NOTICE OF PRIVACY PRACTICES
Natalia Alcantara-Lugo LCSW, PLLC
Effective Date: November 9, 2026
THIS NOTICE DESCRIBES HOW YOUR HEALTH INFORMATION MAY BE USED AND DISCLOSED AND HOW YOU CAN ACCESS THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
1. OUR COMMITMENT TO YOUR PRIVACY
Natalia Alcantara-Lugo LCSW, PLLC is committed to protecting the privacy and confidentiality of your personal health information.
As a licensed clinical social worker providing outpatient psychotherapy services exclusively through telehealth, I am required to protect your Protected Health Information (PHI) in accordance with applicable federal and New York State laws, including the Health Insurance Portability and Accountability Act (HIPAA).
This Notice explains your privacy rights, my legal responsibilities, and how your health information may be used and disclosed.
I am required to follow the terms of this Notice currently in effect.
2. HOW I MAY USE AND DISCLOSE YOUR HEALTH INFORMATION
Your protected health information may be used or disclosed without your written authorization for the following purposes, when permitted by law.
A. Treatment
Your information may be used to provide, coordinate, or manage your mental health treatment.
Examples include:
Documenting psychotherapy sessions and treatment progress.
Developing and updating treatment plans.
Coordinating referrals to other healthcare professionals.
Consulting with other healthcare professionals involved in your care when permitted by law.
B. Payment
Your information may be used to obtain payment for the services you receive.
Examples include:
Submitting electronic insurance claims.
Verifying insurance eligibility and benefits.
Obtaining payment from insurance companies.
Addressing billing questions and insurance claim disputes.
Using billing and payment processing services.
C. Healthcare Operations
Your information may be used for activities necessary to operate and improve my practice.
Examples include:
Maintaining clinical and administrative records.
Quality assurance and practice administration.
Professional consultation and compliance activities.
Working with authorized service providers who assist with practice operations.
D. Business Associates and Technology Providers
I may share your protected health information with third-party service providers that assist with practice operations, including electronic health record systems, telehealth platforms, billing services, insurance claim processors, and secure electronic communication providers.
These service providers must agree to protect your information through appropriate contractual safeguards, including Business Associate Agreements when required by HIPAA.
3. OTHER PERMITTED OR REQUIRED DISCLOSURES
Your information may also be disclosed without your written authorization in certain circumstances permitted or required by law, including:
As required by law: When disclosure is required by federal, state, or local law.
Public health activities: When reporting is legally required to protect public health and safety.
Abuse, neglect, or domestic violence: When reporting is required or otherwise permitted by applicable law.
Health oversight activities: To government agencies authorized to conduct audits, investigations, or licensing activities.
Judicial and administrative proceedings: When disclosure is authorized under applicable law and legal requirements.
Law enforcement: When disclosure is specifically permitted or required by applicable law.
Serious threats to health or safety: When necessary to prevent or lessen a serious and imminent threat, consistent with applicable law.
Workers' compensation: When disclosure is authorized or required for workers' compensation purposes.
Appointment reminders: To contact you regarding scheduled appointments, scheduling changes, or other matters related to your care.
4. YOUR CHOICES REGARDING CERTAIN DISCLOSURES
For certain health information, you may have the right to tell me whether you want information shared.
When applicable, you may express your preferences regarding:
Sharing information with family members, close friends, or others involved in your care or payment for your care.
Sharing information in a disaster relief situation.
If you are unable to communicate your preference, I may share information when permitted by law and when I determine that doing so is in your best interest or is necessary to prevent a serious and imminent threat.
5. PSYCHOTHERAPY NOTES
Psychotherapy notes are personal notes maintained separately from the general clinical record that document or analyze the contents of psychotherapy conversations.
These notes receive special protection under HIPAA.
In most circumstances, I must obtain your written authorization before using or disclosing psychotherapy notes.
Exceptions may apply under HIPAA, including certain disclosures for treatment by the originator of the notes and other specifically permitted circumstances.
Psychotherapy notes are different from your general clinical record, which may include diagnoses, treatment plans, progress notes, and billing information.
6. SUBSTANCE USE DISORDER RECORDS
Certain substance use disorder records are subject to additional federal confidentiality protections under 42 CFR Part 2.
If I receive or maintain records protected by Part 2, I will follow the applicable confidentiality requirements.
These protections may restrict the use and disclosure of such records beyond what is ordinarily permitted under HIPAA.
Part 2 records generally cannot be used or disclosed in civil, criminal, administrative, or legislative proceedings against you without your written consent or a qualifying court order and accompanying subpoena.
7. USES AND DISCLOSURES REQUIRING YOUR WRITTEN AUTHORIZATION
Other uses and disclosures of your protected health information that are not described in this Notice will require your written authorization unless otherwise permitted or required by law.
Written authorization is generally required for:
Most uses and disclosures of psychotherapy notes.
Marketing activities involving your protected health information when authorization is required.
Sale of your protected health information.
Other uses or disclosures requiring authorization under applicable law.
You may revoke a written authorization at any time by submitting a written request. Revocation will not apply to actions already taken in reliance on your authorization.
8. YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION
You have the following rights under applicable privacy laws:
A. Right to Access Your Records
You may request to inspect or obtain a copy of your health information maintained by the practice.
Requests must be submitted in writing. Certain limited exceptions may apply under applicable law.
B. Right to Request an Amendment
You may request that your health information be corrected or amended if you believe it is inaccurate or incomplete.
Your request must be submitted in writing. I may deny a request under certain circumstances permitted by law.
C. Right to Request Confidential Communications
You may request that I communicate with you through a specific method or at a particular location.
