FLOURISH PSYCHIATRY & WELLNESS

Privacy Policy

Effective Date: February 17, 2026

Ana Umana-Ramirez, PMHNP-BC 380 N Broadway PH E, Jericho, NY 11753 Phone: (516) 203-8358 | Email: ananp@flourishpsychiatryli.com Website: www.flourishpsychiatryli.com

This Privacy Policy is available in both English and Spanish, consistent with our commitment to serving all clients in their preferred language. If you need assistance understanding any part of this policy, please contact us.

Introduction and Scope
Information We Collect
How We Collect Your Information
Why We Collect Your Information
How We Use Your Information
Who We Share Your Information With
How Long We Retain Your Information
How We Protect Your Information
Your Rights Regarding Your Information
Cookies, Tracking, and Website Analytics
Website Accessibility (UserWay)
Notice of Privacy Practices (HIPAA)
Telehealth and Virtual Care Privacy
Social Media Policy
Breach Notification Procedure
Children's Privacy
Updates to This Privacy Policy
Contact Information for Privacy Concerns
Governing Law and Jurisdiction
Disclaimer

1. Introduction and Scope

Flourish Psychiatry & Wellness ("we," "our," or "us") is a psychiatric mental health practice operated by Ana Umana-Ramirez, PMHNP-BC, located in Jericho, New York. We provide psychiatric evaluation, medication management, perinatal mental health support, anxiety and depression treatment, ADHD evaluation and treatment, and support for college students and young adults. Our services are available virtually throughout New York State and in-person at our Jericho, NY office.

We are committed to protecting the privacy and confidentiality of your personal information and Protected Health Information (PHI). This Privacy Policy explains what information we collect, how we collect and use it, who we share it with, how we protect it, and what rights you have regarding your information.

This policy applies to all interactions with our practice, including our website (www.flourishpsychiatryli.com), telehealth sessions, phone and email communications, scheduling and intake forms, and in-person visits. By using our services or visiting our website, you acknowledge that you have read and understand this Privacy Policy.

2. Information We Collect

We collect the following categories of information in the course of providing psychiatric care and operating our practice:

2.1 Personal Identifying Information

Full name
Date of birth
Email address
Phone number
Mailing address
Emergency contact information
Preferred language (English or Spanish)

2.2 Health and Clinical Information

Psychiatric and medical history
Current symptoms and presenting concerns
Medication history and current prescriptions
Treatment notes and clinical assessments
Perinatal and postpartum health information, where applicable
Diagnoses and treatment plans
Information you share during evaluations and sessions

2.3 Insurance and Payment Information

Health insurance plan details and member ID
Claims and billing information
Credit or debit card information for payment processing
Superbill and out-of-network reimbursement records

2.4 Website and Technical Data

IP address and browser type
Pages visited on our website and time spent on each page
Device information (desktop, mobile, tablet)
Referring website or search terms
Cookies and similar tracking technologies (see Section 10)

3. How We Collect Your Information

We collect your information through the following methods:

Website Contact Forms: When you submit a message, consultation request, or inquiry through our website contact form, we collect your name, email, phone number, preferred contact method, and the content of your message.
Jane App (Electronic Medical Records and Scheduling): We use Jane App as our electronic medical record (EMR) and scheduling platform. When you book appointments, complete intake paperwork, or receive care, your personal and health information is stored securely in Jane App.
Headway (Insurance and Billing): For clients using insurance, we process claims and verify benefits through Headway. Headway may collect and process your insurance details, payment information, and limited clinical data necessary for billing.
Phone and Email Communications: When you call or email our office, we may collect information you provide during those communications, including your name, contact details, and the nature of your inquiry.
Telehealth Video Sessions: We conduct virtual psychiatric appointments using secure, HIPAA-compliant telehealth technology. Information shared during these sessions is treated with the same confidentiality as in-person visits.
In-Person Visits: When you visit our office at 380 N Broadway PH E, Jericho, NY 11753, we may collect information through intake forms, clinical interviews, and direct conversations.
Cookies and Website Analytics: Our website uses cookies and analytics tools to understand how visitors interact with our site. See Section 10 for full details.
Accessibility Widget (UserWay): Our website uses the UserWay Accessibility Widget to improve accessibility. UserWay does not collect personal information from visitors. See Section 11 for full details.

