Mindful Flow Counseling and Yoga, LLC

Notice of Privacy Practices

Effective Date: May 1, 2026

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 of Privacy Practices applies to psychotherapy and related clinical services provided by Mindful Flow Counseling and Yoga, LLC, which may also publicly refer to itself as Mindful Flow Counseling & Yoga.

This Notice applies to protected health information maintained by Mindful Flow Counseling and Yoga, LLC in connection with psychotherapy services. It does not replace the Website Privacy Policy, Website Disclaimer, Terms and Conditions, informed consent for psychotherapy, or any separate consent or authorization form.

Privacy Contact: Mindful Flow Counseling and Yoga, LLC
Mailing Address: 2403 Sidney Street, Suite 240, Pittsburgh, PA 15203
Email: info@mfcounselingandyoga.com

Your Information. Your Rights. Our Responsibilities.

When it comes to your health information, you have certain rights. This Notice explains your rights, our responsibilities, and some of the ways we may use and disclose your protected health information.

1. Your Rights

You have the right to:

  • Get an electronic or paper copy of your medical record.

  • Ask us to correct your medical record.

  • Request confidential communications.

  • Ask us to limit what we use or share.

  • Get a list of certain disclosures of your health information.

  • Get a copy of this Notice.

  • Choose someone to act for you, if legally authorized.

  • File a complaint if you believe your privacy rights have been violated.

These rights are explained in more detail below.

2. Get an Electronic or Paper Copy of Your Medical Record

You can ask to see or get an electronic or paper copy of your medical record and other health information we maintain about you. To make a request, contact us using the contact information listed in this Notice.

We will provide a copy or summary of your health information, usually within 30 days of your request, unless a longer period is permitted by law. We may charge a reasonable, cost-based fee.

Certain records may be subject to special rules, limitations, or exceptions under federal or state law. Psychotherapy notes, as defined by HIPAA, may be treated differently from the rest of your medical record.

3. Ask Us to Correct Your Medical Record

You can ask us to correct health information about you that you believe is incorrect or incomplete. To make a request, contact us using the contact information listed in this Notice.

We may say “no” to your request, but if we do, we will tell you why in writing within the timeframe required by law.

4. Request Confidential Communications

You can ask us to contact you in a specific way, such as by phone, email, mail, or client portal, or to send mail to a different address.

We will say “yes” to reasonable requests. Please understand that some communication methods may carry privacy or security risks. Email and text messaging may not be fully secure and should not be used for emergencies or highly sensitive clinical information unless specifically instructed.

5. Ask Us to Limit What We Use or Share

You can ask us not to use or share certain health information for treatment, payment, or health care operations. We are not required to agree to every request, and we may say “no” if the request would affect your care or if we are otherwise permitted or required by law to use or disclose the information.

If we agree to a restriction, we will follow it unless the information is needed for emergency treatment or unless another exception applies.

If you pay for a service out-of-pocket in full, you can ask us not to share information about that service with your health insurer for the purpose of payment or health care operations. We will say “yes” unless a law requires us to share that information.

6. Get a List of Those With Whom We Have Shared Information

You can ask for a list, also called an accounting of disclosures, of certain times we have shared your health information during the six years before the date you ask, who we shared it with, and why.

We will include disclosures that are required to be included by law. We do not have to include certain disclosures, such as those made for treatment, payment, health care operations, disclosures you authorized, and certain other disclosures excluded by law.

We will provide one accounting per year for free. We may charge a reasonable, cost-based fee if you ask for another accounting within 12 months.

7. Get a Copy of This Notice

You can ask for a paper copy of this Notice at any time, even if you have agreed to receive the Notice electronically. We will provide you with a paper copy promptly.

This Notice may also be posted on our website at:

https://www.mfcounselingandyoga.com/notice-of-privacy-practices

8. Choose Someone to Act for You

If you have given someone medical power of attorney, or if someone is legally authorized to act as your personal representative, that person may exercise your rights and make choices about your health information.

We will make reasonable efforts to verify that the person has authority to act for you before we take action based on that person’s request.

