Policies

Effective Date: August 27, 2026
Last Updated: September 1, 2026

Sound Mind Nurse Practitioner in Psychiatry, PLLC, doing business as Renova Psychiatric Care (“Renova Psychiatric Care,” “Renova,” “we,” “our,” or “us”) respects your privacy and is committed to protecting information you provide through our website.

This Website Privacy Policy explains how we collect, use, protect, and disclose information obtained through our website, renovapsychiatriccare.com, and through electronic communications associated with the website. This Website Privacy Policy applies to information collected through our website and related website communications. It does not replace our Notice of Privacy Practices, which describes how we use and disclose protected health information in connection with providing healthcare services.

1. Information We Collect

We may collect information that you voluntarily provide when you interact with our website, including when you:

Contact us through an online contact form.
Request information about services.
Request or schedule an appointment.
Submit your name, email address, telephone number, or other contact information.
Communicate with us electronically.
Provide other information through features available on our website.

We may also automatically collect certain technical information when you visit our website, such as your IP address, browser type, operating system, device information, pages visited, date and time of your visit, and other information concerning how you interact with our website.

2. How We Use Information

We may use information collected through our website to:

Respond to inquiries and requests.
Communicate with prospective and current patients.
Provide information about our services.
Facilitate appointment requests or scheduling.
Operate, maintain, and improve our website.
Monitor website performance and security.
Respond to technical issues.
Comply with applicable legal and regulatory requirements.
Carry out other purposes disclosed at the time information is collected or with your consent when required.

3. Protected Health Information

Information collected in connection with the provision of healthcare services may constitute protected health information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA).

Our use and disclosure of PHI is governed by applicable federal and state privacy laws and by Renova Psychiatric Care’s Notice of Privacy Practices. The Website Privacy Policy should not be interpreted as replacing or modifying the Notice of Privacy Practices.

4. Electronic Health Records and Client Portal

Renova Psychiatric Care uses SimplePractice as its electronic health record (EHR) and practice-management system.

SimplePractice supports practice operations through its integrated, secure client portal. The client portal handles essential administrative and clinical functions, such as paperless clinical onboarding, new patient intake documentation, secure patient-provider messaging, automated appointment reminders, scheduling requests, and online billing and payment processing.

Patients who utilize a SimplePractice client portal account are responsible for protecting their login credentials and must notify Renova Psychiatric Care immediately if they believe their account has been accessed without authorization.

Information submitted through the secure client portal or maintained as part of a patient’s medical record constitutes protected health information (PHI). This data is securely handled and encrypted in accordance with applicable healthcare privacy laws and Renova Psychiatric Care’s separate Notice of Privacy Practices.

5. Telehealth

Renova Psychiatric Care provides psychiatric services exclusively through telehealth at this time. We do not maintain a physical clinic for in-person patient encounters.

Telehealth services involve secure electronic communications, video or audio technology, client portals, and other systems used to facilitate healthcare services. Virtual appointments are conducted seamlessly using the native, HIPAA-compliant telehealth infrastructure provided by SimplePractice.

Patients are required to participate in telehealth appointments from a private, secure location within the state where their provider is licensed and should take reasonable steps to prevent unauthorized individuals from hearing or viewing their appointment.

Telehealth services involve electronic transmission of information and, like all other forms of electronic communication, cannot be guaranteed to be completely free from security risks.

Additional information regarding telehealth, including telehealth-specific consent and patient responsibilities, is provided separately as part of the patient onboarding process.

6. AI-Assisted Clinical Documentation

Renova Psychiatric Care may use secure, artificial intelligence-assisted technology available through its electronic health record system to support clinical documentation. This includes utilizing SimplePractice's integrated, HIPAA-compliant AI Note Taker feature to securely listen to, transcribe, and draft structured clinical documentation summaries from session audio.

When this technology is deployed during a clinical encounter, patients will receive appropriate information and consent protocols in accordance with applicable state and federal requirements.