4. Why We Collect Your Information

We collect your personal and health information for the following purposes:

To provide psychiatric evaluations, medication management, and ongoing mental health treatment
To schedule, confirm, and manage your appointments
To communicate with you about your care, including appointment reminders and follow-up messages
To process insurance claims and verify your benefits through Headway
To process payments for services rendered
To maintain accurate and complete clinical records as required by law
To respond to your inquiries submitted through our website, phone, or email
To comply with federal and state legal and regulatory requirements, including HIPAA and New York State mental health laws
To improve the quality of our services and your experience on our website
To provide you with a Good Faith Estimate of expected charges when applicable

5. How We Use Your Information

Your information is used strictly for purposes related to your psychiatric care and our practice operations. Specifically, we use your information to:

Provide Treatment: Your health information is used to conduct evaluations, develop treatment plans, prescribe and manage medications, and deliver ongoing psychiatric care.
Coordinate Care: With your consent, we may share relevant clinical information with other healthcare providers involved in your treatment, such as your primary care physician or therapist.
Process Payments: We use your insurance and payment information to submit claims, collect payments, and provide you with billing documentation, including superbills for out-of-network reimbursement.
Practice Operations: We use your information to manage appointment scheduling, send reminders, maintain records, and ensure the smooth operation of our practice.
Legal Compliance: We use and disclose your information as required by federal and state law, including mandatory reporting obligations, legal proceedings, and public health activities.
Website Improvement: Anonymized and aggregated website analytics data is used to understand how visitors use our website and to improve its functionality and content.

We do not sell your personal information or health information to any third party for any purpose. We do not use your information for marketing purposes without your explicit consent.

6. Who We Share Your Information With

We limit the sharing of your information to what is necessary for your care, payment processing, and legal compliance. We may share your information with the following parties:

6.1 Service Providers and Business Associates

Jane App: Our EMR and scheduling platform. Jane App stores your personal and health information securely and is bound by a Business Associate Agreement (BAA) in compliance with HIPAA.
Headway: Our insurance credentialing and billing platform. Headway processes insurance claims and payment information on our behalf and is bound by a BAA.
Payment Processors: Third-party payment processors handle credit and debit card transactions securely. They do not have access to your health information.
Website Hosting and Analytics Providers: Our website is hosted on a third-party platform and may use analytics tools that collect anonymized usage data. These providers do not have access to your health information.

6.2 Healthcare Providers

With your written consent, we may share relevant clinical information with other healthcare providers involved in your care, such as your primary care physician, therapist, or specialist. We will obtain your authorization before sharing information for care coordination purposes, except where permitted or required by law.

6.3 Legal and Regulatory Disclosures

We may disclose your information without your consent in the following circumstances, as permitted or required by law:

When required by a court order, subpoena, or other legal process
To report suspected child abuse or neglect, as required by New York State law
To report suspected abuse, neglect, or exploitation of vulnerable adults
When there is a credible threat of imminent harm to yourself or others
For public health activities, such as disease reporting
To health oversight agencies for audits, investigations, and compliance activities
To comply with workers' compensation laws

6.4 With Your Authorization

For all other disclosures not described above, we will obtain your written authorization before sharing your information. You may revoke your authorization at any time in writing, and we will stop sharing your information going forward. Revocation does not apply to information already shared in reliance on your previous authorization.

7. How Long We Retain Your Information

We retain your personal and health information for as long as necessary to provide your care and to comply with applicable laws and regulations.

Clinical Records (Adults): In accordance with New York State regulations, we retain clinical and treatment records for a minimum of six (6) years from the date of your last visit or treatment, or as otherwise required by applicable law.
Clinical Records (Minors): For clients who were minors at the time of treatment, records are retained for a minimum of six (6) years after the client reaches the age of 18, or longer if required by law.
Billing and Financial Records: Billing and payment records are retained for a minimum of six (6) years or as required by federal and state tax and healthcare regulations.
Website Data: Website analytics data is retained in accordance with the policies of our analytics providers and is typically anonymized and aggregated.
Contact Form Submissions: Information submitted through our website contact form is retained for as long as necessary to respond to your inquiry, and may be stored in our practice records if it relates to your care.

When records are no longer required to be retained, they are securely destroyed in a manner that prevents unauthorized access to the information, including secure electronic deletion and physical shredding of paper records, if any.

