Privacy Policy

Who this policy covers

This website is operated by Healthy Minds Tennessee, PLLC. We provide outpatient psychiatric care, including medication management, psychotherapy, transcranial magnetic stimulation (TMS), ketamine and other IV infusion therapies, and Spravato and other neuromodulation treatments, from our offices in Green Hills (Nashville) and Franklin, Tennessee. Throughout this policy, “we,” “us,” and “the practice” refer to Healthy Minds Tennessee, PLLC.

This policy explains what happens to the information you give us through healthymindstn.com, by phone, or by email before you become a patient here.

Website information and medical records are governed separately

Two different sets of rules apply to information we hold, and the difference matters.

Your medical record is protected health information under HIPAA. Once you are a patient, everything in your chart falls under the Health Insurance Portability and Accountability Act and Tennessee law. Our Notice of Privacy Practices describes those protections, how we use and disclose your record for treatment, payment, and operations, and the rights you hold over it. That document controls your medical information. Nothing on this page limits it.

Information you submit through this website is not part of your medical record until we add it. If you fill out the consultation request form, that submission reaches our front desk by email. It sits outside your chart until a member of our team opens a record for you. Web forms and ordinary email carry no encryption guarantee and travel across networks we do not control. Send us enough to start a conversation. Save your history, your medications, and your diagnosis for the phone call or the visit.

What we collect

Information you give us. Our consultation request form asks for your name, how you prefer to be reached, whether the request is for yourself, a family member, or a patient you are referring, your insurance carrier, and a short free-text note. When you call the office, we take the same information by hand. When you email us, we receive whatever you write.

Referral information from other physicians. Referring clinicians who contact us submit information about their patients. We treat that information as protected health information from the moment it arrives, and we handle it under our Notice of Privacy Practices rather than this policy.

Downloadable forms. Any questionnaires and screening instruments on our website download directly to your device. We receive nothing when you download one. We receive your answers only when you hand the completed form to our staff or send it to us.

Automatically collected technical information. When you load a page here, our systems and our service providers may record your IP address, your general location derived from it, your browser and operating system, your device type, the pages you viewed and how long you stayed, the site or advertisement that sent you, and the links you clicked.

Cookies, analytics, and advertising technologies

We use cookies, pixels, tags, web beacons, local storage, device identifiers, software development kits, and comparable technologies. Some are set by us. Others belong to companies we work with, including analytics providers, advertising platforms, search engines, social media networks, customer relationship management systems, call tracking services, scheduling tools, and hosting providers. Google, Meta, Microsoft, and LinkedIn are examples of the platforms whose technologies we may use.

We use these tools to:

• Measure which pages, videos, and search terms bring people to the practice
• Understand how visitors move through the site so we can improve it
• Measure whether an advertising campaign produced calls, form submissions, or appointments
• Show our advertisements to you on search engines, social platforms, and other websites, including websites you visit after leaving ours
• Show our advertisements to people whose interests resemble those of our existing audience
• Limit how often you see the same advertisement

Advertising and measurement of this kind may involve sharing technical identifiers with the platforms above. Those identifiers can include your IP address, a cookie or device identifier, or a hashed form of an email address or phone number you gave us. Each platform handles what it receives under its own privacy policy and its own terms, which we do not control.

We add, remove, and change these tools as our marketing and our technology change. This policy covers all of them, and we will not revise it every time a vendor changes.

Two limits hold regardless. We do not use your protected health information for advertising, and no advertising or analytics technology runs anywhere we collect clinical information. We do not sell your personal information, and we do not rent or trade it.

Your advertising and tracking choices

Several paths are open to you, and you can use more than one:

• Refuse or delete cookies in your browser settings. This site works without them.
• Send a Global Privacy Control signal. Most privacy-focused browsers and extensions send one, and we honor it.
• Turn off ad personalization in your Google account settings and your Meta ad preferences.
• Opt out through the industry tools at optout.aboutads.info and optout.networkadvertising.org.
• Use a tracker blocker or a private browsing window.
• Turn on Limit Ad Tracking on an iPhone or opt out of ads personalization on an Android device.

Blocking these technologies stops us from measuring your visit. It does not stop you from using the site, calling the office, or becoming a patient.

How we use what you give us

We use your contact information and your note to call you back, answer your question, verify your insurance benefits, find you an appointment with the right clinician, and send you the questionnaires you complete before your first visit. If you asked us to refer a patient, we use it to reach you about that patient.

We read our analytics and campaign reports to understand which pages help people and which ones need work, and to decide where to spend a marketing dollar. We may combine what we see here with information from advertising platforms and from our own records to reach people who would benefit from what we do.

We keep records of business correspondence as long as our operations and Tennessee law require.

When we share information

Our front desk, nursing, and clinical staff see consultation requests. That is the point of sending one.

