This notice applies to protected health information (PHI) created or received in the course of clinical services provided by Dr. Emma Kate Reif through Reif Psychology, PLLC.

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This notice does not apply to general visitors to this website and does not govern information collected through the website itself. For information about website data practices, please refer to the Privacy Policy for this website.

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The following Notice of Privacy Practices describes how protected health and medical information may be used and disclosed in connection with mental health services provided by Dr. Emma Kate Reif and Reif Psychology, PLLC.

 

This notice is provided in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and applies only to individuals who receive clinical services from Dr. Emma Kate Reif and Reif Psychology, PLLC.

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If you become a client of this practice, you will receive a copy of this notice as part of your intake paperwork and informed consent documentation, and you will be asked to acknowledge receipt of this notice. The version provided on this website is made available for informational purposes and transparency.

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1. MY COMMITMENT TO YOUR PRIVACY:

I am dedicated to protecting your health information as part of providing professional care. I create a record of the care and services you receive at Reif Psychology, PLLC. I need this record to provide you with quality care and to comply with certain legal requirements. This notice will tell you how Reif Psychology, PLLC handles your health information, and how health information is shared with other health care professionals and organizations. I also describe your rights to the health information I keep about you, and describe certain obligations I have regarding the use and disclosure of your health information. This notice applies to all of the records of your care generated by my mental health care practice. I want you to understand these policies so you can make the best decisions for yourself and your family. If you have any questions or want to know more about this notice, please ask the compliance officer (listed below) for answers and explanations.

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2. DEFINITIONS OF TERMS:

• “Protected Health Information (PHI)” refers to any information about health status, provision of health care, or payment for health care that is created or collected by a covered entity and can be linked to a specific individual.

• “Treatment” is when I provide, coordinate, or manage your health care and other services related to your health care. An example of treatment would be when I consult with another health care provider, such as your family physician or another psychologist.

• “Payment” is when I obtain reimbursement from you for your healthcare. Examples of payment are disclosure of PHI to a health insurer to obtain reimbursement for health care or to determine eligibility or coverage.

• “Health Care" Operations” are activities that relate to the performance and operation of my practice. Examples of health care operations are quality assessment and improvement activities, business-related matters such as audits and administrative services, and training programs for students.

• “Use” applies only to activities within Reif Psychology, PLLC such as sharing, employing, applying, utilizing, examining, and analyzing information that identifies you.

• “Disclosure” applies to activities outside of Reif Psychology, PLLC such as releasing, transferring, or providing access to information about you to other parties.

• “Authorization” is your written permission, above and beyond the general consent, to disclose mental health information to specific entities. All authorizations to disclose must be on a specific legally required form.

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3. USES AND DISCLOSURES OF PROTECTED HEALTH INFORMATION:

I may use or disclose your protected healthcare information, as needed, in order to provide, coordinate, or manage your care. When I use or disclose your protected health information, I share only the minimum necessary information. I typically use or disclose your PHI in the following ways:

• For Treatment – internally in the course of your treatment and/or externally with other health care providers regarding your treatment.

• For Payment – for services provided to you.

• For Health Care Operations – as part of internal operations, to improve care, and to contact you when necessary.

 

4. USES AND DISCLOSURES REQUIRING AUTHORIZATION:

I will ask for written authorization before I use or disclose PHI for the following purpose:

• Judicial Request for PHI

• Sharing of Psychotherapy Notes

• Research including PHI

• Marketing Activities

• Sale of Your Information

• Drug Dependence – North Carolina law states if you request treatment and rehabilitation for drug dependence from me, your request will be treated as confidential. Your name will not be disclosed to law enforcement or when making referrals unless you consent to our sharing of it.

If you sign an authorization allowing me to use or disclose PHI, you can later revoke your decision in writing. The revocation will not apply to PHI that has already been used or disclosed.

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5. USES AND DISCLOSURES WITHOUT AUTHORIZATION:

I may use or disclose PHI without your consent or authorization in the following circumstances:

• Serious Threat to Health or Safety – If I believe there is an imminent danger to your health or safety or that of another individual, or if there is likelihood of a felony or violent misdemeanor, I may disclose information to take protective action, including communicating with the potential victim, appropriate family members, and/or the police, or to seek hospitalization.

• Child Abuse – If I have cause to suspect that a child under 18 is abused, neglected, dependent, or has died as the result of maltreatment by a parent, guardian, custodian, or caretaker, the law requires that I file a report with the appropriate county Department of Social Services (see the North Carolina Juvenile Code).

