Privacy Policy

Chronicles Psychiatric Services

2615 Peachtree Industrial Blvd, Suite J, Duluth, GA 30097

+1 (678) 336-1313 | info@chroniclespsychiatricservices.com

Effective Date: November 6, 2025

1. Introduction

Chronicles Psychiatric Services (“we,” “us,” “our”) is committed to protecting the privacy and security of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard information obtained through our in-person services and website (chroniclespsychiatricservices.com). It complies with the Health Insurance Portability and Accountability Act (HIPAA), the HIPAA Privacy Rule, Security Rule, and Breach Notification Rule, as well as applicable Georgia state laws.

This Policy applies to all patients, legal guardians, website visitors, and individuals interacting with our practice. By using our services or website, you consent to the practices described herein.

2. Information We Collect

We collect information necessary to provide high-quality psychiatric care and operate our practice:

A. Protected Health Information (PHI)

Demographic details (name, date of birth, address, phone, email).
Medical and psychiatric history, diagnoses, treatment plans, medications, and progress notes.
Insurance and billing information (if applicable).

B. Non-PHI Personal Information

Appointment scheduling preferences.
Website usage data (IP address, browser type, pages visited) via cookies and analytics tools.

PHI is collected directly from you, your guardians, referring providers, or prior medical records (with authorization).

3. How We Use Your Information

We use your information for:

Treatment: Delivering psychiatric evaluations, medication management, psychotherapy, and consultations.
Payment: Processing insurance claims or self-pay transactions (if applicable).
Healthcare Operations: Quality improvement, staff training, appointment reminders, and practice management.
Legal Compliance: Responding to court orders, public health reporting, or abuse/neglect investigations.
Communication: Sending appointment confirmations, treatment updates, or educational materials (with consent).

Website data is used to improve user experience and site functionality.

4. Disclosure of Your Information

We do not sell or rent your information. Disclosures occur only:

With Your Authorization: For referrals, family involvement, or research.
As Permitted or Required by Law:
- To avert imminent harm to you or others.
- Mandatory reporting of child/elder abuse or neglect.
- Public health activities (e.g., disease reporting).
- Law enforcement or judicial proceedings.
To Business Associates: Vendors (e.g., electronic health record providers) bound by HIPAA agreements.
De-Identified Data: For research or analytics without identifiable details.

5. Your Privacy Rights Under HIPAA

You have the right to:

Request Restrictions on uses/disclosures (we will consider but are not always required to agree).
Receive Confidential Communications (e.g., by email or alternate address).
Access and Copy your PHI (within 30 days; reasonable fees may apply).
Amend inaccurate or incomplete records.
Accounting of Disclosures for non-treatment purposes (past 6 years).
File a Complaint with us or the U.S. Department of Health and Human Services (HHS) Office for Civil Rights.

To exercise these rights, submit a written request to our Privacy Officer at the contact information below.

6. Security of Your Information

We implement administrative, physical, and technical safeguards:

Encrypted electronic health records.
Secure physical storage for paper records.
Staff training on privacy protocols.
Access controls and audit logs.

Despite these measures, no system is entirely risk-free. In the event of a breach affecting your PHI, we will notify you as required by law.

7. Website-Specific Practices

Cookies: We use essential cookies for site functionality and analytics cookies (with consent) to understand visitor behavior. You may disable cookies via browser settings.
Third-Party Links: Our website may link to external sites; their privacy practices are not covered here.
Children: We do not knowingly collect online information from children under 13 without parental consent.

8. Data Retention

We retain PHI as required by law (typically 7 years after last contact for adults; longer for minors until age of majority plus statute of limitations). Non-PHI is retained only as needed for operations.

9. Changes to This Policy

We may update this Privacy Policy with 30 days’ notice posted on our website and in our office. Continued use of services constitutes acceptance.

10. Contact Our Privacy Officer

For questions, requests, or complaints:

Privacy Officer

Location: Chronicles Psychiatric Services 2615 Peachtree Industrial Blvd, Suite J Duluth, GA 30097

Telephone: +1 (678) 336-1313

Email: info@chroniclespsychiatricservices.com

To file a HIPAA complaint with HHS:

Office for Civil Rights, U.S. Department of Health and Human Services

200 Independence Avenue, S.W., Washington, D.C. 20201

Online: https://ocrportal.hhs.gov/ocr/smartscreen/main.jsf