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Privacy Policy

At Resilient Roots OT, we are committed to protecting your privacy and handling your personal and health information with care and integrity. This policy describes how information is collected, used, and disclosed in accordance with applicable federal law, including the Health Insurance Portability and Accountability Act (HIPAA), and New Jersey state regulations.

 

Information We Collect

We may collect personal information such as your name, phone number, email address, and information you provide through contact forms or appointment requests.

If you engage in occupational therapy services, we may also collect health-related information necessary to support assessment, intervention, and service planning.

 

How Your Information Is Used

Your information may be used to:

  • Respond to inquiries and communicate with you

  • Provide occupational therapy services

  • Coordinate care with other providers (with your consent)

  • Schedule appointments and send reminders

  • Process billing and payments

 

Protected Health Information (PHI)

We protect your Protected Health Information (PHI) in accordance with HIPAA and applicable New Jersey law. PHI includes identifiable information related to your health, services received, or payment for services.

We implement appropriate safeguards to protect your information and limit access to only what is necessary.

 

Uses and Disclosures Without Authorization

We may use or disclose your information without your written consent in the following circumstances:

  1. Legal Requirements and Proceedings: If required by law, including in response to a court order, subpoena, or other lawful process, in accordance with New Jersey regulations.

  2. Health Oversight Activities: To authorized government agencies for activities such as audits, investigations, and licensure reviews.

  3. Professional Defense: If a complaint or legal action is brought against our practice, we may disclose relevant information as necessary to respond or defend ourselves.

  4. Business Associates and Third-Party Services: We may share the minimum necessary information with trusted third-party service providers who assist in operating our practice.

These may include:

  • TheraByte (electronic health record system)

  • Google (email, forms, and document storage)

  • QuickBooks Online (bookkeeping and financial management)

  • Wix (website hosting and communication forms)

  • Clover (payment processing)

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These providers are required to maintain appropriate safeguards to protect your information. We make reasonable efforts to work with services that prioritize data security; however, use of third-party platforms may involve inherent privacy risks.

Mandated Reporting (New Jersey Law)
We are legally required to report suspected child abuse or neglect to the New Jersey Child Abuse Hotline (1-877-NJ-ABUSE). Additional information may be disclosed as required by law.

 

Other Uses and Disclosures

Treatment and Care Coordination: With your written consent, we may share information with other providers, caregivers, or professionals involved in care.

  1. Authorization: You may provide written authorization to release your information for specific purposes. You may revoke this authorization at any time in writing, except where disclosure has already occurred.

  2. Group and Nature-Based Services: Some services may occur in group settings or outdoor environments. While we prioritize confidentiality, privacy cannot be fully guaranteed in these settings.

  3. Communication: We may contact you via phone, email, or text for scheduling and service-related communication. Electronic communication may carry some risk to confidentiality.

  4. Billing and Payment: We may use and disclose your information as necessary to obtain payment for services, including communication with insurance providers if applicable.

 

Website Cookies and Analytics

Our website may use cookies and similar technologies to improve functionality and understand how visitors interact with the site. Cookies are small data files stored on your device that support website performance and user experience. You may disable cookies through your browser settings; however, some features of the site may not function properly.

We do not use cookies to collect sensitive health information.

 

Nature-Based Therapy Disclaimer

Occupational therapy services may take place in outdoor or natural environments. While reasonable precautions are taken, participation may involve inherent risks such as weather conditions, terrain, and environmental exposure.

By participating in services, you acknowledge and accept these risks.

 

Your Rights

You have the right to:

  • Access your records

  • Request corrections to your information

  • Request limitations on certain uses or disclosures

To exercise these rights, please contact us below.

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