Mindful Flow Counseling and Yoga, LLC currently provides services to adults only and does not currently provide psychotherapy services to minors.

9. File a Complaint if You Believe Your Rights Are Violated

You can complain if you believe your privacy rights have been violated by contacting us using the information below:

Mindful Flow Counseling and Yoga, LLC
Mailing Address: 2403 Sidney Street, Suite 240, Pittsburgh, PA 15203
Email: info@mfcounselingandyoga.com

You can also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights.

You will not be retaliated against for filing a complaint.

10. Your Choices

For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information in the situations described below, please tell us what you want us to do.

You have both the right and choice to tell us to:

  • Share information with your family, close friends, or others involved in your care.

  • Share information with someone involved in payment for your care.

  • Share information in a disaster relief situation.

If you are not able to tell us your preference, for example if you are incapacitated, we may share information if we believe it is in your best interest or if needed to lessen a serious and imminent threat to health or safety.

We generally do not share your information unless you give us written permission for:

  • Marketing purposes, except as permitted by law.

  • Sale of your information.

  • Most sharing of psychotherapy notes.

Mindful Flow Counseling and Yoga, LLC does not sell your protected health information.

Mindful Flow Counseling and Yoga, LLC does not currently use protected health information for fundraising.

11. Our Uses and Disclosures

We typically use or share your health information in the following ways.

Treat You

We can use your health information and share it with other professionals who are treating you.

Example: We may use information about your symptoms, treatment goals, diagnosis, medications, or therapy progress to provide psychotherapy services. With appropriate permission or as permitted by law, we may coordinate with another treating provider.

Run Our Organization

We can use and share your health information to run our practice, improve your care, contact you when necessary, manage records, conduct quality review, train or supervise when appropriate, and support practice operations.

Example: We may use health information about you to manage your treatment, schedule appointments, document care, review clinical quality, or maintain business records.

Bill for Your Services

We can use and share your health information to bill and get payment from health plans or other entities.

Example: We may give information about you to your health insurance plan so it will pay for your services. This may include your diagnosis, dates of service, type of service, provider information, and other information required for claims or payment.

12. Other Ways We May Use or Share Your Health Information

We are allowed or required to share your information in other ways, usually in ways that contribute to public health, safety, legal compliance, or other legally recognized purposes. We must meet conditions in the law before we can share your information for these purposes.

Help With Public Health and Safety Issues

We can share health information about you for certain situations, such as:

  • preventing or controlling disease;

  • reporting adverse reactions to medications;

  • reporting suspected abuse, neglect, or domestic violence when required or permitted by law;

  • preventing or reducing a serious and imminent threat to anyone’s health or safety; and

  • other public health or safety activities authorized by law.

Comply With the Law

We will share information about you if state or federal laws require it. This includes sharing information with the U.S. Department of Health and Human Services if it wants to see that we are complying with federal privacy law.

Health Oversight Activities

We may share health information with health oversight agencies for activities authorized by law, such as audits, investigations, inspections, licensure, disciplinary actions, or compliance reviews.

Workers’ Compensation

We may use or share health information about you for workers’ compensation claims or similar programs as authorized or required by law.

Law Enforcement and Other Government Requests

We may use or share health information for law enforcement purposes or with a law enforcement official when permitted or required by law.

We may also share information for certain special government functions, such as military, national security, or protective services, if applicable and permitted by law.

Medical Examiners, Coroners, and Funeral Directors

We may share health information with a coroner, medical examiner, or funeral director when an individual dies and when permitted or required by law.

Respond to Lawsuits and Legal Actions

We may share health information about you in response to a court or administrative order, subpoena, discovery request, or other lawful process, but only as permitted or required by law.

Serious Threats to Health or Safety

We may use or disclose health information when necessary to prevent or reduce a serious and imminent threat to your health or safety or the health or safety of another person.

Research

We do not currently conduct research using client protected health information. If this changes, we will follow applicable legal and ethical requirements.

Organ and Tissue Donation

This is generally not applicable to our psychotherapy practice, but HIPAA permits certain disclosures related to organ and tissue donation when applicable.

