Privacy Policy

Last Updated: February 10, 2025

At Crossing The Bridge Counseling Services, LLC, we are committed to protecting your privacy and maintaining the confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

HIPAA Compliance

Information We Collect

Personal Information

When you contact us or become a client, we may collect:

• Name and contact information (phone number, email address, mailing address)
• Date of birth and demographic information
• Insurance information (if applicable)
• Emergency contact information

Health Information

As part of providing mental health counseling services, we collect and maintain:

• Medical and mental health history
• Treatment plans and clinical notes
• Progress notes from counseling sessions
• Diagnostic information
• Medication information
• Information from other healthcare providers (with your authorization)

Website Information

When you visit our website, we may automatically collect:

• Browser type and device information
• IP address
• Pages visited and time spent on pages
• Referring website or search terms

How We Use Your Information

We use your information for the following purposes:

Treatment

• Providing counseling and therapeutic services
• Developing and implementing treatment plans
• Coordinating care with other healthcare providers (with your consent)
• Monitoring your progress and adjusting treatment as needed

Payment

• Processing insurance claims
• Billing and payment collection
• Verifying insurance coverage

Healthcare Operations

• Quality improvement activities
• Professional training and supervision
• Business management and administration
• Compliance with legal and regulatory requirements

Confidentiality of Counseling Sessions

All counseling sessions are completely confidential. Information shared during your sessions will not be disclosed to anyone without your written authorization, except in the following limited circumstances required by law:

• Imminent Danger: If we believe you are in imminent danger of harming yourself or others
• Child Abuse: If we have reasonable suspicion of child abuse or neglect
• Elder/Dependent Adult Abuse: If we suspect abuse of an elderly or dependent adult
• Court Orders: If required by a valid court order or subpoena
• Insurance/Payment: To process insurance claims or collect payment (limited information only)

How We Protect Your Information

We implement appropriate physical, technical, and administrative safeguards to protect your information:

• Secure Facilities: Locked offices and secure storage for physical records
• Electronic Security: Encrypted digital records and secure servers
• Access Controls: Limited access to authorized personnel only
• Staff Training: Regular HIPAA and privacy training for all staff members
• Telehealth Security: HIPAA-compliant video conferencing platforms for virtual sessions

Telehealth Privacy

For virtual counseling sessions, we use secure, HIPAA-compliant video conferencing technology. To protect your privacy during telehealth sessions:

• Ensure you are in a private location
• Use a secure internet connection (avoid public Wi-Fi)
• Use headphones if others are nearby
• Close doors and minimize interruptions

Your Rights Regarding Your Information

Under HIPAA and Florida law, you have the following rights:

• Right to Access: You may request to see and receive copies of your health records
• Right to Amend: You may request corrections to your health information
• Right to an Accounting: You may request a list of certain disclosures we've made
• Right to Request Restrictions: You may request limits on how we use or disclose your information
• Right to Confidential Communications: You may request we contact you in a specific way or at a specific location
• Right to a Paper Copy: You may request a paper copy of this Privacy Policy at any time

Minors' Privacy

For clients under 18 years of age:

• Parents/guardians typically have the right to access their child's health information
• In some cases, Florida law allows minors to consent to certain mental health services independently
• We strive to maintain appropriate confidentiality for adolescent clients while involving parents as appropriate for effective treatment

Website Privacy

Cookies and Tracking

Our website may use cookies to improve your browsing experience. These are small text files stored on your device. You can disable cookies in your browser settings, though this may affect website functionality.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

Contact Forms

Information submitted through our website contact forms is transmitted securely and is used only to respond to your inquiry and schedule appointments.

Data Retention

We retain your health records in accordance with Florida law and professional standards:

• Adult records: Minimum of 7 years from last contact
• Minor records: Until age 25 or 7 years from last contact, whichever is longer
• After the retention period, records are securely destroyed

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will post the updated policy on our website with a new "Last Updated" date. Significant changes will be communicated to active clients.

HIPAA Notice of Privacy Practices

This Privacy Policy serves as our Notice of Privacy Practices required under HIPAA. A complete copy of our Notice of Privacy Practices is provided to all new clients and is available upon request at any time.

Filing a Complaint

If you believe your privacy rights have been violated, you have the right to file a complaint with:

You will not be retaliated against for filing a complaint.

Contact Us About Privacy

If you have questions about this Privacy Policy or how we handle your information, please contact us:

Crossing The Bridge Counseling Services, LLC
Daisy Y. Román, Ed.S., LMHC
Phone: (407) 602-8567
Email: crossing.bridges@outlook.com
Location: Clermont, Florida

Consent and Acknowledgment

By using our services or visiting our website, you acknowledge that you have read and understood this Privacy Policy. At your first appointment, you will be asked to sign a formal acknowledgment of our Notice of Privacy Practices as required by HIPAA.