Privacy Policy

Alquimedez Mental Health Counseling, PLLC

Privacy, Telehealth, Communication, and Patient Consent Policy

Last Updated: 06/03/2026

Alquimedez Mental Health Counseling, referred to in this policy as “Alquimedez,” “AMHC,” “we,” “our,” or “us,” is committed to protecting the privacy, confidentiality, and security of each patient’s health information. This policy explains how we manage protected health information, telehealth services, electronic communication, SMS/text messaging, WhatsApp communication, call recording, patient portal access, medication management, emergency limitations, third-party technology platforms, and patient complaints.

This policy is intended to supplement, not replace, our HIPAA Notice of Privacy Practices, informed consent documents, telehealth consent forms, financial policies, and clinical treatment agreements.

1. Emergency and Crisis Disclaimer

If this is an emergency, call 911 immediately.

If you are experiencing suicidal thoughts, thoughts of harming yourself or others, a mental health crisis, severe substance-related crisis, domestic violence emergency, medical emergency, or any situation requiring immediate assistance, call 911, go to the nearest emergency room, or call or text the 988 Suicide & Crisis Lifeline.

Alquimedez does not provide emergency crisis response through this website, SMS, WhatsApp, email, voicemail, patient portal messages, social media, online forms, or other non-real-time communication channels.

Messages sent through the website, SMS, WhatsApp, email, voicemail, or portal may not be reviewed immediately. These communication channels should not be used for urgent or life-threatening needs.

2. HIPAA Notice of Privacy Practices

Alquimedez is committed to maintaining the privacy and security of protected health information in accordance with the Health Insurance Portability and Accountability Act of 1996, commonly known as HIPAA, and other applicable federal and state privacy laws.

Protected Health Information, or PHI, may include information that identifies you and relates to your physical health, mental health, behavioral health, substance use history, treatment, diagnosis, payment, insurance, health care operations, or services received from Alquimedez.

We may use or disclose your health information for purposes including, but not limited to:

• Providing clinical treatment and care coordination;
• Scheduling appointments;
• Conducting assessments and evaluations;
• Communicating with clinicians, prescribers, care coordinators, insurance companies, pharmacies, laboratories, referral sources, and authorized representatives;
• Billing and payment processing;
• Insurance eligibility verification;
• Quality assurance and compliance review;
• Health care operations;
• Legal, regulatory, audit, licensing, credentialing, or reporting requirements;
• Situations required or permitted by law.

We will not use or disclose your health information for purposes not permitted by law or this policy unless you provide written authorization, when required.

Patients have rights regarding their health information, including the right to request access to records, request amendments, request restrictions, request confidential communications, obtain a copy of the Notice of Privacy Practices, and file a complaint if they believe their privacy rights have been violated.

3. Confidentiality and Behavioral Health Records

Behavioral health records may contain sensitive information related to mental health symptoms, psychiatric diagnoses, substance use, trauma history, family history, medication management, psychosocial stressors, immigration-related stressors, forensic evaluation information, impaired-driving assessment information, and other clinical details.

Alquimedez maintains behavioral health information with heightened sensitivity and follows applicable confidentiality requirements. Certain records, including substance use disorder treatment or assessment records, may be subject to additional federal and state confidentiality protections when applicable.

Information may be shared with other health care providers, payers, authorized entities, or legally required parties only as permitted by law, authorized by the patient, or required for treatment, payment, health care operations, safety, or legal compliance.

4. Right to Determine Eligibility and Decline Services

Alquimedez Mental Health Counseling reserves the right to determine whether a requested service is clinically appropriate, legally permissible, ethically appropriate, within the scope of our practice, and consistent with our policies, licensure requirements, payer requirements, telehealth standards, and patient safety obligations.

Submission of a website form, intake request, referral, phone call, SMS, WhatsApp message, email, portal message, or payment request does not guarantee acceptance as a patient, approval for services, issuance of a report, completion of an evaluation, prescription of medication, scheduling of an appointment, or continuation of care.

Alquimedez may decline, limit, pause, refer, transfer, or terminate services when appropriate, including but not limited to situations involving:

• A clinical need that requires emergency care, in-person care, hospitalization, detoxification, residential treatment, intensive outpatient treatment, or a higher level of care;
• A patient located in a jurisdiction where the assigned clinician is not authorized to provide services;
• Services requested outside the scope of Alquimedez’s practice or professional expertise;
• Incomplete, inaccurate, or misleading intake information;
• Missing documentation required for evaluation, treatment, medication management, insurance, legal, forensic, or administrative purposes;
• Safety concerns involving threats, harassment, violence, abuse, intimidation, or inappropriate conduct toward staff, clinicians, vendors, or other patients;
• Noncompliance with treatment, evaluation requirements, consent forms, policies, payment obligations, or documentation requests;
• Requests for opinions, letters, diagnoses, reports, prescriptions, or legal/forensic conclusions that are not clinically supported;
• Medication requests that are unsafe, inappropriate, outside the standard of care, or not legally permissible through telehealth;
• Actual or potential conflicts of interest;
• Fraud, misuse of services, identity concerns, or suspected abuse of the intake, portal, communication, or payment systems;
• Insurance, payer, credentialing, or administrative limitations;
• Any other circumstance in which Alquimedez determines that providing or continuing services would be clinically, ethically, legally, operationally, or administratively inappropriate.