13. Mental Health Information and Psychotherapy Notes

Because Mindful Flow Counseling and Yoga, LLC provides psychotherapy services, some information we maintain may include mental health information.

Mental health information may be subject to additional protections under federal law, Pennsylvania law, professional ethics, and clinical standards.

Psychotherapy notes, as defined by HIPAA, are treated differently from the general medical record. In most situations, we will not use or disclose psychotherapy notes without your written authorization, except as permitted or required by law.

Your general medical record may include information such as diagnosis, treatment plan, symptoms, progress, dates of service, billing information, and treatment-related communications. This information is different from psychotherapy notes as defined by HIPAA.

14. Substance Use Disorder Records, If Applicable

To the extent Mindful Flow Counseling and Yoga, LLC creates, receives, or maintains substance use disorder patient records that are subject to additional federal confidentiality protections, including 42 CFR Part 2, those records may have special protections.

If we have substance use disorder patient records about you that are subject to 42 CFR Part 2, we will not use or disclose those records in civil, criminal, administrative, or legislative proceedings against you unless you give written consent or unless disclosure is permitted by a valid court order and applicable legal requirements.

Mindful Flow Counseling and Yoga, LLC is not holding itself out as a specialized substance use disorder treatment program through this Notice. This section is included to address situations where substance use disorder information may be received, created, or maintained as part of mental health treatment or records received from other providers.

Attorney review note: Confirm whether this practice is subject to 42 CFR Part 2 or whether this section should be revised, shortened, or removed based on actual services and records.

15. Telehealth and Electronic Communications

Mindful Flow Counseling and Yoga, LLC may provide psychotherapy services through telehealth when clinically appropriate and legally permitted.

We may use electronic systems, client portals, telehealth platforms, email, phone, voicemail, text messaging, or other technologies for treatment, payment, health care operations, scheduling, and administrative communication.

Some communication methods, such as email and text messaging, may not be fully secure. Clinical matters should generally be discussed during scheduled sessions or through secure methods provided by the practice when available.

Do not use email, text messaging, website forms, social media messages, or scheduling tools for emergencies or urgent clinical needs.

16. Business Associates and Service Providers

We may use third-party vendors or service providers, called business associates when applicable, to help us provide services and run the practice. These may include electronic health record systems, client portals, billing services, telehealth platforms, scheduling tools, email systems, cloud storage providers, consultants, professional advisors, or other service providers.

When required by HIPAA, we will have written agreements with business associates that require them to protect your protected health information.

17. Our Responsibilities

We are required by law to:

  • Maintain the privacy and security of your protected health information.

  • Give you this Notice of our legal duties and privacy practices with respect to protected health information.

  • Follow the duties and privacy practices described in this Notice.

  • Let you know promptly if a breach occurs that may have compromised the privacy or security of your information.

  • Not use or share your information other than as described in this Notice unless you tell us we can in writing.

If you give us written permission to use or share your information, you may change your mind at any time. Let us know in writing if you change your mind.

18. Changes to the Terms of This Notice

We can change the terms of this Notice, and the changes will apply to all information we have about you.

The new Notice will be available upon request, in our office, and on our website.

Website Notice of Privacy Practices page:

https://www.mfcounselingandyoga.com/notice-of-privacy-practices

19. Contact Information

If you have questions about this Notice, would like a copy of this Notice, or would like to exercise one of your privacy rights, please contact:

Mindful Flow Counseling and Yoga, LLC
Privacy Contact: Brittany Steiner, LPC / Mindful Flow Counseling and Yoga, LLC
Mailing Address: 2403 Sidney Street, Suite 240, Pittsburgh, PA 15203
Email: info@mfcounselingandyoga.com

20. Related Documents

This Notice should be read together with, but is separate from, the following documents:

Website Privacy Policy:
https://www.mfcounselingandyoga.com/privacy-policy

Website Disclaimer:
https://www.mfcounselingandyoga.com/disclaimer

Terms and Conditions:
https://www.mfcounselingandyoga.com/terms-and-conditions

Informed Consent for Psychotherapy Services:
Provided during intake or through the client portal.