Privacy Policy

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Effective Date: 07/01/2025
WillowB Healing Heart Therapy LLC
2611 SW 17th St
Topeka, KS 66604

We collect personal and health-related information necessary to provide therapeutic services, which may include:

• Full name, date of birth, contact information (email, phone, address)
• Emergency contact details
• Insurance information (if applicable)
• Mental health history and current concerns
• Medical history relevant to treatment
• Notes from sessions, treatment plans, and other clinical documentation

This information is collected through client intake forms, during therapy sessions, via secure messaging systems, and through our Electronic Health Record system (e.g., Simple Practice).

Your information is used solely for purposes related to your care and the operation of this practice, including:

• Assessment and diagnosis
• Creating and updating your treatment plan
• Coordinating care with other providers (with your written consent)
• Billing and insurance claims (if applicable)
• Practice operations (scheduling, reminders, audits, etc.)

We use administrative, physical, and technical safeguards to protect your information, including:

• HIPAA-compliant software (e.g., Simple Practice)
• Encrypted emails or messaging systems when applicable
• Secure storage of paper documents, if any
• Password-protected devices and accounts

Only authorized personnel have access to your information, and we regularly review our policies to ensure continued compliance.

Your information will not be shared without your written consent, except as required or permitted by law. This includes:

• If you are at risk of harming yourself or others
• In cases of suspected abuse or neglect (children, elderly, or vulnerable adults)
• If required by a court order or subpoena
• For billing purposes with your insurance company (if applicable)

You may request a record of disclosures at any time.

You have the right to:

• Access your records upon written request
• Request corrections to your records
• Withdraw consent for treatment at any time
• File a complaint if you believe your privacy rights have been violated

To exercise these rights or for questions, please contact:

Kelsey Robinson, LMSW
Owner & Therapist
WillowB Healing Heart Therapy LLC
2611 SW 17th St, Topeka, KS 66604
(785) 250-7079
Willowbtherapy@gmail.com

You may also file a complaint with the U.S. Department of Health & Human Services Office for Civil Rights.

We may contact you via phone, text, email, or through your client portal for appointment reminders and general communication. You may opt out of certain communication methods by notifying us in writing.

This Privacy Policy may be updated to reflect changes in regulations or practice operations. When updates are made, the revised date at the top will be updated and shared in the client portal and/or on our website.

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