Patient Privacy Policy
Office of Ruby V. Castaneda, LMFT
1125 E. Clark Ave, Ste A
Santa Maria, CA 93455
(805) 904-0154 | (805) 345-2484
compliance@rubycastaneda.com
Effective Date: September 1, 2020 | Revision Date: September 29, 2024 | Policy No. #RC/PATIENT 102
Introduction
At Ruby V. Castaneda, LMFT, we are committed to protecting the privacy and confidentiality of our clients. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information in compliance with applicable laws and ethical standards.
Information We Collect
We may collect the following types of information:
Personal Information: Name, address, phone number, email, date of birth, and insurance information.
Health Information: Medical history, treatment plans, mental health diagnoses, and therapy notes.
Payment Information: Credit card details, billing address, and payment history.
How We Use Your Information
Your information may be used for the following purposes:
To provide and manage your mental health treatment.
To communicate with you regarding appointments, billing, and other relevant matters.
To comply with legal and regulatory requirements.
To conduct research and improve our services (with your consent).
Confidentiality and Disclosure
Your privacy is of utmost importance to us. We will not disclose your information to third parties without your consent, except in the following circumstances:
Emergency Situations: If there is an immediate risk of harm to yourself or others.
Legal Obligations: When required by law or in response to a legal request (e.g., subpoenas).
Health Care Providers: To other healthcare professionals involved in your care, with your consent.
Your Rights
You have the right to:
Request access to your personal health information.
Request corrections to your information if it is inaccurate or incomplete.
Receive a copy of this Privacy Policy.
Request restrictions on certain disclosures of your information.
Withdraw consent for information sharing, subject to legal limitations.
Security of Your Information
We take appropriate measures to protect your personal information from unauthorized access, use, or disclosure. These measures include physical, administrative, and technical safeguards.
Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be communicated to you via our website. We encourage you to review this policy periodically for any updates.
Contact Us
If you have any questions or concerns about this Privacy Policy or your personal information, please contact us at:
Hugo A. Castaneda, SHRM-CP
Vice President of Finance & Administration, Compliance Officer
PO Box 184, Pismo Beach, CA 93448-0184
coo@rubycastaneda.com
Site Privacy Policy
Office of Ruby V. Castaneda, LMFT
1125 E. Clark Ave, Ste A
Santa Maria, CA 93455
(805) 904-0154 | (805) 345-2484
compliance@rubycastaneda.com
Effective Date: September 1, 2020 | Revision Date: September 25, 2024 | Policy No. #RC/WEB 101
Introduction
Protecting your private information is our priority. This Statement of Privacy applies to the website https://www.rubycastaneda.com, Ruby V. Castaneda, and any of its affiliates. Ruby V. Castaneda governs data collection and usage. For the purposes of this Privacy Policy, unless otherwise noted, all references to “we,” “us,” or "the Company" are Ruby V. Castaneda. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website. By using our site, you consent to the data practices described in this policy.
Table of Contents
Information We Collect
1.1 Personal Information
1.2 Non-Personal Information
1.3 Cookies and Tracking Technologies
How We Use Your Information
Disclosure of Your Information
3.1 Service Providers
3.2 Legal Requirements
3.3 Business Transfers
Data Security
Your Rights
5.1 Access
5.2 Correction
5.3 Deletion
5.4 Opt-Out
5.5 Exceptions
Third-Party Links
Children’s Privacy
International Data Transfers
Changes to This Privacy Policy
Contact Us
1. Information We Collect
1.1 Personal Information
We may collect personal information that you provide to us voluntarily, including but not limited to:
Name
Email address
Phone number
Mailing address
Date of birth
Any other information you provide through forms, surveys, or inquiries
1.2 Non-Personal Information
We may also collect non-personal information about your visit, such as:
IP address
Browser type and version
Operating system
Pages visited and time spent on the site
Referring website
1.3 Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to enhance your user experience. Cookies are small data files stored on your device that help us recognize you during future visits. You can manage your cookie preferences through your browser settings.
