Privacy Policy &

HIPAA Notice of Privacy Practices

Last Updated / Effective Date: May 2026

General Practice Information

  • Practice Name: Made Whole Counseling

  • Website:www.made-whole-counseling.com

  • Individual Therapist: Cristine Steele (she/her/hers), LMFT

  • Credentials & Licensure: * Licensed Marriage and Family Therapist in Tennessee (LMFT #1961)

    • Licensed Marriage and Family Therapist in Washington (MFT.LF.70067261)

  • Contact Email: Cristine@made-whole-counseling.com

THIS NOTICE DESCRIBES HOW MEDICAL AND MENTAL HEALTH INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

I. Our Pledge Regarding Health Information

We understand that health information about you and your care is deeply personal. We are committed to protecting your Protected Health Information (PHI). We generate a record of the care and services you receive to provide quality care and to comply with legal requirements.

This notice applies to all records generated by this mental health practice, including clinical notes and electronic communication. Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), we are required by law to:

  • Ensure that PHI identifying you is kept strictly private.

  • Provide you with this notice of our legal duties and privacy practices.

  • Abide by the terms of the notice currently in effect.

We reserve the right to change the terms of this Notice. Any modifications will apply to all information we have about you. Updated notices will be available upon request, via our client portal, and on our website.

II. How We May Use and Disclose Your Health Information Without Your Authorization

Federal and state laws allow us to use or disclose your PHI without your written authorization for the following purposes:

1. For Treatment, Payment, or Healthcare Operations

  • Treatment: We may use and disclose your PHI to coordinate or manage your healthcare. For example, if we consult with another licensed healthcare provider about your condition to assist with diagnosis or treatment, your information may be shared.

  • Payment: We may use or disclose your PHI so that services can be billed and collected from you, an insurance company, or a third party.

  • Healthcare Operations: We may use your PHI to run our practice, improve the quality of care, or perform administrative tasks.

2. Lawsuits and Disputes

If you are involved in a lawsuit or legal dispute, we may disclose your PHI in response to a valid court or administrative order. We may also disclose information in response to a subpoena or discovery request, but only if reasonable efforts have been made to notify you or obtain a protective order.

3. Required by Law & Public Safety (Duty to Protect/Warn)

We will disclose your PHI without your consent when required by federal, state, or local laws. This includes:

  • Abuse Reporting: Mandated reporting of suspected child abuse, neglect, or exploitation in Tennessee or Washington, as well as the abuse of vulnerable adults or elders.

  • Threat to Health or Safety: Disclosures necessary to prevent or lessen a serious, imminent threat to your health and safety or the health and safety of another person.

4. Oversight, Law Enforcement, and Specialized Functions

We may disclose PHI for health oversight audits, workers' compensation claims, compliance investigations by the Department of Health and Human Services (HHS), or specialized government functions (such as military or national security operations).

5. Appointment Reminders

We may use your information to send you automated or manual appointment reminders via text, email, or your secure client portal.

III. Uses and Disclosures That Require Your Explicit Authorization

1. Psychotherapy Notes

We maintain "psychotherapy notes" as defined in 45 CFR § 164.501. Any use or disclosure of these notes requires your explicit written authorization unless it is for:

  • Use in your direct clinical treatment.

  • Use in defending against legal actions or administrative complaints brought by you.

  • Oversight by the Secretary of Health and Human Services (HHS).

  • Averting a serious, imminent threat to health or safety.

2. Marketing and Sale of PHI

As a psychotherapist, we will never use your PHI for marketing purposes, nor will we sell your PHI to third parties.

IV. Disclosures Requiring an Opportunity to Object

We may share relevant PHI with a family member, close personal friend, or someone you identify as being involved in your care or payment for your care, provided you have been given the opportunity to object and have not done so. In emergency situations where you cannot object, we will exercise professional judgment.

V. Your Rights Regarding Your Protected Health Information (PHI)

  • The Right to Request Limits: You have the right to ask us not to use or disclose certain PHI for treatment, payment, or healthcare operations. We are not legally required to agree to your request if we believe it impacts your clinical safety.

  • The Right to Restrictions for Out-of-Pocket Payments: If you pay for a service completely out-of-pocket and ask us not to share that data with your health insurance plan for payment or operations, we must honor that request.

  • The Right to Confidential Communications: You have the right to request that we contact you via a specific method (e.g., cell phone only) or at a specific address, and we will accommodate all reasonable requests.

  • The Right to Access and Copies: With the exception of certain psychotherapy notes or information compiled for legal proceedings, you have the right to inspect and obtain an electronic or paper copy of your medical record. We will fulfill this request within 30 days and may charge a reasonable, cost-based administrative fee.

  • The Right to Amend/Correct Records: If you believe information in your record is incorrect or incomplete, you may request a correction in writing. We will review it and respond within 60 days. If we deny your request, we will explain why in writing.

  • The Right to an Accounting of Disclosures: You can request a list of instances in which we shared your PHI for purposes other than treatment, payment, healthcare operations, or those authorized by you over the past six years.

VI. Notice to Clients & Complaints

If you believe your privacy rights have been violated, you may file a complaint with us directly via Cristine@made-whole-counseling.com or with the Secretary of the U.S. Department of Health and Human Services. You will not be penalized or retaliated against for filing a complaint.

You may also contact your respective state licensing boards regarding the clinical services provided:

  • In Tennessee: Tennessee Board of Licensed Professional Counselors, Licensed Marital and Family Therapists, and Licensed Clinical Pastoral Therapists

    Website: www.tn.gov/health

  • In Washington: Washington State Department of Health (Mental Health Professions)

    Website: www.doh.wa.gov

Acknowledgement of Receipt of Privacy Notice

By checking the acknowledgment box on our client portal or signing below, you acknowledge that you have been provided access to and have received a copy of this HIPAA Notice of Privacy Practices.