For example, you may request that appointment-related communications be sent to a particular email address or telephone number.
Reasonable requests will be accommodated as required by law.
D. Right to Request Restrictions
You may request restrictions on how your protected health information is used or disclosed for treatment, payment, or healthcare operations.
I am not required to agree to every requested restriction.
However, if you pay for a service entirely out of pocket and request that information about that service not be disclosed to your health plan for payment or healthcare operations purposes, I must honor that request when HIPAA requires it.
E. Right to an Accounting of Disclosures
You may request an accounting of certain disclosures of your protected health information made by the practice during the six years preceding your request, subject to applicable exceptions.
Some disclosures, including those made for treatment, payment, and healthcare operations, are excluded from this accounting.
F. Right to a Paper or Electronic Copy of This Notice
You may request a paper copy of this Notice at any time, even if you previously agreed to receive it electronically.
G. Right to Choose a Personal Representative
If someone has legal authority to act on your behalf, that person may exercise your privacy rights as permitted by law. I will verify their authority before accepting requests.
H. Right to Be Notified of a Breach
You have the right to receive notification if a breach of unsecured protected health information occurs and notification is required by law.
9. TELEHEALTH AND ELECTRONIC COMMUNICATIONS
Natalia Alcantara-Lugo LCSW, PLLC provides psychotherapy services exclusively through telehealth.
Your protected health information may be created, received, maintained, or transmitted electronically through authorized electronic health record systems, telehealth platforms, billing systems, and secure client portals.
Communication with the practice may occur through:
631-405-7998
Natalia.alugo@proton.me
Secure client portal
Although reasonable safeguards are used to protect your information, electronic communications may carry privacy and security risks.
Regular email and telephone communications may not provide the same level of confidentiality as a secure client portal. Please avoid sending highly sensitive clinical information through ordinary email unless you understand and accept the associated risks.
You may request confidential communication through a particular method or at a particular contact location.
10. NEW YORK STATE CONFIDENTIALITY PROTECTIONS
In addition to federal HIPAA protections, I follow applicable New York State laws and professional confidentiality requirements governing mental health information.
Communications between licensed clinical social workers and clients may be protected by New York's social worker-client privilege under applicable law, including New York Civil Practice Law and Rules § 4508.
Confidentiality may be subject to legally recognized exceptions, including certain mandated reporting obligations and circumstances involving serious threats to health or safety.
Information will only be disclosed as permitted or required by applicable federal and state laws.
11. VIRGINIA STATE CONFIDENTIALITY PROTECTIONS
In addition to federal HIPAA protections, I follow applicable Virginia laws and professional confidentiality requirements governing mental health information and the privacy of client records.
Under Virginia regulations governing the practice of social work, including 18VAC140-20-150, I am required to maintain the confidentiality of therapeutic relationships and client records. Client information and records are generally disclosed only with the client's written consent or as otherwise permitted or required by law.
Virginia law also recognizes a limited privilege for confidential communications between clients and licensed clinical social workers under Virginia Code § 8.01-400.2. This privilege generally applies to testimony in civil proceedings and is subject to certain legal exceptions. It does not prevent disclosures required by applicable child abuse and neglect reporting laws.
Confidentiality may be limited in circumstances including, but not limited to:
When disclosure is required by law, including applicable mandated reporting obligations.
When a client presents a danger to themselves or others.
When a client communicates a specific and immediate threat of serious bodily injury or death toward an identified or readily identifiable person, under circumstances covered by Virginia Code § 54.1-2400.1.
When disclosure is otherwise authorized or required by applicable federal or state law.
Information will only be disclosed to the extent permitted or required by applicable law. When disclosure is necessary, reasonable efforts will be made to limit the information disclosed to what is appropriate under the circumstances.11. OUR RESPONSIBILITIES
Natalia Alcantara-Lugo LCSW, PLLC is required to:
Maintain the privacy and security of your protected health information.
Provide you with this Notice describing privacy practices and legal responsibilities.
Follow the terms of the Notice currently in effect.
Notify affected individuals following a breach of unsecured protected health information when required by law.
Obtain appropriate authorization before making disclosures when authorization is legally required.
I reserve the right to revise this Notice and make the revised Notice applicable to all protected health information maintained by the practice, as permitted by law.
Any revised Notice will be made available on the practice website and upon request.
12. FILING A PRIVACY COMPLAINT
If you believe your privacy rights have been violated, you may submit a complaint directly to the practice or to the U.S. Department of Health and Human Services, Office for Civil Rights.
To submit a complaint to the practice:
Natalia Alcantara-Lugo LCSW, PLLC
Attention: Privacy Officer
Mailing Address: 110 Mastic Rd., P.O. Box 479, Mastic Beach, NY 11951
Telephone: 631-405-7998
Email: Natalia.alugo@proton.me
To submit a complaint to the U.S. Department of Health and Human Services:
Office for Civil Rights
U.S. Department of Health and Human Services
Website: https://www.hhs.gov/hipaa/filing-a-complaint/index.html
You will not be retaliated against for filing a privacy complaint.
13. QUESTIONS REGARDING THIS NOTICE
If you have questions about this Notice or wish to exercise any of your privacy rights, please contact:
Natalia Alcántara-Lugo, DSW, LCSW, CCTS-I
Privacy Officer
Natalia Alcantara-Lugo LCSW, PLLC
110 Mastic Rd., P.O. Box 479, Mastic Beach, NY 11951
Telephone: 631-405-7998
Email: Natalia.alugo@proton.me
Thank you for trusting Natalia Alcantara-Lugo LCSW, PLLC with your mental health care. Protecting your privacy and confidentiality is an essential part of my professional responsibility.