Notice of Privacy Practices
OXIDIAN HEALTH, LLC
NOTICE OF PRIVACY PRACTICES (HIPAA) & CONFIDENTIALITY
Privacy Officer: Jeffrey Thomas, APN
971 US Highway 202N, Suite 8081
Branchburg, NJ 08876
Phone: (908) 545-9692 | Email: info@oxidianhealth.com
Effective Date: 8/13/2026 | Version: 3.1
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.
This Notice describes how Oxidian Health, LLC protects your privacy and how your information may be used and disclosed in connection with telehealth psychiatric, substance use disorder, and medical services. Because Oxidian Health provides treatment for substance use disorders, some of your records receive additional protection under federal law (42 CFR Part 2); those additional protections are described under "Substance Use Disorder Records" below. This Notice is posted on our website and is also available through your Client Portal. You may download or request a printed copy at any time.
This Notice applies to all patients of the practice. Psychiatric and substance use disorder services are provided to adults ages 18 and older. Medical services are provided to patients ages 3 and older; where the patient is a child, this Notice is provided to and acknowledged by a parent or legal guardian.
OUR RESPONSIBILITIES
We are required by law to:
Maintain the privacy and security of your protected health information (PHI).
Provide you with this Notice and follow it while it is in effect.
Notify you promptly following a breach of unsecured PHI.
Use or disclose your PHI only as described in this Notice, unless you give written authorization for other uses.
Changes to This Notice: We may change our privacy practices and this Notice at any time. Updates will apply to information we already have and to new information. When changes occur, we will post the updated Notice in the Client Portal and provide it upon request at no cost.
Retention of Records: Your health information is retained in accordance with New Jersey record-keeping requirements, which require a longer retention period for records of patients who were minors at the time of treatment.
YOUR RIGHTS
Access Your Records: You may see or obtain a copy of your PHI and have it sent to you or a third party you choose. Requests should be made through the SimplePractice Client Portal or in writing to the Privacy Officer. We will respond within 30 days, with one possible 30-day extension if needed. A reasonable, cost-based fee may apply for copies.
Request a Correction: If you believe information in your record is wrong or incomplete, you may request an amendment in writing through the Client Portal or to the Privacy Officer. We will respond within 60 days, with one possible 30-day extension. If we deny the request, we will explain why in writing and allow you to submit a statement of disagreement to be added to your record.
Request Confidential Communications: You may ask that we contact you in a specific way (for example, at a particular phone number or address). We will honor reasonable requests.
Request Restrictions: You may ask us to limit how we use or share your PHI. We are not required to agree, except that we must agree to a request to restrict disclosure to a health plan when you pay in full out of pocket for a specific service and ask that information about that service not be shared with your plan.
Accounting of Disclosures: You may request a list of certain disclosures we have made. One list in any 12-month period is free; a reasonable, cost-based fee may apply for additional requests. Your right to an accounting of disclosures of your Part 2-protected records is described under "Substance Use Disorder Records" below.
Copy of This Notice: You may request a paper or electronic copy of this Notice at any time, even if you previously agreed to receive it electronically.
Personal Representative: You may authorize someone to act on your behalf, such as through a health care power of attorney. We will verify legal authority before granting access.
Parents and Guardians of Child Patients: A parent or legal guardian generally acts as the personal representative of a child patient and may exercise the rights described in this Notice on the child's behalf. There are exceptions. New Jersey and federal law give minors the right to consent independently to certain categories of care, and where a minor has that right, information about that care may be protected from disclosure to a parent or guardian without the minor's agreement. We will explain any such limitation if it applies. We may also decline to treat a parent or guardian as a personal representative where we reasonably believe doing so could endanger the child.
File a Complaint: If you believe your privacy rights have been violated, you may contact our Privacy Officer or the U.S. Department of Health & Human Services (see contact information below). We will not retaliate against you for filing a complaint.
HOW WE USE AND DISCLOSE YOUR INFORMATION
Treatment: To provide, coordinate, and manage your care, including sharing information with other providers, pharmacies, laboratories, and health information exchanges involved in your treatment.
Payment: To bill and collect payment from you, your health plan, or another payer.
Health Care Operations: For activities such as quality improvement, training, auditing, accreditation, risk management, and business operations.
Appointment Reminders and Health-Related Communications: We may use and disclose your PHI to contact you with appointment reminders and to tell you about treatment alternatives or other health-related benefits and services that may be of interest to you. You may ask us to contact you in a specific way or to stop these communications.
Other Permitted Disclosures: Subject to limits in the law, we may also disclose information: as required by law; for public health and safety activities; to prevent or reduce a serious and imminent threat to health or safety; to report suspected abuse, neglect, or domestic violence; for health oversight activities such as audits or investigations; in response to a court order, subpoena, or other lawful process; for law enforcement purposes, under specific circumstances; for specialized government functions; to coroners, medical examiners, or funeral directors, as permitted by law; and to comply with workers' compensation laws.
Disclosures to Family, Friends, or Others Involved in Your Care: Unless you object, we may share information directly relevant to your care or payment for your care with a family member, friend, or other person you identify as being involved in your care, and we may use or disclose your information to notify such a person of your location or general condition. If you are not present or are unable to agree or object because of an emergency or incapacity, we will use professional judgment to determine whether the disclosure is in your best interest. You may ask us to limit or stop these disclosures at any time.