When appropriate and feasible, Alquimedez may provide referral information, recommend a higher level of care, suggest emergency services, or direct the individual to another provider or resource. Alquimedez does not guarantee that an outside provider, agency, payer, court, immigration authority, employer, school, or other third party will accept, approve, or act upon any referral, recommendation, assessment, evaluation, report, letter, or treatment documentation.

5. Telehealth Consent

Alquimedez provides services through telehealth, including video, telephone, electronic intake, patient portal communication, remote assessments, and other technology-supported services.

Telehealth may be used for therapy, psychiatric consultation, medication management, substance abuse assessments, impaired-driving evaluations, immigration psychological evaluations, personal injury and PTSD evaluations, general mental health evaluations, care coordination, and other approved services.

By participating in telehealth services, the patient understands and agrees that:

1. Telehealth involves the use of electronic communication technology to deliver clinical or administrative services remotely.
2. Telehealth has benefits, including convenience, access to care, continuity of care, and reduced travel burden.
3. Telehealth also has risks, including technology failures, internet disruptions, audio/video limitations, privacy risks, unauthorized access, and difficulty responding to emergencies remotely.
4. Patients are responsible for participating from a private, safe, and appropriate location.
5. Patients should not participate in telehealth while driving, operating machinery, or in any unsafe environment.
6. Patients must provide their current physical location at the time of service when requested.
7. Patients must provide emergency contact information when clinically required.
8. The clinician may determine that telehealth is not clinically appropriate and may recommend in-person care, emergency care, higher level of care, or referral to another provider.
9. Recording a telehealth session by the patient or any other person is prohibited unless prior written permission is obtained from Alquimedez and the treating clinician.
10. Telehealth services are not a substitute for emergency medical, psychiatric, or crisis intervention services.

6. Patient Location and State Licensure

Because Alquimedez provides telehealth services, patients may be required to confirm their physical location at the start of each clinical encounter.

Alquimedez clinicians may only provide clinical services in jurisdictions where they are legally authorized, licensed, permitted, supervised, or otherwise allowed to practice. If a patient is located in a state or jurisdiction where the clinician is not authorized to provide services, Alquimedez may need to reschedule, refer the patient, or limit services.

Patients must notify Alquimedez if they move, travel, or are temporarily located outside their usual state of residence.

7. SMS, Text Messaging, and WhatsApp Communication Consent

Alquimedez may communicate with patients by telephone, SMS/text message, WhatsApp, email, voicemail, patient portal, website form, or other communication methods for administrative and care-related purposes.

These communications may include:

• Appointment reminders;
• Scheduling and rescheduling;
• Intake follow-up;
• Insurance or billing requests;
• Patient portal reminders;
• Document requests;
• General service information;
• Care coordination notices;
• Non-emergency follow-up.

Patients understand that SMS, WhatsApp, and standard email may not be fully secure or encrypted in the same way as a dedicated patient portal or electronic health record system. These methods may carry privacy risks, including unauthorized access, misdirected messages, carrier access, device compromise, shared phone access, screenshots, or third-party platform exposure.

By providing a mobile number or by initiating communication via SMS or WhatsApp, the patient authorizes Alquimedez to communicate via those methods unless the patient opts out or requests a different method.

Patients may opt out of SMS or WhatsApp communication at any time by notifying Alquimedez or replying with an opt-out instruction, such as “STOP.” Opting out of SMS or WhatsApp may affect the speed and convenience of appointment reminders and administrative communication.

Alquimedez will use reasonable efforts to limit the transmission of sensitive clinical information via SMS and WhatsApp and will encourage the use of secure portals or appropriate clinical communication channels when sensitive information must be exchanged.

SMS, WhatsApp, email, and social media are not appropriate for emergencies or crisis communication.

8. Phone Communication, Phone Communication, and Call Recording Policy

Alquimedez may use telephone systems, including Phone Communication or similar platforms, to support phone calls, SMS, voicemail, call routing, call logs, quality assurance, and administrative communication.

Calls may be monitored, documented, or recorded when permitted by law and when operationally necessary for quality assurance, training, compliance, dispute resolution, documentation, or patient service improvement.