2. How We Use Your Information
We may use the information we collect for various purposes, including but not limited to:
To provide and manage our services
To communicate with you regarding your inquiries and appointments
To send newsletters, marketing materials, and other information that may be of interest to you
To improve our website and services based on user feedback and usage patterns
To comply with legal obligations and enforce our terms of service
3. Disclosure of Your Information
We will not sell, rent, or lease your personal information to third parties. We may disclose your information in the following circumstances:
3.1 Service Providers
We may engage third-party service providers to perform services on our behalf, such as payment processing, email delivery, and marketing services. These service providers are contractually obligated to protect your information and may not use it for any other purpose.
3.2 Legal Requirements
We may disclose your information when required to do so by law or in response to valid requests by public authorities, such as a court or government agency.
3.3 Business Transfers
In the event of a merger, acquisition, or sale of all or a portion of our business, your personal information may be transferred as part of that transaction.
4. Data Security
We implement reasonable security measures to protect your personal information from unauthorized access, use, or disclosure. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.
5. Your Rights
You have the following rights regarding your personal information:
5.1 Access
You may request access to the personal information we hold about you. We will respond to your request within a reasonable timeframe.
5.2 Correction
You can request corrections to any inaccuracies in your personal information. We will take reasonable steps to verify your identity before making corrections.
5.3 Deletion
You may request the deletion of your personal information, subject to our legal obligations and legitimate business interests. We will delete your information upon verification of your identity.
5.4 Opt-Out
You can opt-out of receiving promotional communications from us by following the unsubscribe instructions included in those communications. Please note that you may still receive transactional emails related to your account.
5.5 Exceptions
Please note that we may not be able to to comply with requests to delta your personal information if it is necessary to: (a) Complete the transaction for which the personal information was collected, fulfill the terms of written warranty or service recall conducted in accordance with federal law, provide a good or service requested by you, or reasonably anticipate within the context of our ongoing business relationship with you, or otherwise perform a contract between you and us; (b) Detect security incidents, protect against malicious, deceptive, fraudulent, or illegal activity; or prosecute those responsible for that activity; (c) Debug to identify and repair eros that impair existing intended functionality; (d) Exercise free speech, ensure the right of another consumer to exercise their right right of free speech, or exercise another right provided for by law; (e) Comply with the California Electronic Communications Privacy Act; (f) Engage in public or peer-reviewed scientific, historical, statistical research in the public interest that adheres to all other applicable ethics and privacy laws, when our deletion of the information is likely to render impossible or seriously impair the achievement of such research, provided we have obtained your informed consent; (g) Enable solely internal uses that are reasonably aligned with your expectations based on your relationship with us; (h) Comply with an existing legal obligation; or (i) Otherwise use your personal information, internally, in a lawful manner that is compatible with the context in which you provided the information.
6. Third-Party Links
Our website may contain links to third-party websites that are not operated by us. This Privacy Policy does not apply to those sites. We encourage you to review the privacy policies of any third-party websites you visit.
7. Children’s Privacy
Our website is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information.
8. International Data Transfers
If you are accessing our website from outside the United States, please be aware that your information may be transferred to and processed in the United States, where data protection laws may differ from those in your country. By using our site, you consent to the transfer of your information to the United States.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be effective immediately upon posting the revised policy on our website. We encourage you to review this policy periodically for any updates.
10. Contact Us
If you have any questions or concerns about this Privacy Policy or our practices regarding your personal information, please contact us at:
Hugo A. Castaneda, SHRM-CP
Vice President of Administration, Compliance Officer
PO Box 184, Pismo Beach, CA 93448-0184
coo@rubycastaneda.com
Acceptable Payments Policy
Office of Ruby V. Castaneda, LMFT
1125 E. Clark Ave, Ste A
Santa Maria, CA 93455
(805) 904-0154 | (805) 345-2484
compliance@rubycastaneda.com
Effective Date: September 1, 2020 | Revision Date: September 26, 2024 | Policy No. #RC/FINANCE 114
Introduction
At Ruby V. Castaneda, LMFT, we strive to make the payment process as convenient as possible for our clients. This Acceptable Payments Policy outlines the forms of payment we accept for our mental health services.