• Adult Abuse – If I have reasonable cause to believe a disabled or elder adult is in need of protective services, the law requires that I file a report with the appropriate county Department of Social Services (see the North Carolina Protection of the Abused, Neglected, or Exploited Disabled Adult Act).

• Worker’s Compensation – If you file a worker’s compensation claim, I may be required by law to provide your health information relevant to the claim to your employer and the North Carolina Industrial Commission.

• Health Oversight Activities – If a health oversight agency would like to review my work for quality and efficiency, or if I receive a subpoena from the North Carolina Board of Psychology or equivalent board.

• Required by Law – I may disclose information when federal, state, or local law requires it, including in response to lawful court orders or administrative proceedings.

• Judicial Proceedings – If you are involved in a lawsuit or legal proceeding, and I receive a court order or other lawful process where I am obligated to comply. If you file a complaint or lawsuit against Reif Psychology, PLLC and/or its employees, I may disclose relevant information for defense.

• Communicable Disease – Under North Carolina law, if you have one of several specific communicable diseases (for example, tuberculosis, syphilis, or HIV/AIDS), information about your disease will be treated as confidential, and will be disclosed without your written permission only in limited circumstances. I may not need to obtain your permission to report information about your communicable disease to State and local officials or to protect against the spread of the disease.

• Research – Information may be used for research purposes only if identifying information is removed, if you provide written authorization, or when otherwise permitted by law.

• Business Associates – If I use outside companies or services to support practice operations (such as electronic medical record systems, billing services, or other vendors that may have access to protected health information), I will enter into Business Associate Agreements (BAAs) where required by law. These agreements require such entities to appropriately safeguard the privacy and security of any PHI entrusted to them.

• Appointment Reminders – I may use and disclose your PHI to contact you to remind you that you have an appointment.

• Electronic Communication – Email, text messaging, and voicemail may be used for scheduling or administrative communication. These communications may be managed through the practice’s phone system or electronic communication platforms. While reasonable safeguards are used to protect your privacy, these forms of communication are not always secure and may involve some risk to confidentiality. By choosing to communicate through email, text messaging, or voicemail, you acknowledge and accept these potential risks. Please avoid including sensitive or clinical information in text messages or voicemail whenever possible. Clients may request alternative communication methods at any time.

• Electronic Records – Client records may be maintained in electronic form using secure electronic health record systems. These systems are designed to meet applicable federal privacy and security standards and support documentation, billing, and coordination of care.

• De-Identified Information and Technology Tools – I may use de-identified information for purposes related to practice operations, documentation support, professional consultation, or quality improvement. This may include the use of digital tools, including artificial intelligence (AI) systems designed to assist with written documentation or professional case conceptualization. When such tools are used, identifying information is removed or sufficiently generalized so that the information cannot reasonably be used to identify a specific individual. These tools are used only to support the provider’s professional work. AI systems do not independently provide health care, make treatment decisions, or replace professional judgment.

• Other – I am allowed and/or required to share your information in other ways, usually in ways that contribute to the public good. For example, for public health activities (investigating disease), for decedents (speaking to medical examiners, funeral directors, or organ procurement organizations), for law enforcement purposes (investigating a crime, correctional institutions), and for specific government functions (determining military benefits or national security).

 

6. CERTAIN USES AND DISCLOSURES REQUIRE YOU TO HAVE THE OPPORTUNITY TO OBJECT:

• Disclosures to family or others – I may provide your PHI to a family member or other person that you indicate is involved in your care or the payment for your care, unless you object in whole or in part. The opportunity to consent may be obtained retroactively in emergency situations.

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7. YOUR RIGHTS:

When it comes to your health information, you have certain rights.

• Right to Treatment – You have the right to ethical treatment without discrimination regarding race, ethnicity, gender identity, sexual orientation, religion, disability status, age, or any other protected category.

• Right to Choose Your Treatment Provider – You have the right to decide not to receive services from Reif Psychology, PLLC. If you wish, I will provide you with names of other qualified professionals.

• Right to Receive Confidential Communications – You have the right to request and receive confidential communications of PHI by alternative means and at alternative locations. For example, you may want your bills sent to another address. I will agree to all reasonable requests.

• Right to Request Restrictions – You have the right to request restrictions on certain uses and disclosures of PHI. For example, you can ask us to limit what I tell people involved in your care. However, I am not required to agree to a restriction you request.