Where required by law, Alquimedez will provide notice of call recording or obtain consent before recording. Patients who do not wish to be recorded may notify Alquimedez and may request alternative communication when available.

Call recordings, voicemail messages, phone logs, SMS logs, and related communication records may contain health information. They will be handled in accordance with applicable privacy and security requirements.

Patients should avoid leaving highly sensitive clinical information in voicemail or SMS unless necessary. Patients should not use voicemail, SMS, or WhatsApp for emergencies.

9. Patient Portal Policy

Alquimedez may use a patient portal or electronic health record system to support secure communication, forms, consents, records, appointment information, treatment documents, billing documents, and care coordination.

Patients are responsible for maintaining the confidentiality of their portal username, password, device, email account, and access credentials.

Patients should not share portal access with anyone unless they intend for that person to view their information. If a patient authorizes another person to access portal information, the patient understands that this may allow that person to view sensitive health information.

Portal messages may be reviewed during business hours and are not intended for emergencies. Patients should call 911 or 988 when emergency or crisis assistance is needed.

Alquimedez may use portal communication to provide forms, policies, consents, appointment instructions, clinical documents, administrative updates, and secure messages.

10. Website Forms and Online Intake

Alquimedez may use website forms, online intake forms, electronic signatures, uploads, and digital assessments to collect information needed to evaluate service eligibility, schedule care, route inquiries, confirm insurance, and support clinical or administrative review.

Patients should provide accurate and complete information. Submitting an online form does not automatically establish a provider-patient relationship. A provider-patient relationship is established only after Alquimedez accepts the patient for services and completes the appropriate intake, consent, clinical, and administrative requirements.

Website forms should not be used for emergencies, urgent clinical concerns, or crisis needs.

11. CRM, Phone Communication, WhatsApp, and Technology Platforms

Alquimedez may use technology platforms to support patient intake, scheduling, communication, service routing, quality assurance, marketing operations, administrative follow-up, and care coordination. These systems may include, but are not limited to:

• CRM or related CRM tools;
• Phone Communication, SMS, voicemail, and communication management;
• WhatsApp or Meta WhatsApp Business Platform;
• Patient portal systems;
• Electronic health record or documentation systems;
• Secure form systems;
• Email platforms;
• Billing or insurance verification tools;
• Website analytics and security tools;
• Other vendors used for health care operations.

Alquimedez will configure these systems using privacy-conscious workflows, role-based access, minimum necessary access, security controls, audit logs when available, and business associate agreements when required by HIPAA or other applicable law.

Not all communication platforms are appropriate for transmitting detailed clinical information. When possible, Alquimedez will limit unnecessary PHI in CRM, SMS, WhatsApp, and administrative systems and will use secure clinical systems for sensitive documentation.

12. Minimum Necessary and Role-Based Access

Alquimedez follows the principle of minimum necessary access. Workforce members, contractors, vendors, managers, clinicians, administrative staff, and authorized personnel should only access the information needed to perform their assigned duties.

Access may be limited by role, department, service line, supervision level, and operational need.

Alquimedez may maintain audit logs, access controls, user permissions, manager review processes, and executive oversight. The CEO or authorized compliance leadership may audit manager activity, and managers may audit employee activity within the scope of their role, supervision duties, quality assurance responsibilities, compliance monitoring, and applicable law.

Unauthorized access, viewing, downloading, sharing, copying, photographing, exporting, or discussing patient information is prohibited.

13. Controlled Substance and Medication Management Policy

Alquimedez may provide psychiatric consultation, medication management, or related clinical services when clinically appropriate and legally permitted.

Medication management through telehealth is subject to applicable federal and state laws, professional standards, payer rules, pharmacy requirements, clinical judgment, and prescribing regulations.

Patients may be required to provide:

• A recent physical examination;
• Primary care provider information;
• Medication history;
• Pharmacy information;
• Relevant laboratory results;
• Prior psychiatric records;
• Hospitalization records;
• Substance use history;
• Medication adherence information;
• Controlled substance history when applicable;
• Consent for coordination with other providers when needed.

Alquimedez does not guarantee that a medication will be prescribed. Prescribing decisions are based on clinical appropriateness, patient safety, medical necessity, legal requirements, and the professional judgment of the prescriber.

Patients must not misuse, share, sell, alter, or improperly store prescribed medications. Patients must notify Alquimedez of side effects, medication changes, emergency visits, hospitalizations, substance use changes, pregnancy, new medical diagnoses, or other relevant changes.

Alquimedez may decline to prescribe, continue, or refill medication if the prescriber determines that doing so is unsafe, inappropriate, outside the scope of telehealth, inconsistent with clinical standards, or prohibited by law.

14. Third-Party Platform Notice

Alquimedez may rely on third-party vendors and technology platforms to provide care, communication, scheduling, billing, documentation, patient portal access, digital forms, website hosting, security, CRM workflows, and administrative operations.