8. How We Protect Your Information

We take the security of your personal and health information seriously and have implemented the following safeguards:

8.1 Administrative Safeguards

HIPAA-compliant policies and procedures governing the use, disclosure, and storage of Protected Health Information
Regular review and updating of privacy and security practices
Business Associate Agreements (BAAs) with all third-party service providers who handle PHI
Ongoing training on privacy, security, and HIPAA compliance

8.2 Technical Safeguards

Encryption of electronic health records and communications in transit and at rest
Secure, HIPAA-compliant EMR system (Jane App) with role-based access controls
HIPAA-compliant telehealth platform for virtual psychiatric sessions
Password-protected systems and devices
Secure email communication for sensitive information

8.3 Physical Safeguards

Restricted access to physical office space and records at our Jericho, NY location
Secure storage of any paper documents containing personal or health information
Proper disposal and destruction of records when no longer needed

While we take every reasonable precaution to protect your information, no method of electronic transmission or storage is completely secure. If you have reason to believe your information has been compromised, please contact us immediately at ananp@flourishpsychiatryli.com or (516) 203-8358.

9. Your Rights Regarding Your Information

Under HIPAA and New York State law, you have the following rights with respect to your personal and health information:

Right to Access: You have the right to request and receive a copy of your clinical records and other personal information we maintain about you. We will provide the requested information within 30 days of your written request. A reasonable fee may apply for copying and mailing costs.
Right to Amend: If you believe any information in your records is inaccurate or incomplete, you have the right to request an amendment. We will review your request and respond within 60 days. We may deny the request if the information was not created by us, is not part of the records we maintain, or is accurate and complete.
Right to an Accounting of Disclosures: You have the right to request a list of certain disclosures we have made of your health information for purposes other than treatment, payment, or healthcare operations. This accounting covers disclosures made within the six (6) years prior to your request.
Right to Request Restrictions: You may request that we restrict how we use or disclose your information for treatment, payment, or healthcare operations. While we are not always required to agree to your request, we will carefully consider it. If you pay for services entirely out of pocket, you have the right to request that we not share information about those services with your health plan.
Right to Confidential Communications: You may request that we communicate with you using a specific method or at a specific location. For example, you may ask that we contact you only by email or only at a particular phone number. We will accommodate reasonable requests.
Right to a Paper Copy: You have the right to receive a paper copy of this Privacy Policy at any time upon request, even if you previously agreed to receive it electronically.
Right to Be Notified of a Breach: If a breach of your unsecured Protected Health Information occurs, you have the right to be notified in accordance with HIPAA and applicable state law. See Section 15 for our breach notification procedures.
Right to File a Complaint: If you believe your privacy rights have been violated, you may file a complaint with our practice or with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights. We will not retaliate against you for filing a complaint.

To exercise any of these rights, please submit a written request to:

Ana Umana-Ramirez, PMHNP-BC Flourish Psychiatry & Wellness 380 N Broadway PH E, Jericho, NY 11753 Email: ananp@flourishpsychiatryli.com Phone: (516) 203-8358

10. Cookies, Tracking, and Website Analytics

Our website (www.flourishpsychiatryli.com) uses cookies and similar tracking technologies to improve your browsing experience and to help us understand how visitors use our site.

10.1 What Are Cookies?

Cookies are small text files that are stored on your device when you visit a website. They help the website remember your preferences and understand usage patterns.

10.2 Types of Cookies We Use

Essential Cookies: These cookies are necessary for our website to function properly, including enabling page navigation and access to secure areas of the site.
Analytics Cookies: We may use analytics tools (such as those provided by our website hosting platform) to collect anonymized data about how visitors interact with our website, including pages visited, time on site, and referral sources. This data helps us improve our website content and user experience.
Functionality Cookies: These cookies remember your preferences, such as language selection (English or Spanish), so you have a more personalized browsing experience.

10.3 Third-Party Cookies

Our website may include content or features from third parties (such as embedded scheduling links from Jane App) that may set their own cookies. We do not control these third-party cookies. We encourage you to review the privacy and cookie policies of any third-party services you interact with through our website.

10.4 How to Manage Cookies

You can control and delete cookies through your browser settings. Most browsers allow you to block cookies, delete existing cookies, or be notified when a cookie is being set. Please note that disabling certain cookies may affect the functionality of our website.

Our website does not use cookies to collect Protected Health Information (PHI). Website analytics data is not linked to your clinical records.

11. Website Accessibility (UserWay)

Flourish Psychiatry & Wellness is committed to ensuring that our website is accessible to all visitors, including individuals with disabilities. To support this commitment, we use the Accessibility by UserWay widget on our website.

11.1 What Is UserWay?

UserWay is an AI-powered accessibility widget that provides website visitors with tools to customize their browsing experience in accordance with the Americans with Disabilities Act (ADA) and the Web Content Accessibility Guidelines (WCAG) 2.1. The UserWay widget appears as an accessibility icon on our website and can be activated by clicking it.