Beyond our own team, we share information in a short list of situations:

• Vendors who run our systems. Our email provider, our website host, our analytics and advertising platforms, our call tracking service, and our practice software hold data on our behalf under contract. Each may use it only to provide the service to us. Where a vendor may encounter protected health information, we execute a HIPAA business associate agreement before that vendor touches anything.
• Your health plan. We are an in-network practice and bill commercial insurance for our services. See the section below.
• When the law requires it. A subpoena, a court order, a warrant, a mandated report, or a legitimate government request.
• To protect someone. If we believe in good faith that disclosure will prevent serious harm to you or to another person.
• In a change of ownership. If the practice merges, is acquired, or transfers a division, records move with it. Patient records in that situation stay protected by HIPAA and by whatever notice governs them.

Insurance, benefits, and billing

Healthy Minds Tennessee is an in-network practice. We bill commercial health plans for the care we provide, including psychiatric evaluation and medication management, psychotherapy, TMS, ketamine and other infusion therapies, and Spravato and other neuromodulation services.

Working with your health plan on your behalf means we verify your eligibility and benefits, request prior authorization where a service requires it, submit claims, and pursue appeals when a plan denies coverage. Each of those steps requires us to send your health plan clinical information: your diagnosis, your treatment history, the medications you have tried and how you responded, your session records, and your outcome scores. Health plans and their utilization reviewers ask for detail, and the request is legitimate. Coverage and prior authorization do not happen without it.

HIPAA permits these disclosures for payment purposes and does not require your separate authorization for each one. Our Notice of Privacy Practices spells this out. Our team tells you what your plan has approved, what it has denied, and what you owe before treatment begins. Ask us about anything you want to see.

You have one important right worth naming here. If you pay for a specific service in full, out of pocket, you may ask us not to send information about that service to your health plan, and we will honor that request as long as you tell us at the time of service, before we submit anything. Most patients use their insurance; this right exists for the patient who, for a particular visit, would rather it not appear in their plan’s record.

If you are shopping for coverage and call us with questions before becoming a patient, we take your name and your plan and we tell you what we know. We do not report that call to anyone.

Email, text, and voicemail

Call the office at (629) 294-4520 and you reach a person. That remains the best way to tell us something specific about your health.

Email is convenient and imperfect. A message you send from a work account may be readable by your employer. A message sent over an unsecured network may be intercepted. When you email us, you accept that risk for the content you chose to include.

If you ask us to text or email you appointment reminders, we do it, and we keep those messages brief for the same reason. Tell us to stop at any time and we will.

Security

We hold your information on systems protected by encryption in transit, access controls that limit each staff member to what their job requires, and administrative safeguards our team reviews. Our clinical records live in a HIPAA-compliant electronic health record.

No system connected to the internet is impenetrable, and any organization that tells you otherwise is overselling. We use commercially reasonable protections and we will notify you if a breach affecting your information occurs, as HIPAA and Tennessee law require.

Your choices

Reach us. Call (629) 294-4520 to ask what information we hold about you, correct something wrong, or ask us to delete a website inquiry. We may ask you to verify your identity first, and we use whatever you send for that verification and nothing else.

Patients have more rights than website visitors. Your rights over your medical record, including access, amendment, an accounting of disclosures, and restrictions on certain uses, come from HIPAA. Our Notice of Privacy Practices explains how to exercise each one.

Stop hearing from us. Unsubscribe from any practice newsletter using the link in the email. Opt out of appointment reminders by telling any staff member. We will still contact you about your care and your account.

Limit tracking. See the advertising and tracking choices above.

Children and adolescents

We treat adolescent patients, and this site is written for the adults who bring them. A parent or legal guardian should submit any consultation request for a patient under 18. We do not knowingly collect information from a child through this website.

Tennessee law grants minors independent authority over certain categories of care and the records that go with them. Where that applies, we follow it. Our staff will walk any family through what a specific situation requires.

This site does not provide medical advice, and it is not for emergencies

Everything on healthymindstn.com describes treatments we offer and the clinicians who deliver them. Reading it establishes no clinician-patient relationship. Nothing here substitutes for an evaluation.

In a crisis, call or text 988 to reach the Suicide and Crisis Lifeline, or call 911. Both operate around the clock. Our consultation form and our office voicemail are not monitored continuously, and neither belongs in an emergency.

Patient stories on this site

Any testimonials on our site come from patients who gave us written authorization to publish their words. We use first names and last initials. Anyone who changes their mind can email us and we will take the quote down.

Links to other sites

We link out to professional societies, research organizations, and device manufacturers. Once you leave healthymindstn.com, that site’s privacy policy governs your visit, not ours.

Tennessee and other state privacy laws

The Tennessee Information Protection Act took effect July 1, 2025. Like most comprehensive state privacy laws, it exempts HIPAA-covered health care providers and the protected health information they hold. Healthy Minds Tennessee is a covered entity under HIPAA.

We describe our practices here anyway. If you live in California, Colorado, Virginia, or another state with a comprehensive privacy law and you believe it gives you a right we have not honored, write to us and we will address it.

Changes

We will post any revision to this page and update the effective date at the top. Material changes to how we handle information you already gave us come with direct notice before we act on the change.