For records protected under 42 CFR Part 2, the additional consent rules described under "Substance Use Disorder Records" below apply to the disclosures listed in this section.
USES AND DISCLOSURES REQUIRING YOUR AUTHORIZATION
We will obtain your written authorization before using or disclosing your PHI for: marketing communications; sale of PHI; most uses or disclosures of psychotherapy notes, if any such notes are created; and any use or disclosure not described in this Notice.
You may revoke an authorization at any time in writing. Revocation does not affect disclosures already made in reliance on that authorization.
SPECIAL RULES FOR MENTAL HEALTH INFORMATION
Psychotherapy Notes: This practice does not routinely create "psychotherapy notes" (the separately kept process notes of a counseling session, as defined under HIPAA). If any such notes are created, they are kept separate from your medical record, and we will obtain your written authorization before using or disclosing them, except in limited situations permitted by law, such as use by the note's author, training, or our defense in a legal action you bring.
Duty to Warn or Protect: If there is a serious and imminent threat of harm to you or others, we may share information with persons who can help prevent or lessen the threat, such as emergency services or identifiable potential victims.
Substance Use Disorder Records (42 CFR Part 2): Oxidian Health provides treatment for substance use disorders, including opioid use disorder, and is therefore a "Part 2 program" under the federal confidentiality law at 42 CFR Part 2. Records that would identify you as someone who has, or has had, a substance use disorder, or who has received SUD diagnosis, treatment, or referral from us ("Part 2 records"), receive protection that is more stringent than HIPAA in several respects:
We generally may not disclose your Part 2 records, even for treatment, payment, or health care operations, without your specific written consent. This is different from other health information. We may ask you to sign a single consent authorizing these routine disclosures; you may revoke it in writing at any time, except to the extent we have already acted on it.
We may use or disclose Part 2 records without your consent only in narrow circumstances permitted by law, such as a bona fide medical emergency, a court order meeting Part 2's requirements, qualified audit or research activity, reporting a crime on our premises or against our staff, disclosures to a prescription drug monitoring program as required or permitted by law, or as otherwise permitted by Part 2.
Your Part 2 records, and any testimony describing them, may not be used against you in any civil, criminal, administrative, or legislative proceeding without your written consent or a court order meeting Part 2's requirements.
When we disclose Part 2 records with your consent, the disclosure will be accompanied by a written notice prohibiting the recipient from redisclosing them except as Part 2 permits.
You have the right to request an accounting of disclosures of your Part 2 records and to request restrictions on certain uses and disclosures of them.
Disclosures of your Part 2 records to a professional monitoring or recovery program, a licensing board, or an employer are not covered by your routine treatment consent and require a separate, specific written authorization that names the recipient, the information disclosed, the purpose, and an expiration date.
Because this practice is a Part 2 program, information collected during a medical visit may also become a Part 2 record where it would identify a patient as someone who has or has had a substance use disorder, for example, a substance use history taken as part of evaluating an acute complaint, or a referral for substance use treatment.
Where a patient is a minor, Part 2 contains its own rules about who may consent to disclosure. Where New Jersey law permits a minor to consent independently to substance use disorder treatment, the minor's own written consent is required to disclose those records, including to a parent or legal guardian. We will explain this if it applies.
TELEHEALTH PRIVACY AND SECURITY
All telehealth services are provided through the SimplePractice platform, which is HIPAA-compliant and covered by a Business Associate Agreement. All telehealth sessions are encrypted and accessible only to authorized participants. To protect your privacy, please use a private, quiet, well-lit location and a secure internet connection. We do not record telehealth sessions. Our AI documentation assistant, described below, converts speech to text during the visit and does not create or keep an audio recording. Please do not record sessions without prior written agreement.
DOCUMENTATION TOOLS
We use a HIPAA-compliant, third-party artificial intelligence (AI) documentation assistant (a clinical "scribe") to help create accurate and timely visit notes, and we may use more than one such tool over time. The tool converts speech to text during your visit to produce a draft note, which your clinician reviews, edits, and approves before it becomes part of your record. No audio recording of your visit is made or kept. The written transcript is deleted once your note is finalized. Your information is not used to train AI models. Any vendor used operates under a Business Associate Agreement and, where it handles records protected under 42 CFR Part 2, under a Qualified Service Organization Agreement. These tools are used for documentation only. They are not used to diagnose, to select or recommend treatment, or to make any clinical decision, and they do not replace your clinician's professional judgment. Because accurate and timely documentation is part of how this practice provides care, use of this tool is a condition of receiving services here. If you are not comfortable with it, please tell us before your first appointment and we will help you find another provider.
BREACH NOTIFICATION
If a breach of unsecured PHI occurs, including substance use disorder records, we will notify you without unreasonable delay and no later than required by law, either through the Client Portal or by mail.
QUESTIONS OR COMPLAINTS
Privacy Officer:
Jeffrey Thomas, APN
Oxidian Health, LLC
971 US Highway 202N, Suite 8081
Branchburg, NJ 08876
Phone: (908) 545-9692 | Email: info@oxidianhealth.com
U.S. Department of Health & Human Services:
Office for Civil Rights
200 Independence Avenue SW
Washington, DC 20201
Phone: 1-877-696-6775
Website: www.hhs.gov/ocr/privacy
You may also file a complaint directly with the Secretary regarding an alleged violation of 42 CFR Part 2.
We will not retaliate against you for filing a complaint.