11.2 Accessibility Features Included

The UserWay Accessibility Widget provides the following features to help visitors navigate and interact with our website:

Text size adjustment (increase or decrease font size)
Contrast adjustment (high contrast, dark contrast, light contrast, monochrome)
Highlight links for improved navigation
Text spacing adjustment for improved readability
Pause animations to reduce motion
Dyslexia-friendly font option
Cursor enlargement for improved visibility
Screen reader compatibility enhancements
Keyboard navigation support
Tooltip display on hover
Page structure and heading navigation
Image alt-text display
Reset all accessibility settings to default at any time

11.3 Privacy and Data Collection

The UserWay Accessibility Widget does not collect any personal information from visitors interacting with the widget. UserWay has adopted a Privacy by Design approach, meaning it is designed to enhance accessibility without compromising visitor privacy. The widget operates locally within your browser and does not store your accessibility preferences on external servers.

For more information about UserWay's privacy practices, please visit their privacy policy at userway.org/privacy.

11.4 Accessibility Feedback

We are continually working to improve the accessibility of our website. If you encounter any accessibility barriers or have suggestions for improvement, please contact us at ananp@flourishpsychiatryli.com or (516) 203-8358. We welcome your feedback and are committed to making our website usable for everyone.

12. Notice of Privacy Practices (HIPAA)

This section serves as our Notice of Privacy Practices as required by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). This notice describes how your Protected Health Information (PHI) may be used and disclosed and how you can get access to this information.

12.1 Uses and Disclosures of PHI Without Your Authorization

We may use or disclose your PHI without your written authorization for the following purposes:

Treatment: To provide, coordinate, or manage your psychiatric care and related services.
Payment: To obtain payment for services, including submitting claims to your health insurance plan through Headway.
Healthcare Operations: To support the business activities of our practice, including quality improvement, staff training, auditing, and compliance.
As Required by Law: When disclosure is mandated by federal, state, or local law.
Public Health Activities: To report disease, injury, or vital statistics as required by public health authorities.
Abuse or Neglect Reporting: To report suspected child abuse or neglect, or the abuse or exploitation of vulnerable adults, as required by New York State law.
Health Oversight: For audits, investigations, or compliance activities conducted by health oversight agencies.
Judicial and Administrative Proceedings: In response to a court order, subpoena, or other lawful process.
Threat to Health or Safety: To prevent or lessen a serious and imminent threat to the health or safety of a person or the public.
Workers' Compensation: As necessary to comply with workers' compensation and related programs.

12.2 Uses and Disclosures Requiring Your Authorization

We will obtain your written authorization before using or disclosing your PHI for purposes not described above, including marketing, sale of your information, and most uses of psychotherapy notes. You may revoke your authorization in writing at any time. Revocation will not affect any use or disclosure that occurred in reliance on your authorization before it was revoked.

12.3 Psychotherapy Notes

Psychotherapy notes, where maintained, receive additional protections under HIPAA. We will not use or disclose psychotherapy notes without your specific written authorization, except as permitted by law for treatment by the mental health professional who created the notes, for training, for defense in legal proceedings brought by you, for oversight of the professional who created the notes, or as required by law.

12.4 Your Rights Under HIPAA

Your rights under HIPAA are described in detail in Section 9 of this Privacy Policy. These rights include the right to access, amend, restrict, and receive an accounting of disclosures of your PHI, as well as the right to receive notification of a breach of your unsecured PHI.

12.5 Our Duties

We are required by law to maintain the privacy and security of your PHI, to provide you with this Notice of Privacy Practices, to abide by the terms of this Notice, and to notify you following a breach of your unsecured PHI. We reserve the right to change the terms of this Notice and to make new provisions effective for all PHI we maintain. If we make material changes, we will post the updated Notice on our website and make it available upon request.

12.6 Complaints

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

Ana Umana-Ramirez, PMHNP-BC Flourish Psychiatry & Wellness 380 N Broadway PH E, Jericho, NY 11753 Email: ananp@flourishpsychiatryli.com Phone: (516) 203-8358

Or with the U.S. Department of Health and Human Services Office for Civil Rights: Website: www.hhs.gov/ocr/privacy/hipaa/complaints Phone: 1-877-696-6775

You will not be penalized or retaliated against for filing a complaint.

