NOTICE OF PRIVACY PRACTICES (HIPAA)

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.

 

Effective Date: January 19th, 2026

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
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.

  • Access/Copy your records (paper or electronic). Usually within 30 days; fees may apply.
  • Amend information you believe is incorrect or incomplete.
  • Accounting of Disclosures for the last 6 years (with exceptions).
  • Request Restrictions on use/disclosure. We must honor restrictions if you pay in full out of pocket.
  • Request Confidential Communications (alternate address, phone, or email).
  • Receive a Paper or Electronic Copy of this Notice.
  • Choose a Personal Representative under applicable law.
  • Complain if you feel your rights are violated. No retaliation will occur.

 

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)
    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 written permission for:

  1. Treatment – Coordinating your care.
  2. Payment – Billing and eligibility.
  3. Health Care Operations – Quality improvement, audits, training.
  4. Individuals Involved in Care & Disaster Relief – With your agreement or opportunity to object.
  5. Required or Permitted by Law – Public health, abuse reporting, oversight, court orders, law enforcement, organ donation, research, safety threats, government functions, workers’ comp.
  6. Appointment Reminders & Benefits – Contacting you about services.
  7. Fundraising – Limited outreach; you may opt out.
  8. Health Information Exchanges (HIEs) – Secure sharing for treatment, payment, and operations; opt‑out available.
    • We participate in secure national health information exchange networks, including CommonWell and CareQuality, to share your health information with other providers involved in your care as well as Surescripts, to transmit prescriptions and access medication history for treatment, payment, and operations.
    • We participate in ICARE (Illinois Comprehensive Automated Immunization Registry Exchange) which is a secure statewide system managed by the Illinois Department of Public Health (IDPH).

 

Uses & Disclosures Requiring Authorization

We will obtain your written authorization before:

  • Marketing communications paid by third parties. (HIPAA defines marketing narrowly; this generally excludes treatment‑related communications.)
  • Sale of PHI.
  • Psychotherapy notes (except limited uses).
  • Any other use/disclosure not described here.

You may revoke authorization at any time in writing.

 

Special Protections

Illinois Mental Health and Developmental Disabilities Confidentiality Act (MHDDCA)

Your mental health records are protected by MHDDCA, which is often stricter than HIPAA. Disclosures generally require written consent or a court order, with limited exceptions.

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

 

If we are a Part 2 program or receive records from one, your SUD treatment records are protected by HIPAA and Part 2. We will not disclose them without your written consent unless a specific exception applies (e.g., medical emergency, qualified court order, or as otherwise permitted by law). Any disclosure will include a statement that further disclosure is prohibited unless expressly permitted. You have the right to request an accounting of disclosures of your SUD records.

 

HIV/AIDS, Genetic Testing, and Reproductive Health

Certain categories of information, including HIV status, genetic testing results, and reproductive health care, 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 exceptions. Parents/guardians may have access as permitted by law, but clinicians may limit access if disclosure would likely harm the minor or therapeutic relationship.

 

Telehealth & Electronic Communications

We may deliver services via telehealth. We use reasonable safeguards for email, text, and telehealth platforms. You may request alternative communications or opt out of email/text.

 

Breach Notification

If a breach of unsecured PHI occurs, we will notify you as required by law, including details of what happened, what information was involved, steps you can take, and our response.

 

Every Contact is Not a Disclosure

Disclosures within our treatment team, to business associates under contract, or to you (including via patient portal) are permitted under HIPAA and Illinois law with 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/services to people with disabilities and free language assistance to those whose primary language is not English.

This Notice is available in other languages and formats upon request. Please contact the Privacy Office for assistance.

 

We will provide this Notice at your first service contact, post it at our service sites, and make it available on our website. You may request a paper or electronic copy at any time.

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.

 

Last Reviewed: 1/12/2026