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Privacy policy
Aurelia Behavioral Academy (the “Center”, “we”, “us”, or “our”) is committed to protecting the privacy and confidentiality of personal and protected health information (PHI) of our clients and their families. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you or your child receives services from us, in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), relevant provisions of the Ohio Revised Code, and other applicable privacy laws.
Child’s full name, date of birth, and gender
Parent/guardian names and contact information
Insurance details
Emergency contact information
Diagnostic and treatment records
Progress notes and assessment results
Physician referrals and related correspondence
Service history and billing information
Individualized Education Programs (IEPs)
Parent/guardian names and contact information
We may use your information for the following purposes:
To provide behavioral therapy and related services
To coordinate care with healthcare providers, schools, and insurance companies
To process billing and insurance claims
To conduct internal audits and quality improvement activities
To comply with legal obligations and respond to lawful requests
To train staff and supervise therapy services
We do not sell or rent your personal information. We may share your information in the following situations:
With your written authorization
With healthcare providers and specialists involved in your child’s treatment
With insurance companies for reimbursement purposes
With state and federal agencies as required by law (e.g., Medicaid, Department of Developmental Disabilities)
In case of emergencies, to protect a child’s health or safety
For legal proceedings, if subpoenaed, and with appropriate safeguards in place
Under HIPAA and applicable Ohio law, you have the right to:
Access your or your child’s records
Request corrections to your records
Receive a copy of this privacy policy
Request restrictions on specific uses or disclosures
Request confidential communications
File a complaint without fear of retaliation
Requests must be made in writing to our Privacy Officer (see contact below).
We implement administrative, physical, and technical safeguards to protect your information from unauthorized access, use, or disclosure. These include:
Encrypted electronic medical records
Role-based access for staff
Staff training on HIPAA and confidentiality
Secure communication tools for remote services
If you or your child uses telehealth services, we use HIPAA-compliant platforms and require informed consent. Emails and texts will be used only with your permission and may not be entirely secure. You may opt out at any time.
We retain medical and therapy records in accordance with Ohio law (minimum of six years after discharge or until the child reaches age 19, whichever is longer) unless a longer retention period is required.
We may update this policy periodically. The revised version will be posted at our physical location and on our website, with the effective date. Significant changes will be communicated directly.
If you have any questions, concerns, or complaints about this policy or your privacy rights, please contact:
You may also file a complaint with the U.S. Department of Health & Human Services: https://www.hhs.gov/hipaa/filing-a-complaint/index.html