy Policy describes how we collect, use, disclose, safeguard, and manage information in connection with our psychiatric services, including in-person care, telepsychiatry, and website operations.

This Privacy Policy complies with all applicable federal and Texas laws, including HIPAA, the HITECH Act, the Texas Medical Privacy Act (TMPA), Texas Health & Safety Code, Texas Business & Commerce Code, FTC privacy and data security guidance, Texas data breach notification laws, and telehealth privacy regulations.

1. Scope of This Privacy Policy

This Privacy Policy applies to all individuals who interact with Beautiful Minds, including:

  • Patients and prospective patients
  • Website visitors and online users
  • Telehealth and telepsychiatry users
  • Parents, caregivers, and legal guardians
  • Any individual communicating with us in person, by phone, electronically, or through our website

2. Information We Collect

We collect only the information necessary to provide psychiatric care, operate our clinic, meet legal obligations, and maintain secure systems.

A. Personally Identifiable Information (PII)

  • Name, date of birth, gender, and demographic details
  • Mailing and billing addresses
  • Email addresses and telephone numbers
  • Emergency contact information
  • Government-issued identification when required

B. Protected Health Information (PHI)

  • Psychiatric and medical histories
  • Diagnostic evaluations and assessments
  • Treatment plans, medication management records, and progress notes
  • Psychotherapy notes as defined under HIPAA
  • Prescription and pharmacy information
  • Laboratory and diagnostic reports
  • Appointment and attendance records

C. Insurance, Billing, and Financial Information

  • Insurance carrier and policy information
  • Claims and billing records
  • Payment and transaction data (processed via secure third-party payment processors)

D. Communications

  • Phone calls, voicemails, emails, texts, and secure portal messages
  • Authorized communications with caregivers or legal representatives

E. Website and Digital Data

  • IP addresses, browser type, operating system, and device data
  • Website usage, cookies, and analytics data
  • Online inquiries and submitted forms

F. Telehealth and Telepsychiatry Information

  • Information shared during virtual psychiatric sessions
  • Audio and video communications
  • Session metadata (date, time, duration, and technical identifiers)

3. How We Use Information 

We use collected information solely as permitted or required by law, including to:

  • Provide psychiatric evaluation, diagnosis, and treatment
  • Manage medication and continuity of care
  • Coordinate care and referrals
  • Communicate with patients and authorized individuals
  • Schedule appointments and send reminders
  • Verify insurance coverage and process billing
  • Conduct quality assurance and internal operations
  • Comply with legal, regulatory, and licensing requirements
  • Fulfill mandatory public health reporting obligations
  • Protect against fraud, security threats, and misuse of services
  • Perform internal analytics using de-identified data when possible

4. Disclosure of Information

We may share information only as permitted or required by law, including:

  • With psychiatrists, clinicians, and authorized staff involved in care
  • With other healthcare providers for treatment coordination
  • With insurance plans, payers, and utilization reviewers
  • With pharmacies, laboratories, and diagnostic providers
  • With telehealth and electronic health record vendors
  • With billing services, clearinghouses, and payment processors
  • With HIPAA-compliant business associates under written agreements
  • With courts, regulators, or law enforcement when legally required
  • In emergencies to prevent serious harm to the patient or others

Beautiful Minds does not sell or rent patient information.

5. Patient Rights

Patients have rights under HIPAA and Texas law, including the right to:

  • Access and obtain copies of their medical records
  • Request amendments to inaccurate or incomplete information
  • Request restrictions on certain uses or disclosures
  • Request confidential communications
  • Receive an accounting of certain disclosures
  • Obtain a copy of this Privacy Policy
  • File a complaint without retaliation

Requests must be submitted to the Privacy Officer listed below. We respond within legally required timeframes.

6. Data Security Safeguards

We maintain administrative, technical, and physical safeguards designed to protect information:

Administrative Safeguards

  • Written privacy and security policies
  • Workforce training and confidentiality obligations

Technical Safeguards

  • Secure electronic health record systems
  • Encryption and secure transmission protocols
  • Role-based access controls and authentication

Physical Safeguards

  • Secure office facilities
  • Controlled access to records and devices

Telehealth Safeguards

  • HIPAA-compliant telepsychiatry platforms
  • Encrypted video and communication tools

7. Data Retention and Disposal

Medical records and personal information are retained for periods required by Texas and federal law, including Texas Medical Board and Health & Safety Code standards. Records are securely destroyed when no longer required.

8. Data Breach Notification

In the event of a breach of unsecured information, Beautiful Minds will:

  • Investigate and mitigate the incident promptly
  • Notify affected individuals without unreasonable delay
  • Comply with HIPAA, HITECH, and Texas breach notification laws
  • Notify regulatory authorities when required

9. Cookies and Online Tracking

Our website uses limited cookies and analytics technologies to improve functionality and performance. These tools do not collect PHI. Users may manage cookie preferences through browser settings.

10. Minors and Mental Health Privacy

We comply with Texas laws governing minors, consent, guardianship, and mental health confidentiality. Certain information may be restricted from parental access as required or permitted by law.

11. Telehealth Privacy Practices

Telepsychiatry services involve electronic communication. Patients are responsible for maintaining privacy at their location and understanding that technology-related risks may exist despite safeguards.

12. Changes to This Privacy Policy

We may revise this Privacy Policy periodically. Updated versions will be posted on our website and made available upon request. Continued interaction with Beautiful Minds constitutes an acknowledgment of the updated policy.

13. Contact Information

Clinic Name: Beautiful Minds Psychiatry Clinic
Address: 8501 Wade Blvd #110, Frisco, TX 75034
Phone: (972) 668-3109
Email: [email protected]

If you have questions about this Privacy Policy or your privacy rights, please contact us.