Notice of Policy Practices

Your Information. Your Rights. Our Responsibilities.

This notice describes how health information about you may be used and disclosed and how you can get access to this information. Some services we provide are subject to additional federal confidentiality protections, please see the section for 42 CFR Part 2 involving substance used disorder information. Please review it carefully.

Your Rights

When it comes to your health information, you have certain rights. This section explains your rights and some of our responsibilities to help you.

You have the right to:

Get a copy of your health and claims records
Correct your health and claims records
Request confidential communication
Ask us to limit the information we share
Get a list of those with whom we’ve shared your information
Get a copy of this privacy notice
Choose someone to act for you
File a complaint if you believe your privacy rights have been violated
Opt-out or decline to having your health information shared with Health Information Exchanges (HIE)

Get an electronic or paper copy of your medical record.

You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. Ask us how to do this.

We will provide a copy or a summary of your health information, usually within 30 days of your request. We may charge a reasonable, cost-based fee.

To request a copy of your medical records, please contact our Records Department by phone at 844-422-3632 ext. 9524, by email at records@acendahealth.org, or by fax at 609-778-6244.

Ask us to correct your medical record.

You can ask us to correct health information about you that you think is incorrect or incomplete. Ask us how to do this.

We may say “no” to your request, but we’ll tell you why in writing within 60 days.

Request confidential communications.

You can ask us to contact you in a specific way (for example, home or office phone) or to send mail to a different address.

We may say “no” to your request, but we’ll tell you why in writing within 60 days.

Request confidential communications

You can ask us to contact you in a specific way (for example, home or office phone) or to send mail to a different address.

We will consider all reasonable requests, and must say “yes” if you tell us you would be in danger if we do not.

You can ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree to your request, and we may say “no” if it would affect your care.

If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that information.

Get a list of those with whom we’ve shared information.

You can ask for a list (accounting) of the times we’ve shared your health information for six years prior to the date you ask, who we shared it with, and why.

We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We’ll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.

Get a copy of this privacy notice.

You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice electronically. We will provide you with a paper copy promptly.

Choose someone to act for you.

If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.

We will make sure the person has this authority and can act for you before we take any action.

File a complaint if you feel your rights are violated.

You can complain if you feel we have violated your rights by contacting us using the information on page 5.

You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting www.hhs.gov/ocr/privacy/hipaa/complaints/.

We will not retaliate against you for filing a complaint.

Your Choices

You have some choices in the way that we use and share information as we:

Tell family and friends about your condition
Provide disaster relief
Provide mental health care
Market our services and sell your information
Raise funds

For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.

In these cases, you have both the right and choice to tell us to:

Share information with your family, close friends, or others involved in your care

Share information in a disaster relief situation

If you are not able to tell us your preference, for example if you are unconscious, we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety.

In these cases we never share your information unless you give us written permission:

Marketing purposes

Sale of your information

Most sharing of psychotherapy notes.

In the case of fundraising:

We may contact you for fundraising efforts, but you can tell us not to contact you again.

Our Uses and Disclosures

We may use and share your information as we::

Treat you
Bill for your services
Run our organization
Health Information Exchange
Central Registries and Prescription Drug Monitoring Programs (PDMPs)
Help with public health and safety issues
Do research
Comply with the law
Work with a medical examiner
Address workers’ compensation, law enforcement, and other government requests
Respond to lawsuits and legal actions

How do we typically use or share your health information? We typically use or share your health information in the following ways:

Treat you.

We can use your health information and share it with other professionals who are treating you. Example: A doctor treating you for an injury asks another doctor about your overall health condition.

Bill for your services.

We can use and share your health information to bill and get payment from health plans or other entities (e.g. insurance companies, Medicaid/Medicare, Tricare, worker’s compensation, your employer for payments or other payor(s) for your services). Example: We give information about you to your health insurance plan so it will pay for your services.

Run our organization.

We can use and share your health information to run our organization, improve your care, conduct health care operations, and contact you when necessary. Example: We use health information about you to manage your treatment and services.

