Privacy Policy & No Surprises Act

Privacy Policy


Last Updated: 08/28/2025

Soul Meets Body Treatment Center LLC is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website, contact us electronically, or engage in services at our outpatient mental health practice.

Because we are a healthcare provider, we comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Health Information Technology for Economic and Clinical Health Act (HITECH), and all applicable federal and state privacy regulations.

1. Information We Collect

We may collect the following types of information:

a. Personal Identifiable Information (PII):

  • Name, email address, phone number, mailing address, date of birth.

  • Information you provide when completing contact forms, requesting appointments, or subscribing to updates.

b. Protected Health Information (PHI):

  • Information related to your health, diagnosis, treatment, and services provided by our practice.

  • Health insurance details, billing information, and other identifiers as defined by HIPAA.

c. Website & Technical Data:

  • IP addresses, browser type, device information, and usage patterns.

  • Cookies and similar technologies used to improve user experience (you may adjust your browser settings to limit these).

2. How We Use Your Information

We use your information only as permitted by law and for purposes that include:

  • Delivering and coordinating mental health services.

  • Scheduling appointments and communicating with you regarding care.

  • Processing billing, insurance, and payment transactions.

  • Meeting federal, state, and professional reporting requirements.

  • Responding to legal obligations such as court orders or mandatory reporting.

  • Improving our website’s functionality, security, and user experience.

We will never sell your personal or health information to third parties.

3. How We Share Your Information

Your information may be disclosed in the following circumstances, in compliance with HIPAA and other laws:

  • Treatment: Sharing information with other providers involved in your care.

  • Payment: Disclosing to insurance carriers or billing services to obtain payment.

  • Healthcare Operations: Quality assurance, supervision, and accreditation activities.

  • Legal Requirements: When required by law (e.g., suspected abuse, court order, or public health reporting).

  • Business Associates: Third-party vendors who perform services on our behalf (e.g., electronic health record systems), bound by HIPAA-compliant contracts.

4. Data Security

We employ physical, technical, and administrative safeguards to protect your information, including:

  • HIPAA-compliant electronic health records (EHR).

  • Secure data encryption for electronic communications where possible.

  • Limited, role-based access to information by staff.

  • Ongoing data privacy monitoring.

5. Electronic Communications

Please note that email, text messaging, and contact forms submitted through this website may not always be fully secure. While we take reasonable precautions, we cannot guarantee absolute security of information transmitted electronically. You may request secure communication methods at any time.

6. Your Rights Under HIPAA

You have the following rights regarding your Protected Health Information (PHI):

  • Right to Access: Obtain a copy of your records.

  • Right to Amend: Request corrections to your records.

  • Right to Restrict: Request limitations on how your information is used or shared.

  • Right to Confidential Communications: Request contact through specific methods (e.g., only by phone).

  • Right to an Accounting of Disclosures: Receive a record of certain disclosures.

  • Right to File a Complaint: Submit concerns without fear of retaliation.

To exercise these rights, please contact us using the details below.

7. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external sites.

8. Children’s Privacy

Our services are directed toward adults and minors receiving mental health care with parental/guardian consent. We do not knowingly collect personal information from children under 13 without parental authorization, in compliance with the Children’s Online Privacy Protection Act (COPPA).

9. Changes to This Policy

We may update this Privacy Policy to reflect changes in law or practice. Updates will be posted with a revised “Last Updated” date.

10. Contact Information

For questions about this Privacy Policy or your rights, please contact:

Soul Meets Body Treatment Center LLC
11 Carlisle Street, Suite 205, Hanover PA 17331
Phone: 717-819-9818
Email: admin@soulmeetsbodytc.com

If you believe your privacy rights have been violated, you may also file a complaint with:

  • The U.S. Department of Health and Human Services, Office for Civil Rights (OCR).

Good Faith Estimate Notice

Last Updated: 08/28/2025

At Soul Meets Body Treatment Center LLC, we are committed to transparency regarding the cost of your care. Under the federal No Surprises Act, all healthcare providers, including outpatient mental health practices, are required to provide clients who do not have insurance or who choose not to use insurance with a Good Faith Estimate of expected charges. This estimate helps you anticipate the cost of your care and make informed decisions before starting services.

1. What Is a Good Faith Estimate?

A Good Faith Estimate is a written document that outlines the expected costs of services you may receive. It is not a bill, but rather an estimate based on information available at the time it is prepared.

  • You have the right to receive a Good Faith Estimate before you begin services or at any time during treatment if you request one.

  • The estimate will include the anticipated costs for the services you have discussed with your provider.

  • Your actual charges may differ if your treatment plan changes (for example, if you attend more or fewer sessions than initially anticipated, or if additional services are recommended).

2. Who Is Eligible for a Good Faith Estimate?

You are entitled to a Good Faith Estimate if:

  • You are uninsured, or

  • You are choosing to pay out-of-pocket rather than submitting claims to your insurance company.

3. When Will You Receive It?

  • You will receive a written Good Faith Estimate at least 3 business days before your first scheduled appointment, if services are scheduled at least 10 days in advance.

  • If services are scheduled fewer than 10 days in advance, you will receive the estimate at least 1 business day before your appointment.

  • You may request a Good Faith Estimate at any time, even if you are not yet scheduling services.

4. What Information Will Be Included?

Your Good Faith Estimate will include:

  • Your name and identifying information.

  • The provider’s name and credentials.

  • A description of the services reasonably expected (e.g., intake assessment, individual therapy, family therapy).

  • The expected frequency and duration of sessions (if known).

  • The estimated cost of each service and the total projected cost for a defined period (typically 12 months).

  • Disclaimers noting that this is only an estimate and actual costs may vary.

5. Your Rights Under the No Surprises Act

You have the right to:

  • Receive a written Good Faith Estimate before services begin.

  • Request a revised estimate if your treatment plan or costs change.

  • Dispute your bill if it is at least $400 more than your Good Faith Estimate.

If you receive a bill that is significantly higher than your estimate, you may:

  • First, contact your provider to review the bill.

  • If needed, you can start a dispute resolution process through the U.S. Department of Health and Human Services (HHS).

  • To learn more, visit: www.cms.gov/nosurprises

6. Limitations

  • A Good Faith Estimate is not a contract and does not require you to receive services.

  • Actual treatment needs may evolve, and costs may change accordingly. Any significant changes will be communicated, and an updated estimate will be provided upon request.

7. Contact Information

For questions about your Good Faith Estimate or this policy, please contact:

Soul Meets Body Treatment Center LLC
11 Carlisle Street, Suite 205, Hanover PA 17331
Phone: 717-819-9818
Email: admin@soulmeetsbodytc.com