Accepted Payment Methods
We accept the following forms of payment:
Credit and Debit Cards:
Visa
MasterCard
Discover
FSA/HSA Accounts (Depending on Service Rendered)
ACH Transfers:
Electronic transfers directly from your bank account.
Cash:
Payments made in cash are also accepted.
Payment Methods Not Accepted
Please note the following payment methods that we do not accept:
American Express (Credit or Debit)
Personal Checks
Payment Timing
Payment is due at the time of service. If you are using insurance, please be aware that any co-pays, deductibles, or out-of-pocket expenses are still required at the time of your appointment.
Billing Inquiries
If you have any questions regarding your bill or payment methods, please contact our office at info@rubycastaneda.com. We are here to assist you.
Changes to This Policy
We reserve the right to modify this Acceptable Payments Policy at any time. Any changes will be communicated to our clients via our Website. We encourage you to review this policy periodically for any updates.
Contact Us
If you have any questions or concerns about this Acceptable Payments Policy, please contact us at:
Hugo A. Castaneda, SHRM-CP
Vice President of Finance & Administration, Compliance Officer
PO Box 184, Pismo Beach, CA 93448-0184
coo@rubycastaneda.com
No Surprises Act Notice & GFE Policy
Office of Ruby V. Castaneda, LMFT
1125 E. Clark Ave, Ste A
Santa Maria, CA 93455
(805) 904-0154 | (805) 345-2484
compliance@rubycastaneda.com
Effective Date: January 1, 2022 | Revision Date: September 30, 2024 | Policy No. #RC/PATIENT 109
No Surprises Act Notice
You have the right to receive a “Good Faith Estimate” explaining how much your medical and mental health care will cost. Under the law, health care providers need to give patients who don’t have insurance or who are not using insurance an estimate of the expected charges for medical services, including psychotherapy services. You have the right to receive a Good Faith Estimate for the total expected cost of any non-emergency healthcare services, including psychotherapy services. You can ask your healthcare provider, and any other provider you choose, for a Good Faith Estimate before you schedule a service. If you receive a bill that is at least $400 more than your Good Faith Estimate, you can dispute the bill. Make sure to save a copy or picture of your Good Faith Estimate. For questions or more information about your right to a Good Faith Estimate, visit www.cms.gov/nosurprises or call (800) 985-3059.
GFE Policy Introduction
At Ruby V. Castaneda, LMFT, we believe in transparency regarding the cost of mental health services. This Good Faith Estimate Policy outlines how we provide cost estimates for services and what you can expect when seeking care.
What is a Good Faith Estimate?
A Good Faith Estimate is a written estimate of the expected costs of services that you may receive as a patient. This estimate helps you understand your financial obligations prior to receiving treatment.
Providing a Good Faith Estimate
Requesting an Estimate: You can request a Good Faith Estimate by contacting our office at info@rubycastaneda.com. You are entitled to receive it during your initial consultation, without request.
Information Required: To provide an accurate estimate, please provide the following information:
Type of service requested (e.g., individual therapy, couples therapy)
Estimated frequency of sessions
Any specific concerns or issues you would like to address
Written Estimate: Once we receive your request, we can provide you with a written Good Faith Estimate that outlines:
The expected cost of each session
The estimated number of sessions needed
Any additional fees that may apply (e.g., assessments, reports)
Changes to the Estimate
Please be aware that the Good Faith Estimate is based on the information provided at the time of the request. If your treatment needs change or if additional services are required, we will update you and provide a revised estimate.
Insurance Considerations
If you are using insurance, please contact your insurance provider to understand your coverage and any out-of-pocket costs you may incur. We can assist you with billing and claims submissions, but you are ultimately responsible for any charges not covered by your insurance.
Disputing Charges
If you believe that the billed charges exceed your Good Faith Estimate, you have the right to dispute the charges. Please contact our office to discuss your concerns.
Contact Us
For questions regarding this Good Faith Estimate Policy or the NSA Notice, please reach out to us at:
Hugo A. Castaneda, SHRM-CP
Vice President of Finance & Administration, Compliance Officer
PO Box 184, Pismo Beach, CA 93448-0184
coo@rubycastaneda.com