• Right to Restrict Disclosures When You Have Paid for Your Care Out-Of-Pocket – You have the right to restrict certain disclosures of PHI to a health plan when you pay out-of- pocket in full for services.

• Right to an Accounting – You have the right to receive an accounting of disclosures of PHI. I will respond to request within 60 days of receipt. I will provide one accounting a year for free, but will charge a reasonable, cost-based fee if you ask for another one within 12 months.

• Right to Access – You have the right to access PHI records created by Reif Psychology, PLLC as long as those records are maintained. Other than “psychotherapy notes,” you have the right to get a copy of your medical record and other information I have about you. I will provide a summary or copy of health information within 15 working days of your written request. I may deny your request in certain circumstances. I may charge a reasonable, cost-based fee.

• Right to Explanation of Denial –There are certain situations in which I am not required to comply with your request. Under these circumstances I will respond to you in writing within 60 days of receipt, stating why I will not grant your request.

• Right to Amend –You have the right to request an amendment of PHI for as long as the PHI is maintained in the record. Your request must be in writing. I may deny your request if: the information was not created by Reif Psychology, PLLC; the information is not part of the records used to make decisions about you; or I believe the information is correct and complete.

• Right to Be Notified About a Breach – You have a right to be notified if there is a breach (a use or disclosure of your PHI in violation of the HIPAA Privacy Rule) involving your PHI, that PHI has not been encrypted to government standards, and risk assessment fails to determine there is a low probability that your PHI has been compromised.

• Right to a Paper Copy of the Privacy Notice –You have the right to obtain a paper copy of this notice upon request, even if you have agreed to receive the notice electronically.

• Right to Terminate – You have the right to terminate therapeutic services at any time without legal or financial obligations other than those already designated or accrued. I ask that you discuss your decision with me in session before terminating, or at least contact me in writing to let me know you are terminating.

• Right to Choose Someone to Act for You –If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.

• Minors’ Right to Consent to Services – Under North Carolina law, minors, with or without the consent of a parent or guardian, have the right to consent to services for the prevention, diagnosis, and treatment of certain illnesses including: abuse of controlled substances or alcohol and emotional disturbance. If you are a minor and you consent to one of these services, you have all the authority and rights included in this notice relating to that service. In addition, the law permits certain minors to be treated as adults for all purposes. These minors have all rights and authority included in this notice for all services.

• Right to File a Complaint – If you believe your PHI has not been handled appropriately or believe your privacy rights have been violated you have the right to file a written complaint with: Reif Psychology, PLLC; the State of North Carolina Health Department; or the U.S. Department of Health and Human Services. I will do my best to resolve any problems. I will not in any way limit your care or take any actions against you if you file a complaint.

 

8. THERAPIST INCAPACITY OR DEATH

You acknowledge that in the event that your provider, Dr. Emma Kate Reif, becomes incapacitated or dies, it will become necessary for another therapist to take possession of your file and client records. By signing this document, you give your consent to allow another licensed mental health professional to take possession of your files and records and provide you with documentation upon request, or to deliver documentation to a provider of your choice. In the event that Dr. Emma Kate Reif becomes incapacitated or dies, she and Reif Psychology, PLLC have designated Dr. Terri James or Dr. Melissa Miller to assume possession of your client files and records. 

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9. REIF PSYCHOLOGY, PLLC’S RESPONSIBILITIES

I am required by law to maintain the privacy of PHI and to provide you with a notice of legal duties and privacy practices with respect to PHI. Any health care professional authorized to enter information into your health record, all employees, staff, trainees, and other personnel at Reif Psychology, PLLC who may need access to your information must abide by this notice that is currently in effect.

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I reserve the right to change the privacy policies and practices described in this notice and to make the new provisions effective for all PHI maintained. Unless I notify you of such changes, however, I am required to abide by the terms currently in effect. If I revise policies and procedures, the new notice will be available upon request, in my office, and on my website.

 

If you have questions about this notice, disagree with a decision made about access to your records, or have other concerns about your privacy rights, you may contact the compliance officer at Reif Psychology, PLLC (EMMA KATE REIF, PH.D.; emmakate@dremmakatereif.com; 704-312-2045)

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10. EFFECTIVE DATE OF THIS NOTICE

This notice went into effect on March 11, 2026.

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11. ACKNOWLEDGEMENT OF RECEIPT OF PRIVACY NOTICE

Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), you have certain rights regarding the use and disclosure of your protected health information. By checking the signature box below you are acknowledging you have received a copy of HIPAA Notice of Privacy Practices.