Notice of Privacy Practices

Effective Date: January 1, 2022

Last Reviewed and Updated: 10/13/2026

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.

Our Pledge Regarding Your Medical Information at TMHCare, PC (DBA North Idaho Ketamine & TMS) is committed to protecting the privacy of medical information we create or obtain about you. This Notice tells you about the ways in which we may use and disclose medical information about you. It also describes your rights and certain obligations we have regarding the use and disclosure of your medical information.

We are required by law to:

Make sure your medical information is protected.
Give you this Notice describing our legal duties and privacy practices with respect to your medical information.
Follow the terms of the Notice that is currently in effect.

Who Will Follow This Notice

The privacy practices described in this Notice will be followed by all health care professionals, employees, medical staff, trainees, students, and volunteers of the TMHCare organization.

How We May Use and Disclose Medical Information About You

The following sections describe different ways we may use and disclose your medical information. We abide by all applicable laws related to the protection of this information. Not every use or disclosure will be listed. All of the ways we are permitted to use and disclose information, however, will fall within one of the following categories:

Treatment: We may use or disclose medical information about you to provide you with medical treatment or services. For example, a doctor treating you for depression with Ketamine will need to know if you have a history of cardiovascular events. We may also share medical information about you with other health care providers, agencies, or facilities in order to provide or coordinate the different things you need, such as prescriptions, lab work, and transportation.
Payment: We may use and disclose medical information about you so that the treatment and services you receive at TMHCare may be billed to you and payment collected from you, an insurance company, or another third party. For example, we may need to give information to your health insurance company about services received at TMHCare so your health insurance company will pay us or reimburse you for the treatment.
Healthcare Operations & Clinical Automation: We may use and disclose medical information about you for TMHCare operations. These uses and disclosures are made to enhance quality of care, for medical staff activities, and general business activities. As part of our general healthcare operations to ensure thorough clinical accuracy, we utilize specialized software applications. This includes using Freed AI, an automated clinical transcription and documentation tool, to assist our healthcare providers in drafting objective, high-quality clinical notes from your sessions. These tools are operated under strict, HIPAA-compliant contractual safeguards (Business Associate Agreements) to guarantee your protected health information remains fully encrypted, restricted, and securely handled.
Health Information Exchange: We may share information that we obtain or create about you with other health care providers or other health care entities, such as your health plan or health insurer, as permitted by law, through Health Information Exchanges (HIEs).
Use of Electronic and Telephonic Communications: If you choose to communicate with us or any of your TMHCare providers via electronic communication—such as regular email or text message—we may respond to you in the same manner. Please note that unencrypted emails or text messages carry inherent risks, such as data interception. Additionally, for quality assurance, patient safety, and clinical precision, telephonic conversations with our clinic are recorded utilizing Dialpad, a fully encrypted and HIPAA-compliant cloud communications platform. While Idaho law permits one-party consent for conversation recordings, we proactively disclose this tool to maintain full transparency with our patients. By choosing to correspond with us via phone or unsecured electronic channels, you acknowledge and agree to accept the operational parameters and risks associated with these communication methods.

Additional Uses and Disclosures of Your Medical Information

We may use or disclose your medical information without your authorization (permission) to the following individuals, or for other purposes permitted or required by law, including:

In the event of a disaster, to organizations assisting in a disaster-relief effort.
As required by state and federal law.
To prevent or lessen a serious and imminent threat to your health and safety or the health and safety of the public or another person.
To coroners, medical examiners, and funeral directors, as authorized or required by law.
For workers’ compensation or similar programs providing benefits for work-related injuries or illnesses.
To third parties referred to as “business associates” that provide secure services on our behalf—including our billing partners, cloud telecommunication platforms (Dialpad), and clinical documentation aids (Freed AI).
To courts and attorneys when we receive a court order, subpoena, or other lawful instructions from those courts or public bodies.
To law enforcement officials as authorized or required by law.

Other uses and disclosures of medical information not covered by this Notice will be made only with your written authorization. You may revoke that authorization, in writing, at any time.

Your Rights Regarding Medical Information About You

The records of your medical information are the property of TMHCare. You have the following rights, however, regarding medical information we maintain about you:

Right to inspect and copy: With certain exceptions, you have the right to inspect and/or receive a copy of your medical and billing records. We may charge you a reasonable fee for providing you a copy of your records.
Right to request an amendment: If you feel that medical information we have about you is incorrect or incomplete, you may ask us to amend the information. You are required to submit your request in writing with an explanation as to why the amendment is needed.
Right to an accounting of disclosures: You have the right to receive a list of certain disclosures we have made of your medical information in the six years prior to your request, excluding those made for treatment, payment, and healthcare operations.
Right to request restrictions: You have the right to request a restriction or limitation on the medical information we use or disclose about you for treatment, payment, or health care operations. We are not required to agree to your request, except if you request that we do not disclose information to your health insurer and you have paid for the service in full out-of-pocket.
Right to request confidential communications: You have the right to request that we communicate with you about medical matters in a certain way or at a certain location.
Right to be notified in the event of a breach: We will notify you if your medical information has been “breached,” which means it has been used or disclosed in a way that is inconsistent with law and results in it being compromised.
Right to a paper copy of this Notice: You have the right to a paper copy of this Notice at any time upon request.

Future Changes To Our Privacy Practices

We reserve the right to change TMHCare’s privacy practices and this Notice. We reserve the right to make the revised or changed Notice effective for medical information we already have about you as well as any information we receive in the future. We will post a copy of the current Notice on the website.

Questions or Complaints

If you believe that your privacy rights have not been followed as directed by applicable law, you may file a complaint with us. You will not be penalized for filing a complaint. You may also file a complaint with the Secretary of the U.S. Department of Health and Human Services.

If you have questions or would like further information about this Notice, please contact our Privacy Office:

TMHCare (DBA North Idaho Ketamine & TMS) Privacy Office
Address: 250 Northwest Blvd, Ste 200, Coeur d’Alene, ID 83814
Phone: 208-205-8635
Fax: 208-795-8079
Email: HIPAA@TMHCare.com