AI-assisted documentation is strictly used as an administrative tool to streamline formatting and prepare initial clinical drafts. The provider remains entirely responsible for reviewing the text, maintaining the final accuracy of the medical record, and making all independent clinical decisions. The use of AI-assisted documentation does not replace professional clinical judgment.

7. Email, Text Messaging, and Other Electronic Communications

Renova Psychiatric Care may communicate with patients or prospective patients through email, telephone, text messaging, or other electronic communication methods.

Electronic communications may involve privacy and security risks. Patients should avoid sending highly sensitive health information through ordinary email or text messaging when a secure communication method, such as the SimplePractice client portal, is readily available. Electronic communications should not be used for medical emergencies. Please call 911 for all medical emergencies.

8. Cookies and Website Technologies

Our website may use cookies and similar technologies to support website functionality, understand website usage, improve website performance, and enhance the user experience. These technologies may collect information such as browser type, device information, pages visited, and general website activity.

We may use third-party services that assist with website functionality, security, analytics, scheduling, communications, or other website operations. Renova Psychiatric Care evaluates website technologies and third-party tracking tools in accordance with applicable privacy and security requirements.

9. Third-Party Service Providers

Renova Psychiatric Care may use third-party vendors and service providers to support the operation of our practice and website.

These services include, as applicable:

Electronic health record and practice-management platform: SimplePractice.
Patient portal and engagement applications: SimplePractice Secure Client Portal.
Secure built-in telehealth communication infrastructure.
Automated behavioral health clinical outcome measure inventories.
Electronic prescribing and medication management utilities.
Integrated billing, revenue cycle management, and online payment processing.
Website hosting and maintenance systems.
Website security and information technology services.
Corporate email, office communications, and website analytics.

Where required by applicable law, Renova Psychiatric Care will use appropriate contractual and administrative safeguards, including executing Business Associate Agreements (BAAs), with service providers that handle protected health information.

10. Website Security

We use reasonable administrative, technical, and physical safeguards designed to protect information collected through our website from unauthorized access, use, alteration, or disclosure. However, no website, electronic communication system, device, or method of transmitting information over the internet can be guaranteed to be completely secure. You are responsible for taking reasonable precautions to protect your personal information, including maintaining the security of your devices, accounts, and passwords.

11. Children’s Privacy

Our website is not intended for children under the age of 16, and we do not knowingly collect personal information from children under 16 through our website. If we become aware that we have collected personal information from a child under 16 without appropriate authorization or consent, we will take reasonable steps to delete the information.

12. Links to Other Websites

Our website may contain links to websites operated by third parties. Renova Psychiatric Care is not responsible for the privacy practices, content, security, or policies of third-party websites. We encourage you to review the privacy policy of any third-party website you visit.

13. Data Retention

We retain information collected through our website for as long as reasonably necessary to fulfill the purposes for which it was collected, comply with legal and regulatory requirements, resolve disputes, maintain security, and operate our business. Information that becomes part of a patient’s medical record is retained in accordance with applicable healthcare record-retention requirements and Renova Psychiatric Care’s policies.

14. Privacy Rights and Requests

Depending on the nature of the information and applicable law, you may have rights concerning information we maintain about you. Direct requests concerning protected health information (PHI) to Renova Psychiatric Care in accordance with our separate Notice of Privacy Practices.

For questions regarding this Website Privacy Policy, please contact:
Sound Mind Nurse Practitioner in Psychiatry, PLLC
doing business as Renova Psychiatric Care
Email: support@renovapsychiatriccare.care
Website: renovapsychiatriccare.com

15. Changes to This Website Privacy Policy

Renova Psychiatric Care may update this Website Privacy Policy from time to time to reflect changes in our website, services, technology, or applicable legal requirements. When we make changes, we will update the “Last Updated” date at the beginning of this policy. We encourage you to review this policy periodically.

16. Contact Us

If you have questions about this Website Privacy Policy or our privacy practices, please contact:
Sound Mind Nurse Practitioner in Psychiatry, PLLC
DBA Renova Psychiatric Care

support@renovapsychiatriccare.com

585.684.8517