Notice of Privacy Practices

MindWay ABA Therapy
(A DBA of Autism Parent Care, LLC)

Effective Date: November 2025

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

Your privacy is important to us. MindWay ABA Therapy (“MindWay”), operating under Autism Parent Care, LLC, is committed to protecting your personal health information in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and applicable state laws. This Notice explains how we may use and disclose your Protected Health Information (PHI) and describes your rights regarding that information.

I. Our Legal Responsibilities

We are required by law to:

• Maintain the privacy and security of your PHI;
• Provide you with this Notice of our legal duties and privacy practices;
• Notify you promptly if a breach occurs that may have compromised the privacy or security of your PHI; and
• Follow the terms of the Notice currently in effect.

MindWay reserves the right to change this Notice at any time. Any revised version will apply to all PHI we maintain and will be posted in our clinics and on our website at https://mindwayaba.com.

II. How We May Use and Disclose Your PHI

A. Uses and Disclosures for Treatment, Payment, and Health Care Operations

We may use or disclose your PHI without your written authorization for the following purposes:

1. Treatment

We may use and share PHI with providers involved in your care, such as physicians, therapists, or other health professionals, to coordinate services and ensure quality treatment. This may include communication with referring providers or other members of your care team.

2. Payment

We may use or disclose PHI to obtain payment for services provided, such as submitting claims to your health plan, Medicaid, or other payers, or confirming coverage and benefits.

3. Health Care Operations

We may use PHI for activities necessary to operate our practice and maintain quality of care, including internal audits, quality improvement, staff training, and licensing or accreditation activities.

4. Appointment Reminders and Health-Related Information

We may use your contact information to remind you of appointments or to provide information about treatment options, services, or benefits related to your care.

B. Uses and Disclosures Requiring Your Authorization

In situations not described in this Notice, we will obtain your written authorization before using or disclosing your PHI. Examples include certain marketing communications, the sale of PHI, or most uses of psychotherapy notes.

You may revoke your authorization at any time by submitting a written request, except to the extent that we have already relied on it.

C. Uses and Disclosures Permitted or Required by Law Without Authorization

We may use or disclose PHI without your authorization in situations such as:

• When required by law: e.g., reporting abuse, neglect, or certain injuries.
• To prevent a serious threat: when necessary to prevent a serious threat to your health or safety or that of others.
• Public health activities: such as reporting disease, injury, or product recalls.
• Health oversight activities: including audits, investigations, inspections, and licensure.
• Research: under certain approved circumstances and safeguards.
• Legal proceedings: in response to a court or administrative order, or under specific legal processes.
• Law enforcement: under certain conditions, such as to locate a missing person or report a crime.
• To coroners, medical examiners, or funeral directors: to perform their duties.
• To business associates: who perform services on our behalf under a HIPAA-compliant agreement.
• Workers’ compensation: as permitted by workers’ compensation laws.

D. Disclosures to Family, Friends, or Others Involved in Your Care

With your agreement, or when permitted by law, we may share limited information with family members, caregivers, or others involved in your care or payment for your care. If you are unable to agree or object, we may disclose information if, in our professional judgment, it is in your best interest.

In disasters or emergencies, we may share information with authorized organizations to help notify your family or others about your location or condition.

III. Your Rights Regarding Your PHI

You have the following rights regarding your PHI, subject to certain limitations under law:

1. Right to Inspect and Obtain a Copy

You may request to review or receive a copy of your medical and billing records maintained by MindWay. Requests must be made in writing. We may charge a reasonable, cost-based fee as permitted by law.

2. Right to Request Restrictions

You may ask us to limit how we use or disclose your PHI for treatment, payment, or health care operations, or to limit disclosures to certain individuals involved in your care. While we are not required to agree to all requests, we will comply when required by law and will document any agreed-upon restrictions.

3. Right to Request Confidential Communications

You may request that we contact you in a specific way (for example, at a particular address or phone number). We will accommodate reasonable requests.

4. Right to Request an Amendment

If you believe your PHI is incomplete or inaccurate, you may request that we amend it. Requests must be in writing and include a reason. We may deny your request in certain circumstances, such as when the record is accurate or was not created by us.

5. Right to an Accounting of Disclosures

You may request a list of certain disclosures of your PHI made by MindWay in the past six (6) years, excluding disclosures for treatment, payment, health care operations, and certain other exceptions allowed by law.

6. Right to an Electronic Copy

If your PHI is stored electronically, you may request an electronic copy of your records or ask that we send that copy to another person or entity, as allowed by law.

7. Right to a Paper Copy of This Notice

You may request a paper copy of this Notice at any time, even if you agreed to receive it electronically. Copies are available in our clinics and on our website.

IV. Complaints and Questions

If you believe your privacy rights have been violated, or if you have questions about this Notice, you may contact us using the information below. You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights.

You will not be retaliated against for filing a complaint.

V. Contact Information

MindWay ABA Therapy, LLC
12354 Hancock St
Carmel, IN 46032
Email: services@mindwayaba.com
Phone: (317) 795-0307

VI. Revoking an Authorization

If you previously provided written authorization for a specific use or disclosure of your PHI, you may revoke that authorization at any time by submitting a written request to:

Privacy Officer – MindWay ABA Therapy
12354 Hancock St
Carmel, IN 46032

Your revocation will not affect any actions already taken in reliance on your prior authorization.

VII. Changes to This Notice

MindWay may update this Notice from time to time. The most current version will always be posted in our clinics and on our website at https://mindwayaba.com. The “Effective Date” at the top of this Notice indicates when it was last revised.

VIII. Effective Dates

Original Notice Effective: April 14, 2009 (HIPAA implementation date)
Revised and Updated for MindWay ABA Therapy: November 2025