13. Telehealth and Virtual Care Privacy

Approximately 95% of our practice is conducted virtually via telehealth. We take the following measures to protect your privacy during virtual sessions:

All telehealth sessions are conducted using secure, HIPAA-compliant video technology.
Telehealth sessions are not recorded unless you provide explicit written consent.
We conduct sessions from a private, secure location to protect your confidentiality.
We recommend that you also participate from a private location where others cannot overhear your session.
Information shared during telehealth sessions is documented in your clinical record and protected with the same safeguards as in-person visit information.
Telehealth sessions are available to clients located anywhere in New York State.

If you have concerns about the privacy or security of your telehealth sessions, please discuss them with us before or during your appointment.

14. Social Media Policy

Flourish Psychiatry & Wellness may maintain a presence on social media platforms for educational and outreach purposes. Please be aware of the following:

We will never contact you through social media for purposes related to your care.
We will never confirm or deny that you are a client of our practice on social media or any public platform.
We strongly recommend that you do not attempt to contact us through social media for matters related to your care, as these platforms are not secure or HIPAA-compliant.
If you choose to interact with our social media accounts (such as liking, commenting, or sharing our posts), please be aware that this activity may be visible to others and could inadvertently disclose your interest in mental health services.
Any information posted on social media by our practice is for general educational purposes only and does not constitute medical advice or create a provider-client relationship.

15. Breach Notification Procedure

In the unlikely event that a breach of your unsecured Protected Health Information occurs, we will take the following steps in accordance with HIPAA and applicable New York State law:

Individual Notification: We will notify affected individuals in writing (by first-class mail or email, if you have agreed to electronic notice) without unreasonable delay and no later than 60 days from the discovery of the breach. The notification will include a description of the breach, the types of information involved, steps you can take to protect yourself, what we are doing in response, and contact information for further questions.

HHS Notification: If the breach affects 500 or more individuals, we will notify the U.S. Department of Health and Human Services immediately. For breaches affecting fewer than 500 individuals, we will report the breach to HHS within 60 days of the end of the calendar year in which it was discovered.

Media Notification: If the breach affects 500 or more residents of a single state or jurisdiction, we will notify prominent media outlets serving that area.

Investigation and Mitigation: We will promptly investigate the breach, take steps to mitigate any harm, and implement measures to prevent future breaches.

16. Children's Privacy

Flourish Psychiatry & Wellness primarily serves adults. Our website and services are not directed to children under the age of 18. We do not knowingly collect personal information from children under 18 through our website. If we become aware that we have inadvertently collected personal information from a child under 18 through our website, we will take steps to delete that information promptly.

If a minor is receiving clinical services at our practice, all privacy protections described in this policy apply, and a parent or legal guardian will be involved in decisions regarding the use and disclosure of the minor's information, as required by law.

17. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, legal requirements, or regulatory guidance. When we make changes:

The updated policy will be posted on our website at www.flourishpsychiatryli.com with a revised effective date.
If changes are material, we will make reasonable efforts to notify you in advance, such as by posting a prominent notice on our website, sending an email to clients on file, or informing you during your next appointment.
The most current version of this Privacy Policy will always be available on our website.
We encourage you to review this policy periodically to stay informed about how we protect your information.

18. Contact Information for Privacy Concerns

If you have any questions, concerns, or requests related to this Privacy Policy, your personal information, or your rights, please contact us:

Ana Umana-Ramirez, PMHNP-BC Privacy Officer Flourish Psychiatry & Wellness 380 N Broadway PH E, Jericho, NY 11753

Phone: (516) 203-8358 Email: ananp@flourishpsychiatryli.com Website: www.flourishpsychiatryli.com

We are available during our regular business hours: Monday and Wednesday, 9:00 AM to 5:00 PM; Tuesday and Thursday, 12:00 PM to 8:00 PM; Friday, 9:00 AM to 12:30 PM; and Saturday, 10:00 AM to 2:00 PM. We are closed on Sundays.

We will respond to privacy-related inquiries within a reasonable time, typically within 5 to 10 business days.

19. Governing Law and Jurisdiction

This Privacy Policy is governed by and construed in accordance with the laws of the State of New York and applicable federal laws, including the Health Insurance Portability and Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH) Act, and the Americans with Disabilities Act (ADA). Any disputes arising from this policy shall be subject to the jurisdiction of the courts located in Nassau County, New York.

20. Disclaimer

This Privacy Policy is provided for informational purposes and is designed to comply with applicable privacy laws and regulations. It does not create any contractual obligation beyond what is required by law. The information contained in this policy may be updated at any time without prior notice, although we will make reasonable efforts to inform you of material changes. This Privacy Policy does not constitute legal advice. If you have legal questions about your privacy rights, we recommend consulting with a qualified attorney.