Health Information Exchange.

Acenda may share your health information with other providers or organizations through a Health Information Exchanges (HIEs) like the New Jersey Health Information Network (NJHIN) or the State Prescription Drug Monitoring Program (PDMP). This may include details about your health history, current conditions, treatment and medications. Sharing through HIEs helps support your care, billing, coordination, and approved research. Even if you choose not to participate, some limited information, such as public health reports and prescription data—may still be shared as required by law.

Example: Information about your past health care and current health conditions and medications can be available to us or to your non-Acenda providers, physician or hospital, if they participate in the HIE as well. HIEs can provide faster access, better coordination of care and assist providers and public health officials in making more informed decisions.

The New Jersey Health Information Network (NJHIN), is a regional internet-based HIE in which we participate. We may share information about you through NJHIN for treatment, payment, health care operations, or research purposes. Your provider may also participate in other HIEs, including HIEs that allow your provider to share your information directly through our electronic health record system. You may opt out of the HIE and disable access to your health information made available through the HIE. Even if you opt-out of the HIE, public health reporting and Controlled Dangerous Substances information, as part of the State Prescription Drug Monitoring Program (PDMP), will still be available to providers through the HIE as permitted by law. Your information through the HIEs is protected by applicable federal and state laws like HIPAA and 42 CFR Part 2. You have the right to opt-out of the HIE(s) at any time by contacting us by email at EHRSupport@acendahealth.org, or call us at 844-422-3632 and ask to speak with EHR Support Representative. By opting out, your services and payment for services will not be affected.

Electronic Communications and Your Health Information

We may use electronic methods to communicate with you about your care, including email, text messages (SMS), or other digital means. These methods can be convenient and efficient. However, it’s important to understand the privacy and security protections associated with electronic communications.

Electronic communications are not intended for emergencies. If you are experiencing medical or mental health emergency, call 9-1-1 immediately.

Use of Email and Text Messages:

We may communicate with you via email or text message for scheduling appointments, appointment reminders, billing notices, and other non-sensitive administrative matters.

We will not send sensitive personal health information via email or text unless you specifically request or authorize us to do so. These communications may not be secure, and there is a risk that they could be intercepted or accessed by unauthorized individuals.

If you choose to communicate with us via email or text, you do so at your own risk. You may revoke this permission at any time.

Text Message Privacy Policy and Terms of Use:

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text message originator opt-in data and consent. This information will not be shared with any third parties.

By providing your contact information, you agree to receive messages from Acenda Integrated Health. Message frequency varies. Message and data rates may apply. For help, reply HELP or call us at 844-422-3632. You can opt-out at any time by replying STOP.

Secure Messaging and Portals:

We may provide access to a secure portal where you can send and receive secure messages, and complete electronic forms.

These secure platforms comply with HIPAA security requirements to protect the confidentiality and integrity of your health information.

Your Rights and Responsibilities:

You have the right to request how we communicate with you, including your preferred method of communication. If you prefer not to receive communications electronically, please let us know.

You are responsible for ensuring the accuracy of your contact information and for securing access to your own devices and email accounts.

We are allowed or required to share your information in other ways – usually in ways that contribute to the public good, such as public health and research. We have to meet many conditions in the law before we can share your information for these purposes.

For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/index.html

Help with public health and safety issues.

We can share health information about you for certain situations such as:

Preventing disease

Helping with product recalls

Reporting adverse reactions to medications

Reporting suspected abuse, neglect, or domestic violence

Preventing or reducing a serious threat to anyone’s health or safety

Do research.

We can use or share your information for health research.

Comply with the law.

We may use or disclose information about you as required or permitted by federal, state, or local laws.

