NOTICE OF PRIVACY PRACTICES (HIPAA) 

Effective Date: October 20, 2025 

Applies To: Calling Care Services NFP DBA Vivia Health, including our clinicians, staff, trainees, volunteers, and business associates. 

 

Our Duties 

  • We are required by law to keep your protected health information (PHI) private, to give you this Notice, and to follow it. 
  • We will notify you if a breach compromises the privacy or security of your PHI. 
  • We may change this Notice at any time. The revised Notice will apply to PHI we already have and to PHI we receive in the future. The current Notice will be posted at our site(s) and on our website and available by request. 

Contact for Privacy Matters: 

Privacy Office 

Address: 7101 N Cicero Ave Ste 204 Lincolnwood, IL 60712

Phone: 773-270-1652 

Email: privacy@viviahealth.org 

 

Your Rights 

You have the rights listed below. To exercise any right, contact the Privacy Office. 

  • Right to Access/Copy your records (in paper or electronic form). We will provide a copy or summary, usually within 30 days. Fees may apply as permitted by law. 
  • Right to Amend information you believe is incorrect or incomplete. We may deny a request in certain cases; if denied, you may add a written statement of disagreement. 
  • Right to an Accounting of Disclosures of your PHI for the last 6 years, excluding disclosures for treatment, payment, and health care operations and certain other disclosures. 
  • Right to Request Restrictions on how we use or share your PHI for treatment, payment, or operations. We are not required to agree, except we must honor your request to restrict disclosure to your health plan if you pay in full for the service out of pocket and disclosure is only for payment or operations. 
  • Right to Request Confidential Communications (e.g., alternate mailing address, phone, or email). We will accommodate reasonable requests. 
  • Right to Receive a Paper or Electronic Copy of this Notice. 
  • Right to Choose a Personal Representative to act for you under applicable law. 
  • Right to Complain if you feel your privacy rights have been violated. We will not retaliate against you. 

How to Complain: 

  • To us: Contact the Privacy Office. 
  • To the U.S. Department of Health & Human Services, Office for Civil Rights: 

Office for Civil Rights, Region V (Chicago) 

U.S. Department of Health & Human Services 

233 N. Michigan Avenue, Suite 240 

Chicago, IL 60601 

Phone: (312) 886-2359 

TDD: (312) 353-5693 

Fax: (312) 886-1807 

Website: https://www.hhs.gov/ocr/privacy/hipaa/complaints/ 

 

How We May Use and Disclose PHI 

We may use or share your PHI without your written permission in the following ways. Examples are not exhaustive. 

1) Treatment 

To provide, coordinate, or manage your care and related services. 

Example: Sharing information with your psychiatrist, therapist, or case manager. 

2) Payment 

To obtain payment for services we provide. 

Example: Submitting claims to your health plan or determining eligibility/coverage. 

3) Health Care Operations 

For activities such as quality improvement, training, licensing, and audits. 

Example: Reviewing clinical outcomes to improve services. 

4) Individuals Involved in Care & Disaster Relief 

With your agreement or when you have the opportunity to object, we may share limited information with family, friends, or others involved in your care, or with disaster relief organizations to locate you. 

5) Required or Permitted by Law 

We may disclose PHI as allowed or required by law, including: 

  • Public health activities (e.g., reporting communicable diseases). 
  • Abuse, neglect, or domestic violence reporting. 
  • Health oversight activities (e.g., audits, investigations). 
  • Judicial and administrative proceedings (e.g., court orders). 
  • Law enforcement purposes (e.g., locating a missing person, reporting certain injuries). 
  • Coroners, medical examiners, and funeral directors. 
  • Organ and tissue donation. 
  • Research under approved protocols with privacy safeguards. 
  • To avert a serious threat to health or safety. 
  • Specialized government functions (e.g., military, national security). 
  • Workers’ compensation. 

6) Appointment Reminders, Treatment Alternatives, and Health-Related Benefits 

We may contact you about appointments, care coordination, and services that may be of interest. 

7) Fundraising 

We may contact you for limited fundraising. You can opt out of future fundraising communications. 

8) Health Information Exchanges (HIEs) 

We may participate in secure electronic HIEs to share PHI for treatment, payment, and operations. Where required, you may opt out by notifying us. 

 

Uses & Disclosures Requiring Your Written Authorization 

We will obtain your written authorization before: 

  • Marketing communications that are paid by third parties (with limited exceptions). 
  • Sale of PHI. 
  • Psychotherapy Notes (as defined by HIPAA), except for specific permitted uses. 
  • Any other use or disclosure not described in this Notice. 

You may revoke an authorization at any time in writing, except to the extent we have already relied on it. 

 

Special Protections (Read Carefully) 

Illinois Mental Health and Developmental Disabilities Confidentiality Act (MHDDCA) 

We are located in Illinois and your mental health records are also protected by the MHDDCA, which is often more protective than HIPAA. Where state law is stricter, we follow state law. In general, disclosures of mental health records require your written consent or a court order, with limited exceptions (e.g., emergencies, treatment coordination within the treatment team, certain mandated reports). If you have questions about how MHDDCA applies to your care, please contact our Privacy Office. 

42 C.F.R. Part 2 (Substance Use Disorder Records) 

If we are a Part 2 program or we receive/maintain records from a Part 2 program, your substance use disorder (SUD) treatment records are subject to additional federal protections that generally require your written consent for disclosure, even for treatment, payment, or health care operations, unless a specific exception applies (e.g., medical emergency, court order that meets Part 2 requirements). Re-disclosure is prohibited unless permitted by the regulations. Where applicable, our disclosures will include the required Part 2 notice of prohibition on re-disclosure. 

HIV/AIDS, Genetic Testing, and Other Sensitive Information 

Certain categories (e.g., HIV status, genetic testing results) may have extra protections under Illinois law; we follow those stricter rules when applicable. 

 

Minors, Parents, and Guardians (Illinois) 

  • Illinois law allows minors to consent to certain mental health, sexual health, and substance use services. When a minor consents to their own care, they may control related records, subject to specific exceptions. 
  • Parents/guardians may have access as permitted by law; however, clinicians may limit access if disclosure would likely harm the minor or the therapeutic relationship, consistent with Illinois law. 

 

Telehealth & Electronic Communications 

We may deliver services via telehealth. We use reasonable safeguards for email, text, and telehealth platforms; however, you may request alternative communications. You can opt out of email/text at any time. 

 

Breach Notification 

If a breach of unsecured PHI occurs, we will notify you as required by law, including a description of what happened, the types of information involved, steps you can take, what we are doing in response, and contact information. 

 

Every Contact is Not a Disclosure 

Disclosures within our treatment team, to our business associates under contract, or to you (including via patient portal) are permitted under HIPAA and/or Illinois law with appropriate safeguards. 

 

Nondiscrimination & Accessibility 

We do not discriminate based on race, color, national origin, age, disability, sex, gender identity, sexual orientation, or religion. We provide free aids and services to people with disabilities and free language assistance to people whose primary language is not English. Contact the Privacy Office for assistance or to file a grievance. 

 

How to Reach Us 

Privacy Office 

7101 N Cicero Ave Ste 204 

Lincolnwood, IL 60712 

Phone: 773-270-1652 

Email: privacy@viviahealth.org 

If you believe we have violated your privacy rights, you may file a complaint with us, and/or with the U.S. Department of Health & Human Services, Office for Civil Rights. We will not retaliate against you for filing a complaint.