Notice of Privacy Practices

Anchored Mind Counseling, LLC
Wisconsin Licensed Professional Counseling Services

Effective Date: 11/3/2026

Privacy Officer: Alexis Freund, LPC
Phone: (920) 306-8697
Email: inquiries@anchoredmindcounselingllc.com
Mailing Address: 905 George St. #1026 De Pere WI, 54115
Website: anchoredmindcounselingllc.com

THIS NOTICE DESCRIBES HOW YOUR HEALTH INFORMATION MAY BE USED AND DISCLOSED, YOUR RIGHTS REGARDING THAT INFORMATION, AND HOW TO FILE A PRIVACY COMPLAINT. PLEASE REVIEW IT CAREFULLY.

You have the right to receive this notice in paper or electronic form and to discuss it with the Privacy Officer listed above.

Our Commitment to Your Privacy

At Anchored Mind Counseling, LLC, your privacy matters. Therapy involves discussing personal experiences, emotions, relationships, and other sensitive information. Protecting that information is an important part of the therapeutic relationship.

We are committed to maintaining the privacy and security of your protected health information (PHI) in accordance with applicable federal and Wisconsin laws.

This notice explains your rights, how your information may be used or disclosed, and our responsibilities for protecting it.

1. Your Rights Regarding Your Health Information

You have the following rights, subject to applicable legal requirements and exceptions.

Access Your Records

You may request to inspect or receive a paper or electronic copy of your health records. Certain records, including separately maintained psychotherapy notes as defined by HIPAA, may be subject to different access rules.

We will respond within the timeframes required by applicable law. A reasonable, cost-based fee may apply when permitted.

Request Corrections

You may request that we correct information you believe is inaccurate or incomplete. We may deny certain requests as permitted by law and will provide an explanation.

Request Confidential Communications

You may request that we contact you through a particular phone number, mailing address, or other communication method. We will accommodate reasonable requests as required by law.

Request Restrictions

You may request limits on how your information is used or disclosed for treatment, payment, or healthcare operations. We are not required to agree to every request.

If you pay in full out of pocket for a service, you generally have the right to request that information about that service not be disclosed to your health plan for payment or healthcare operations, unless disclosure is required by law.

Receive an Accounting of Disclosures

You may request a list of certain disclosures of your health information made during the applicable reporting period. Some disclosures are excluded from this accounting under HIPAA.

Receive a Copy of This Notice

You may request a paper copy of this notice at any time, even if you previously agreed to receive it electronically.

Choose a Personal Representative

A person legally authorized to act on your behalf may exercise certain privacy rights. We will verify that person's authority before providing access to information.

File a Privacy Complaint

You may file a complaint if you believe your privacy rights have been violated. You will not be retaliated against for filing a complaint.

2. How We Use and Disclose Your Information

Federal HIPAA rules permit certain uses and disclosures of health information. However, Wisconsin mental health confidentiality laws may impose additional restrictions.

We follow applicable federal and state requirements, including additional consent requirements when they apply.

Treatment

We use your health information to provide counseling, develop treatment plans, document services, and coordinate care.

Information may be shared with other healthcare professionals involved in your treatment when permitted by law and when any required consent has been obtained.

Payment

We may use or disclose information for billing, payment processing, insurance claims, and reimbursement.

This may include working with insurance companies, payment processors, and billing platforms when legally authorized.

Healthcare Operations

We may use information for activities necessary to operate the practice, such as maintaining records, evaluating services, conducting legally permitted professional consultations, and complying with regulatory obligations.

Legal Requirements

We may disclose information when required by applicable law, subject to Wisconsin confidentiality protections and other legal restrictions.

Safety and Mandatory Reporting

Certain disclosures may be permitted or required to address serious safety concerns or fulfill mandatory reporting obligations, including suspected child abuse or neglect.

Health Oversight

Information may be disclosed for legally authorized oversight activities, subject to applicable confidentiality requirements.

Judicial and Administrative Proceedings

Mental health records receive special protections. We will not release confidential treatment records merely because someone requests them or issues a subpoena. Any disclosure must satisfy applicable federal and Wisconsin legal requirements.

3. Uses and Disclosures Requiring Written Authorization

We will obtain written authorization before using or disclosing your information when required by law.

