Privacy Policy

Privacy Policy and Notice of Privacy Practices (NPP)

Effective Date: November 28, 2025

This Privacy Policy describes how West Ascent Psychiatry, LLC ("WAP," "we," "us," or "our") protects your confidentiality and privacy, and how we may use and disclose your Protected Health Information (PHI). We are committed to complying with the Health Insurance Portability and Accountability Act (HIPAA), the HITECH Act, and all applicable Colorado state laws.

I. Our Commitment to Your Privacy

West Ascent Psychiatry, LLC is committed to providing a safe, healing environment for children, adolescents, teens, young adults, and families. Safeguarding your PHI is fundamental to our practice philosophy of collaborative and trauma-informed care.

Protected Health Information (PHI) Definition: PHI includes information about your physical or mental health status, the care you receive, and payment for that care, that can be used to identify you.

II. Uses and Disclosures of PHI for Treatment, Payment, and Operations (TPO)

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

1. Treatment

We use your PHI to provide, coordinate, and manage your psychiatric evaluation, medication management, and supportive psychotherapy, including specialized services like parent training or ADHD support.

  • Example: We may disclose your PHI to a primary care physician, specialist, or pharmacy to coordinate your care, medications, or lab work.

2. Payment

We use and disclose PHI to bill and receive payment for the services we provide, including cash and insurance payments.

  • Example: We may send PHI (such as diagnosis codes, procedures, and dates of service) to your health insurance company to obtain prior authorization or reimbursement for services.

3. Healthcare Operations

We may use PHI for activities necessary to run the practice, improve quality of care, and comply with the law.

  • Example: Quality assessment activities, professional training (mentoring future PMHNPs), case consultations, and business planning.

III. Uses and Disclosures Required or Permitted by Law

We may use or disclose PHI without your authorization in the following situations, subject to specific legal requirements:

1. Required by Law (Colorado State Mandates)

We must disclose PHI when required to do so by federal, state, or local law.

2. Public Health and Safety

We may disclose your PHI to public health or legal authorities responsible for preventing or controlling disease, injury, or disability. This includes:

  • Abuse and Neglect: Reporting actual or suspected abuse, neglect, or domestic violence involving a child, elder, or at-risk adult, as mandated by Colorado law.

  • Safety Planning/Duty to Warn: If we believe you pose an imminent and serious threat of physical harm to a clearly identifiable victim or yourself, we are obligated under Colorado state law (Duty to Warn) to take necessary protective action, which may include alerting law enforcement or the intended victim, and initiating a mental health hold (CRS § 27-65-105).

3. Legal Proceedings (Court Orders)

We may disclose PHI in the course of any judicial or administrative proceeding, in response to a court order or administrative directive, or in response to a subpoena, discovery request, or other lawful process if certain protections for your PHI are in place.

4. Law Enforcement and Coroners

We may disclose PHI if necessary to identify or locate a suspect, fugitive, witness, or missing person, or to a coroner or medical examiner for identification purposes.

5. Business Associates

We contract with third-party service providers ("Business Associates") who perform functions on our behalf (e.g., billing, electronic medical records, secure communication). These entities are legally required to comply with HIPAA and protect the privacy of your PHI.

IV. Uses and Disclosures Requiring Your Written Authorization

We will not use or disclose your PHI for any purpose other than those described above without your specific written Authorization.

Specific Uses Requiring Authorization:

  1. Marketing: We must obtain your authorization before using or disclosing your PHI for marketing purposes (with limited exceptions).

  2. Sale of PHI: We must obtain your authorization before any disclosure of PHI that constitutes a "sale" of PHI under HIPAA.

  3. Psychotherapy Notes: Most uses and disclosures of "psychotherapy notes" require your authorization.

Revocation of Authorization: You may revoke an authorization at any time, in writing, except to the extent that we have already acted in reliance on your previous authorization.

V. Your Rights Regarding Your PHI

You have the following rights concerning your PHI, and we will honor them in accordance with HIPAA and Colorado law:

  1. Right to Access and Copy: You have the right to inspect and obtain a copy of your PHI (clinical and billing records), often electronically. We may charge a reasonable, cost-based fee for the costs of copying, mailing, or other supplies associated with your request.

  2. Right to Request Amendment: If you feel that your PHI is incorrect or incomplete, you may ask us to amend the information. We may deny your request if we did not create the information.

  3. Right to an Accounting of Disclosures: You have the right to request a list of certain disclosures of your PHI we have made for purposes other than TPO in the last six years.

  4. Right to Request Restrictions: You have the right to request a restriction or limitation on the PHI we use or disclose about you for TPO. We are not required to agree to all restrictions, except if the disclosure is to a health plan for payment or healthcare operations and you have paid for the service in full out of pocket.

  5. Right to Request Confidential Communications: You have the right to request that we communicate with you about health matters in a certain way or at a certain location (e.g., sending mail to an alternate address).

  6. Right to Paper Copy: You have the right to a paper copy of this Notice of Privacy Practices at any time.

VI. Privacy of Minors (Ages 6 and Up)

West Ascent Psychiatry works extensively with young people. Colorado state law dictates the privacy rights of minors in mental health treatment.

  • Colorado Law: A minor may have the right to consent to services and control the release of information without parental consent in specific circumstances. The extent of parental access to PHI is governed by Colorado law, which may restrict disclosure if the clinician determines it would be detrimental to the minor's treatment. We will discuss specific confidentiality boundaries with the minor and their legal guardian(s) at the start of treatment.

VII. Our Responsibilities

West Ascent Psychiatry, LLC is required to:

  1. Maintain the privacy and security of your PHI.

  2. Provide you with this Notice of our legal duties and privacy practices.

  3. Notify you following a breach of unsecured PHI.

  4. Abide by the terms of this Notice currently in effect.

VIII. Filing a Complaint

If you believe your privacy rights have been violated, you may file a complaint with:

  1. West Ascent Psychiatry, LLC: The founding practitioner, Alicia West, serves as the Privacy Officer.

  2. The U.S. Department of Health and Human Services (HHS): Office for Civil Rights.

We will not retaliate against you for filing a complaint.

IX. Contact Information

For questions, concerns, or to exercise your rights under this Notice, please contact:

West Ascent Psychiatry, LLC Privacy Officer: Alicia West, PMHNP

Phone: 303.720.6630

Email: info@WestAscentPsychiatry.com

Address: 320 Main St., Ste B., Longmont, CO 80501

Website: www.WestAscentPsychiatry.com