Although Alquimedez takes reasonable steps to protect patient information, no technology system can be guaranteed to be completely secure. Risks may include unauthorized access, cyberattack, device loss, user error, misdirected communication, vendor outage, internet disruption, software failure, or third-party service interruption.

Alquimedez will use reasonable administrative, technical, and physical safeguards to protect patient information and will work with vendors that support appropriate privacy and security obligations when required.

Patients may request alternative communication methods when available.

15. Email Communication

Alquimedez may use email for administrative purposes, including appointment communication, document requests, general information, and service follow-up.

Standard email may not be encrypted and may carry privacy risks. By emailing Alquimedez, the patient acknowledges these risks unless the patient requests an alternative communication method.

Patients should not use email for emergencies, crisis needs, urgent medication concerns, suicidal thoughts, or time-sensitive clinical matters.

16. Social Media Policy

Alquimedez may maintain social media accounts for general education, outreach, announcements, and community information.

Social media is not a clinical communication channel. Patients should not use social media comments, messages, posts, or tags to request care, disclose health information, cancel appointments, discuss symptoms, seek crisis support, or communicate with clinicians.

Alquimedez does not confirm or deny patient status through social media.

17. Marketing, Education, and General Information

Information on the Alquimedez website, social media pages, blogs, newsletters, videos, or educational materials is for general informational purposes only. It is not a substitute for professional evaluation, diagnosis, treatment, medical advice, psychotherapy, psychiatric care, emergency services, legal advice, or forensic opinion.

Submitting a website form, reading website content, receiving general information, or communicating through non-clinical channels does not automatically establish a provider-patient relationship.

18. Patient Choice and Communication Preferences

Patients may request communication through a preferred method, such as phone, patient portal, email, SMS, WhatsApp, or mail when available.

Alquimedez will make reasonable efforts to accommodate communication preferences, but certain communications may require a specific method due to privacy, clinical, operational, legal, or security requirements.

Patients are responsible for keeping their contact information updated, including phone number, email, mailing address, emergency contact, insurance information, pharmacy, and preferred communication method.

19. Consent to Contact

By providing contact information to Alquimedez, including phone number, mobile number, email address, WhatsApp number, or mailing address, the patient authorizes Alquimedez to contact the patient for treatment, scheduling, billing, insurance, intake, care coordination, service updates, administrative matters, and other health care operations.

Patients may revoke or modify communication consent, subject to legal, clinical, operational, or billing requirements.

20. Records, Documentation, and Legal Requests

Alquimedez maintains clinical and administrative records according to applicable federal and state laws, professional standards, payer requirements, and internal policies.

Patients may request access to their records as permitted by law. Some records, including psychotherapy notes, forensic evaluation materials, third-party records, legal documents, or records restricted by law, may be subject to specific limitations.

Requests for records, forms, letters, disability documentation, immigration evaluations, forensic reports, court-related documentation, or legal correspondence may require written authorization, clinical review, administrative processing time, and applicable fees when permitted by law.

21. Complaints and Grievance Process

Patients have the right to ask questions or file a complaint if they believe their privacy rights, communication preferences, access rights, or patient rights have been violated.

Patients may submit complaints to Alquimedez by contacting:

Alquimedez Mental Health Counseling
Phone: 315-505-2400
Email: info@alquimedez.com
Mailing Address: 2248 Broadway No. 1329 New York, NY 10024

Alquimedez will not retaliate against any patient for filing a complaint, asking privacy questions, requesting records, or exercising privacy rights.

Patients may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, if they believe their health information privacy rights have been violated.

22. Breach Notification

If Alquimedez discovers a breach of unsecured protected health information, Alquimedez will investigate and provide notification as required by applicable law.

Notification may include information about what happened, what information was involved, steps patients should consider taking, what Alquimedez is doing to investigate and reduce harm, and how patients may contact Alquimedez for more information.

23. Updates to This Policy

Alquimedez may update this policy from time to time to reflect changes in law, technology, services, operations, telehealth practices, communication platforms, privacy practices, or clinical workflows.

The updated policy will be posted on the Alquimedez website with a revised effective date or last updated date.

Patients may request a copy of the current policy at any time.

24. Acknowledgment

By using the Alquimedez website, submitting online forms, participating in telehealth, communicating with Alquimedez by SMS, WhatsApp, email, phone, voicemail, patient portal, or receiving services from Alquimedez, the patient acknowledges that they have been informed of this policy and understands that additional consent forms, clinical policies, HIPAA notices, and service-specific agreements may apply.

This policy does not guarantee treatment, medication, clinical or legal outcomes, immigration or court outcomes, insurance coverage, or emergency response.

For questions about this policy, contact Alquimedez at 315-505-2400.