Notice of Privacy Practices

Effective Date: October 1, 2025

This Notice describes how medical and psychological information about you may be used and disclosed and how you can access this information. Please review it carefully.

1. Our Responsibilities

We are required by law to:

• Maintain the privacy of your protected health information (PHI).
• Provide you with this Notice of our legal duties and privacy practices.
• Notify you promptly in the event of any breach that may compromise the privacy or security of your PHI.
• Follow the terms of this Notice currently in effect.

2. How We May Use and Disclose Your Information Without Authorization

The following describe the ways we may use or disclose your information for treatment, payment, and health care operations:

• Treatment: To provide, coordinate, or manage your psychological testing or consultation services, and to collaborate with other healthcare providers involved in your care.
• Payment: To obtain payment for services.
• Health Care Operations: For internal operations such as quality assessment, staff training, and compliance auditing.

We may also use or disclose your PHI without your written authorization in the following instances:

• When required by law (e.g., child or elder abuse, threats of harm, or court orders).
• For public health and safety purposes.
• To avert a serious threat to your health or safety or the health and safety of others.
• To business associates who perform functions on our behalf, provided they agree in writing to protect your information.

3. Uses and Disclosures Requiring Your Authorization

Other uses or disclosures of your information will require your written permission. These include:

• Release of PHI to employers, schools, or attorneys.
• Use of your information for marketing or fundraising.
• Disclosure of clinical notes or evaluation results, unless required by law.

You may revoke your authorization at any time, except to the extent that we have already acted in reliance upon it.

4. Your Rights Regarding Your Health Information

You have the following rights concerning your PHI:

• Access: You may request to review or obtain a copy of your records.
• Amend: You may request corrections to your records if you believe they are inaccurate or incomplete.
• Restrictions: You may request limits on how your PHI is used or disclosed.
• Confidential Communications: You may request that we contact you at a specific address or phone number.
• Accounting of Disclosures: You may request a list of certain disclosures made without your authorization.
• Copy of This Notice: You have the right to receive a paper or digital copy of this Notice at any time.

Requests must be made in writing to our Privacy Officer (see contact information below).

5. Electronic Communications and Telehealth

If you participate in telehealth sessions, we use HIPAA-compliant, encrypted video platforms. Electronic records and communications through our client portal are encrypted and meet both federal HIPAA and Florida telehealth security requirements.
Clients are encouraged to use the secure Jane portal for electronic communications rather than standard email whenever possible.

Recording of Sessions
On occasion, your clinician may request permission to record portions of an intake or testing session for limited purposes such as improving documentation accuracy, scoring test results, or ensuring quality of services.
Recordings are made only with your prior written or verbal consent, are stored securely, and are deleted once no longer needed for the stated purpose. Recordings are not used for training, supervision, or any other purpose without additional written consent.

Use of Technology and AI-Assisted Documentation
Stillwaters Assessment & Neuropsychological Services (SWANS) utilizes secure, HIPAA-compliant technology to support efficient and accurate clinical documentation.
Our electronic health record system (Jane) includes an AI Scribe feature that can assist in generating draft clinical notes based on session content. When used, this feature processes limited, encrypted session information within Jane’s secure, HIPAA-compliant environment. No information is shared with external platforms or used to train artificial-intelligence models.
Your clinician reviews, edits, and finalizes all documentation to ensure accuracy and confidentiality. This tool is used only for professional documentation purposes and does not replace the clinician’s independent clinical judgment or record-keeping responsibilities.
If you have concerns about the use of AI-assisted documentation tools, please discuss them with your clinician before or during your evaluation. Please inform your clinician if you would like to opt-out of the use of AI-assisted documentation tools during your session.

6. Breach Notification

If we experience a breach involving your PHI, we will notify you as required by law, including what happened, what information was affected, and steps you can take to protect yourself.

7. Changes to This Notice

We reserve the right to amend this Notice at any time. The revised Notice will apply to all PHI we maintain and will be posted on our website.

Note: Information regarding the non-health-related data collected from general visitors to our website (such as through cookies or analytics) is detailed in our separate Website & Digital Privacy Policy.

8. Questions or Complaints

If you have questions, need additional information, or believe your privacy rights have been violated, please contact:

Privacy Officer
Stillwaters Assessment & Neuropsychological Services, PLLC
7901 4th St N #19623
St. Petersburg, FL 33702
Email: privacy@swamapsnsfl.com

You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights (OCR). There will be no retaliation for filing a complaint.

Office for Civil Rights
U.S. Department of Health and Human Services
200 Independence Avenue SW
Washington, DC 20201

This Notice applies to services provided by Stillwaters Assessment & Neuropsychological Services, PLLC.