Notice of Privacy Practices

This notice describes how health information about your child may be used and disclosed and how you can get access to this information. Please review this notice carefully. 

Our Commitment to Your Privacy

We know that caring for a child with unique or complex needs often requires trust and a team approach. At Aspire, we are committed to protecting your child’s Protected Health Information (PHI) while ensuring they receive exceptional, collaborative care. This notice explains how we may use and share your child’s PHI, and it describes your rights and legal obligations regarding that information. 

We follow all applicable laws, including the federal Health Insurance Portability and Accountability Act (HIPAA) and Wisconsin state laws that further protect your privacy.

How We May Use and Share Your Child’s Health Information

Each time your child receives care at our practice, we create a health record. This record may include name, age, address, medical history, symptoms, treatment provided and care plan (PHI). We may use and disclose PHI about your child without your written authorization for the following purposes: 

Electronic health record (EHR) system: We maintain a record of your child’s health information in a secure EHR system. This system is used to document services provided, manage scheduling, and handle billing. When necessary, we may use and share PHI electronically with your child’s physician to support coordination of care, in compliance with HIPAA. We also provide access to certain health information through our secure parent portal. 

Treatment: We may use and share PHI with therapists and professionals involved in your child’s care. For example, an occupational therapist may share relevant information with a speech therapist within our clinic to coordinate care and ensure comprehensive services. This is done in accordance with the Minimum Necessary Rule, meaning only the information necessary to support your child’s treatment will be shared. 

Internal Collaboration: Aspire Therapy therapists have the right to consult and collaborate with one another as part of your child’s treatment team. These internal discussions help ensure your child receives the most effective, coordinated, and holistic care possible. 

Payment: We may use and share PHI to bill and receive payment from health plans or other entities. For example, we may provide necessary information to your insurance company to obtain authorization or reimbursement for services. 

Healthcare Operations: We may use and share PHI to run our clinic improve your child’s care, train staff, and ensure quality assurance. For example, we may review treatment sessions for quality monitoring purposes. 

Other Permitted Uses and Disclosures: We may also share PHI in the following situations without your authorization, where allowed or required by law: 

Public health activities (e.g., reporting suspected abuse or neglect)

Health oversight activities (e.g., audits or investigations)

As required by law (e.g., responding to a court order)

To avoid a serious threat to health or safety

Research under strict privacy safeguards and only if permitted by law

Your Rights Regarding Your Child’s Health Information

You have the following rights regarding the PHI we maintain about your child: 

Right to inspect and copy: you may request to view or get a copy of your child’s health record. 

Right to request an amendment: you may request changes to your child’s record if you believe it is incorrect or incomplete. 

Right to an accounting or disclosures: you may ask for a list of instances in which we have shared your child’s PHI, other than for treatment, payment, or operations. 

Right to request restrictions: you may request limitations on how we use or share your child’s information. While we are not required to agree to every restriction, we will comply if we can do so safely and legally. 

Right to request confidential communications: you may request that we contact you in a specific way. (e.g., home phone vs. cell phone)

Right to a paper copy of this notice: you can request a printed copy of this notice at any time. 

Right to control who can access your child’s health information:  you can specify who is allowed or denied access to information regarding your child’s care including family, friends, or caregivers involved.

Your Authorization is Required for Other Uses

For any uses and disclosures not described in this notice, we will obtain your written authorization before sharing your child’s PHI. This includes: Most uses and disclosures for marketing purposes, sale of health information, most sharing of therapy notes (if applicable). You may revoke your authorization at any time in writing. 

Our Responsibilities

We are required by state and federal law to maintain the privacy of your medical information. Release of your medical information for reasons other than those necessary for treatment, payment or operations, as outlined in this Notice, or as otherwise permitted by state or federal law, will be made only with your written authorization. You may revoke, in writing, your authorization at any time. If you revoke your authorization, we will no longer release your medical information to the prior authorized recipient(s), except to the extent that we previously relied on your original authorization to release your information. We are required to abide by the provisions of this Notice. We also reserve the right to make the revised Notice effective for the medical information that we maintain. We will post a current copy of this Notice at our clinics and on our website. In addition, you may ask for a copy of our current privacy practices whenever you visit one of our clinics for services. 

Changes to this Notice

We reserve the right to change this notice at any time. If we do, the revised notice will be available at our office and on our website.

Questions or Complaints? 

You have the right to file a complaint without fear of retaliation. To file a complaint or get more information, contact: 

Aspire Privacy Officer

991 Kimball Lane

Verona, WI 53593

privacy@aspirewisconsin.com | 608-556-6120

Effective Date: May 15, 2025