Our telepsychiatry services comply with all applicable state and federal telehealth regulations. We adhere to HIPAA guidelines to protect patient privacy and ensure secure communication. Our providers are licensed to practice in Arizona, Nevada, Colorado, and Oregon and we follow all state-specific telehealth laws, including prescribing regulations. Telepsychiatry services are only available to residents of these states.

Privacy Policy Statement

We are committed to protecting your privacy. Our practice follows all applicable state and federal regulations regarding patient confidentiality. We collect and store personal and medical information solely for treatment purposes and do not share your information with third parties except as required by law or with your explicit consent. For more details on how we handle your data, please review our full Privacy Policy.

HIPAA Compliance Statement

We adhere to the Health Insurance Portability and Accountability Act (HIPAA) regulations to ensure the security and confidentiality of your health information. All electronic communications, including appointment scheduling, medical records, and billing, are handled in compliance with HIPAA guidelines to protect your privacy. Our team is trained in HIPAA best practices to safeguard your sensitive information.

Secure Telehealth Communication Statement

Our telepsychiatry platform uses encrypted, HIPAA-compliant technology to ensure secure and confidential communication between patients and providers. All video sessions, messages, and medical records are protected with industry-standard security measures to prevent unauthorized access. If you have any questions about the security of your telehealth sessions, please contact us.

Please note that we are not a Crisis Service:
If you are experiencing a mental health emergency, please call 911 or visit the nearest emergency room.

✔ Not a Substitute for In-Person Care:

Telepsychiatry is a convenient way to receive care, but it may not be suitable for all conditions. Our providers will assess whether telehealth is appropriate for your needs.

✔ Legal Disclaimer:
Use of our website and telehealth services constitutes acceptance of our Terms & Conditions. We reserve the right to update our policies as needed.

Privacy Policy and Notice of Privacy Practices

Effective Date: [05/12/2025]
Matrix Mental Health, LLC
Website: https://www.matrixmh.com

Matrix Mental Health, LLC (“we,” “our,” or “us”) is committed to protecting the privacy and security of your health information in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and all applicable federal and state laws. This Privacy Policy outlines how we collect, use, and safeguard your Protected Health Information (PHI), and what rights you have regarding your medical records.

1. How We Use and Disclose Protected Health Information (PHI)

We may use and disclose PHI for the following purposes:

a. Treatment

To provide, coordinate, or manage your mental health care and related services with other professionals or health care providers.

b. Payment

To obtain payment for the services provided to you, including billing your health insurance, confirming coverage, or seeking reimbursement.

c. Healthcare Operations

To operate our practice efficiently, including quality assessments, licensing, staff evaluations, training, and administrative activities.

d. Legal and Regulatory Requirements

We may disclose PHI when required by law, such as in response to court orders, subpoenas, or government investigations.

e. Public Health and Safety

We may disclose PHI to public health authorities to prevent or control disease, report abuse or neglect, or to avert serious threats to health or safety.

f. Business Associates

We may share your PHI with third-party vendors (e.g., billing services, EHR providers) who perform services on our behalf. All such partners are bound by HIPAA-compliant Business Associate Agreements.

g. Other Uses

All other uses and disclosures not described in this notice require your written authorization, which you may revoke at any time in writing.

2. Patient Rights Regarding PHI

a. Right to Access

You have the right to inspect and obtain copies of your medical records and other health information maintained by us. Requests must be made in writing.

b. Right to Amend

If you believe your medical records contain incorrect or incomplete information, you may request an amendment. Requests must be in writing with supporting reasons.

c. Right to an Accounting of Disclosures

You may request a list of certain disclosures of your PHI made by us in the past six years, excluding disclosures for treatment, payment, or healthcare operations.

d. Right to Request Restrictions

You may request limits on the use or disclosure of your PHI. While we are not required to agree, we will comply with reasonable requests where possible.

e. Right to Confidential Communications

You may request that we communicate with you in a specific way (e.g., only via email or phone). We will accommodate reasonable requests.

f. Right to a Paper or Electronic Copy

You may request a paper or electronic copy of this privacy notice at any time.

g. Right to Revoke Authorization

You may revoke any written authorization you have provided for the use or disclosure of your PHI, except to the extent that we have already acted on it.

3. Safeguards and Security Measures

Matrix Mental Health uses physical, technical, and administrative safeguards to protect your PHI, including:

Electronic Records: Stored in CharmHealth, a HIPAA-compliant EHR with encryption, role-based access, audit logs, and automatic timeouts.
Access Control: Unique logins and two-factor authentication for all staff.
Communication: Secure messaging within CharmHealth, encrypted Gmail with Confidential Mode and TLS, and HIPAA-compliant telehealth platforms.
Training: All staff undergo HIPAA and privacy training upon hire and annually thereafter.
Monitoring: Regular internal audits, vendor oversight, and policy reviews.

4. Our Responsibilities

We are required by law to maintain the privacy and security of your PHI.
We will notify you promptly if a breach occurs that may have compromised your PHI.
We must follow the duties and privacy practices described in this notice.
We will not use or share your information other than as described here unless you authorize us in writing.

5. Privacy Official Contact Information

If you have any questions about this policy, your rights, or wish to file a privacy-related complaint, please contact:

Privacy Officer
Matrix Mental Health, LLC
📧 Email: info@matrixmh.com
📞 Phone: (602) 830-8400
📬 Mailing Address: 1846 E. Innovation Park Dr., Suite 100, Oro Valley, AZ 85755

You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. We will not retaliate against you for filing a complaint.

5. Changes to This Policy

We reserve the right to modify this Privacy Policy at any time. Changes will be posted on this page with an updated effective date. You may request a printed copy of the current policy at any time.

Last Reviewed: May 12, 2025