Required by Law: We will disclose information about you when required to do so by applicable law. This includes disclosing information to the U.S. Department of Health and Human Services (HHS) if requested, to demonstrate our compliance with federal privacy regulations.
- Mandated Reporting: We are required by law to report certain types of information, including:
- Suspected abuse or neglect of children, elders, or vulnerable adults.
- Domestic violence or other injuries resulting from criminal activity.
- Duty to Warn: If we believe there is a serious threat to your health or safety, or the health or safety of another person or the public, we may disclose your information to someone who is able to help prevent or lessen the threat. This may include law enforcement, mental health professionals, or potential victims, as required or permitted by law.

Work with a medical examiner.

We can share health information with a coroner, medical examiner, when an individual die.

Address workers’ compensation, law enforcement, and other government requests.

We can use or share health information about you:

For workers’ compensation claims

For law enforcement purposes or with a law enforcement official

With health oversight agencies for activities authorized by law

For special government functions such as military, national security, and presidential protective services.

Respond to lawsuits and legal actions.

We can share health information about you in response to a court or administrative order, or in response to a subpoena.

Our Responsibilities

We are required by law to maintain the privacy and security of your protected health information.

We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.

We must follow the duties and privacy practices described in this notice and give you a copy of it.

We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/noticepp.html

42 CFR Part 2 – Substance Use Disorder Information

Effective: February 16, 2026

If you participate in one of Acenda’s recovery services, this section describes how information about you related to substance use disorder (SUD) treatment is protected by federal law (42 CFR Part 2) may be used and disclosed, and how you can get access to this information. Please review it carefully.

Federal law and regulations protect the confidentiality of SUD treatment records that identify you as a current or former patient of a program that provides treatment, diagnosis, or referral for treatment of substance use disorders. These protections are stricter than general health information privacy protections under HIPAA and apply to records maintained in connection with SUD services.

How We May Use and Disclose Your SUD Information.

We may use or disclose your SUD information only in the following circumstances:

With Your Written Consent. Except as otherwise provided by law, your written consent is required before we may disclose your SUD information. Your consent must clearly describe what information will be disclosed, to whom, for what purpose, and when it expires.

Treatment, Payment, and Health Care Operations (TPO). If you give a single written consent permitting disclosure of Part 2 records for TPO purposes, we may share those records for TPO as permitted by HIPAA until you revoke that consent in writing.

As Required or Permitted by Law Without Consent. In limited circumstances permitted by 42 CFR Part 2 or other applicable law, we may disclose your SUD records without consent. Example: For certain medical emergencies, research, audit, or program evaluation under strict conditions.

Restrictions on Use in Legal Proceedings. We will not use or disclose your SUD records, or provide testimony about the contents of those records, in any civil, criminal, administrative, or legislative proceeding against you unless:

You provide specific written permission for such use or disclosure; or

A court order is issued after you have been given notice and an opportunity to be heard, consistent with 42 CFR Part 2 requirements.

Redisclosure Rules. Any person or organization that receives your Part 2 SUD records from us may no longer be subject to Part 2 protections. However, they may still be subject to HIPAA or other applicable laws. You should be aware that once information is disclosed, it may be redisclosed by the recipient.

Your Rights Regarding SUD Records. You have the following rights with respect to your SUD information:

Right to Receive Notice: You are entitled to a paper or electronic copy of this Notice.

Right to Consent and Revoke: You may grant or revoke your written consent for disclosures of your SUD records, except to the extent we have already acted in reliance on your prior consent.

Right to Restrict Disclosures: You may request additional restrictions on the use or disclosure of your SUD information. We are not required to agree to restrictions except where the law requires.

Right to an Accounting of Disclosures: You may request a list of certain disclosures of your protected SUD information.

Right to File Complaints: You may file a complaint with our Privacy Officer or with the U.S. Department of Health and Human Services if you believe your rights have been violated.

Changes to the Terms of this Notice

We can change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available upon request, in our office, and on our web site.

Contact Us

If you have questions, requests or complaints, please contact:

Compliance Officer
42 South Delsea Drive
Glassboro, New Jersey 08028

Phone: (844)4-ACENDA ext. 9540

Email: complianceofficer@acendahealth.org

Revised Date: February 16, 2026