This generally includes:

  • Most uses and disclosures of separately maintained psychotherapy notes, subject to limited exceptions.

  • Marketing activities requiring authorization under HIPAA.

  • The sale of protected health information.

  • Disclosures of mental health treatment records when authorization is required by Wisconsin law.

  • Other uses or disclosures not otherwise permitted or required by applicable law.

You may revoke an authorization in writing, except to the extent that we have already acted in reliance on it.

4. Additional Wisconsin Mental Health Confidentiality Protections

Wisconsin law provides additional confidentiality protections for certain mental health treatment records, including protections under Wisconsin Statutes § 51.30.

These protections may limit when treatment records can be released, who may receive them, and what authorization or legal process is required.

When Wisconsin law provides greater privacy protection than HIPAA, we will follow the applicable more protective requirements.

Special rules may also apply to records involving minors, guardians, personal representatives, and legally authorized disclosures.

5. Substance Use Disorder Treatment Records

Certain substance use disorder treatment records are subject to additional federal confidentiality protections under 42 CFR Part 2.

When these protections apply, additional consent requirements and restrictions may govern the use and disclosure of those records.

Part 2 records generally cannot be used or disclosed in civil, criminal, administrative, or legislative proceedings against a patient without the consent or legal authorization required by Part 2.

When permitted by a valid Part 2 consent, certain records may be used and disclosed for treatment, payment, and healthcare operations. Subsequent disclosures are governed by applicable federal requirements.

We will follow all applicable protections for Part 2 records that we create, maintain, or receive.

6. Your Choices About Sharing Information

When applicable law permits, you may authorize us to share information with individuals or organizations you identify, such as family members, partners, or other healthcare professionals.

You may also request restrictions on certain disclosures.

We will obtain any consent or authorization required by federal or Wisconsin law before releasing protected treatment information.

We do not sell protected health information.

Any fundraising or marketing activities involving protected health information will be handled according to applicable legal requirements.

7. Electronic Records, Billing, and Telehealth

Anchored Mind Counseling, LLC uses electronic systems to support clinical documentation, scheduling, billing, payment processing, and telehealth services.

These systems include Headway and SimplePractice, as applicable to the services provided.

Information may be maintained or processed through these platforms to support treatment, payment, and practice operations.

We use administrative, technical, and physical safeguards required by applicable law to protect electronic health information.

When required, we maintain appropriate agreements with vendors that create, receive, maintain, or transmit protected health information on behalf of the practice.

Although reasonable precautions are taken, electronic communications may involve privacy and security risks.

Clients are encouraged to use designated secure communication channels for sensitive clinical information.

Our general website contact form is intended for initial inquiries and scheduling questions, not detailed clinical disclosures or emergency communications.

8. Our Responsibilities

Anchored Mind Counseling, LLC is required to:

  • Maintain the privacy and security of protected health information as required by law.

  • Explain our legal duties and privacy practices.

  • Follow the terms of the Notice of Privacy Practices currently in effect.

  • Provide access to this notice upon request.

  • Notify affected individuals when legally required following a breach of unsecured protected health information.

  • Obtain consent or authorization when required by federal or Wisconsin law.

  • Apply applicable safeguards when using third-party service providers.

We will not use or disclose your information in ways not described in this notice unless permitted or required by law or authorized by you.

9. Changes to This Notice

We reserve the right to change our privacy practices and this notice as permitted by law.

Any revised notice may apply to information already maintained by the practice and information received in the future.

The current version will be available on our website and upon request.

10. Questions, Requests, or Complaints

If you have questions about your privacy rights, would like to request records, or wish to file a privacy complaint, please contact:

Alexis Freund, LPC
Privacy Officer
Anchored Mind Counseling, LLC

Phone: (920) 306-8697
Email: inquiries@anchoredmindcounselingllc.com
Mailing Address: 905 George St. #1026 De Pere WI, 54115

You may also file a complaint with:

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

https://www.hhs.gov/ocr/privacy/hipaa/complaints/

You will not be retaliated against for filing a privacy complaint.

Effective Date: 11/3/2026

This notice is available electronically through the Anchored Mind Counseling website and in paper form upon request.