Your information, and what we do with it.
Plain-language summaries of how this website handles data, how your health information is protected, your right to a cost estimate, and how to tell us the site isn't working for you.
Template — needs review before launch. The language below is a starting draft written to be readable, not a legal opinion. Have a healthcare attorney or your compliance advisor review and finalize it, fill in every bracketed value, and set the effective date.
Website privacy
Effective [Month Day, Year]. This section covers phxmh.com. It does not cover the client portal or your clinical record, which are governed by the HIPAA notice below.
What this site collects
Phoenix's website is a static site. It sets no advertising cookies and does not sell or share personal information. Information reaches us in only three ways:
- What you type into a form. The contact and request forms send your name, contact details, and message to our administrative inbox. We ask you not to include clinical detail, because ordinary web forms are not a secure channel.
- Standard server logs. Our web host records requests, including IP address, browser type, and page requested, for security and troubleshooting. [Retention period: e.g. 30 days.]
- Third-party services embedded in the page. Fonts, styles, and scripts load from content delivery networks, and the scheduling widget loads from our practice management provider. Those providers see your IP address as a normal part of serving the file. Video sessions themselves run on a separate HIPAA-compliant platform covered by a Business Associate Agreement.
Analytics
[If you add analytics, name the tool here, say whether it uses cookies, and link to its privacy policy. If you use none, say so plainly — it's a genuine trust signal for a mental health practice, and worth keeping if you can.]
Your choices
You can browse this site without giving us anything. To ask what we hold about you, to correct it, or to have it deleted, email Rena@phxmh.com or send a message through the client portal. Requests relating to your clinical record follow the HIPAA process below instead.
Notice of Privacy Practices (summary)
This notice describes how medical information about you may be used and disclosed, and how you can get access to this information. Please review it carefully.
The full notice is given to you at intake and is available as a downloadable PDF. This is the short version.
How we use your health information
Without needing separate authorization, we may use and disclose your protected health information for treatment (coordinating your care), payment (billing your insurer), and healthcare operations (quality review, clinical supervision, and administration). We use the minimum necessary information in each case.
When we are permitted or required to disclose without your permission
- When we believe there is a serious and imminent risk of harm to you or to an identifiable other person
- When we suspect abuse or neglect of a child or a vulnerable adult, as Wisconsin law requires
- In response to a valid court order or subpoena, following the process the law requires
- For public health activities, health oversight, or as otherwise required by law
Psychotherapy notes receive additional protection and are generally not disclosed without your specific written authorization. Uses for marketing, and any sale of your information, require your written authorization — and we don't do either.
Your rights
Inspect and copy
Request an amendment
An accounting of disclosures
Request restrictions
Confidential communication
A paper copy of this notice
Questions or complaints
Our Privacy Officer is Rena Cross, MS, LPC, reachable at Rena@phxmh.com or (608) 302-6610. You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, at hhs.gov/ocr/complaints. We will never retaliate against you for filing a complaint.
Your right to a Good Faith Estimate
Under the federal No Surprises Act, you have the right to receive a Good Faith Estimate explaining how much your care will cost if you are uninsured or choose not to use insurance.
- We will give you a written estimate before you schedule, and any time you ask for one
- Ask us for an estimate before scheduling if that would help you decide
- If your bill is at least $400 more than your estimate, you can dispute it
- Keep a copy of your estimate — you'll need it to start a dispute
Current self-pay rates for every service are published on the fees & insurance page, so you can see the numbers behind your estimate before you ask for one.
For questions or more information about your right to a Good Faith Estimate, visit cms.gov/nosurprises or call 1-800-985-3059.
Accessibility
We built this site to meet WCAG 2.1 Level AA where we can: keyboard-navigable throughout, visible focus outlines, text that meets contrast requirements, semantic headings and landmarks, alternative text on meaningful images, and animation that stops entirely when your device requests reduced motion.
Accessibility is never finished. If something on this site is hard to use — or if you need information in another format, or an accommodation in session — tell us at Rena@phxmh.com or (608) 302-6610 and we will work with you directly rather than sending you to a form.
Because Phoenix is a fully virtual practice, there are no stairs, no parking, and no waiting room to navigate. Live captions can be enabled on the video platform, sessions can be held by phone when video isn't workable, and interpretation services — including ASL — can be arranged with advance notice at no cost to you.
Terms of use
Everything on phxmh.com is provided for general information and education. It is not clinical advice, it is not a diagnosis, and it is not a substitute for care from a qualified professional who knows your situation. Reading this site, sending a message through it, or requesting an appointment does not by itself create a therapist–client relationship — that begins only when you and a Phoenix clinician sign a treatment agreement.
We link to outside organizations we consider trustworthy, but we do not control their content and are not responsible for it. Content on this site is © Phoenix Mental Health Services, LLC, except where noted.
Questions about these terms: Rena@phxmh.com. Last updated [Month Day, Year].