Notice of Privacy Practices
The Mind Matters, PLLC, DBA Online Therapy of Texas
Effective Date: October 20, 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.
1. About This Notice
Online Therapy of Texas (OTOT) is operated by The Mind Matters, PLLC and provides behavioral health services through licensed mental health professionals, including independently licensed contracted clinicians.
This Notice describes the privacy practices of The Mind Matters, PLLC and clinicians and personnel acting on its behalf when providing services through the Practice, to the extent covered by this Notice.
Protected Health Information (PHI) includes information that identifies you and relates to your physical or mental health, healthcare services, or payment for healthcare.
We are committed to maintaining the confidentiality of your information in accordance with HIPAA, applicable Texas law, and other applicable confidentiality requirements.
We use Headway for clinical onboarding, clinical documentation, and clinical services. Consultation inquiries are received and managed through Hushmail. Authorized clinicians and practice administrators may access information as appropriate for their responsibilities and as permitted by law.
2. How We May Use and Disclose Your Information
Treatment
We may use or disclose your PHI to provide, coordinate, or manage your care. This may include communication among treating clinicians, clinical consultation, appropriate supervision, and referrals to other healthcare professionals.
Payment
We may use or disclose PHI to obtain payment for services, verify insurance eligibility, submit claims, and address billing or coverage questions, subject to applicable confidentiality requirements.
Healthcare Operations
We may use or disclose PHI for lawful practice operations, including quality improvement, administrative oversight, clinician training and supervision, compliance activities, and evaluation of services.
When Required or Permitted by Law
We may use or disclose PHI without your written authorization in circumstances permitted or required by applicable law, including:
• Reporting suspected child abuse or neglect and other legally reportable abuse.
• Responding to authorized public health activities.
• Cooperating with legally authorized health oversight activities.
• Responding to valid judicial or administrative proceedings, subject to applicable confidentiality protections.
• Responding to qualifying law enforcement requests.
• Preventing or lessening a serious and imminent threat to health or safety when permitted by law.
• Providing information to medical examiners, coroners, or funeral directors when authorized by law.
• Complying with applicable workers’ compensation requirements.
• Responding to certain specialized government functions when legally authorized.
• Disclosing information to the U.S. Department of Health and Human Services for HIPAA compliance investigations.
These circumstances are subject to HIPAA, Texas mental health confidentiality requirements, and any other applicable legal protections. Not every request for information authorizes disclosure.
Family Members and Others Involved in Your Care
We may share relevant information with family members or others involved in your care or payment for care when you agree, have an opportunity to object and do not object, or when another legal basis permits disclosure.
Additional confidentiality protections may apply to mental health information and to minors.
Business Associates and Service Providers
We may use service providers to support clinical documentation, scheduling, billing, communications, and other permitted functions.
When required, we use business associate agreements and other appropriate safeguards governing the handling of PHI.
3. Uses and Disclosures Requiring Written Authorization
We will obtain your written authorization for uses or disclosures of PHI when required by law.
This generally includes most uses and disclosures of separately maintained psychotherapy notes, uses of PHI for marketing that require authorization, and sales of PHI.
We do not sell patient information or share it with outside businesses for their independent marketing purposes.
You may revoke an authorization in writing at any time, except to the extent we have already acted in reliance on it or another legal exception applies.
4. Psychotherapy Notes
HIPAA provides additional protections for psychotherapy notes maintained separately from the clinical record.
These notes are distinct from ordinary progress notes, diagnoses, treatment plans, medication information, and other records used to make decisions about your care.
Most uses and disclosures of separately maintained psychotherapy notes require specific authorization unless a legal exception applies.
The HIPAA right of access generally does not extend to separately maintained psychotherapy notes, although other applicable laws may provide additional rights.
5. Substance Use Disorder Information
Some substance use disorder treatment records receive additional confidentiality protections under federal law, including 42 CFR Part 2.
When the Practice receives or maintains records subject to Part 2, we will follow the additional restrictions applicable to those records.
Part 2-protected records, or testimony describing their contents, generally cannot be used or disclosed in civil, criminal, administrative, or legislative proceedings against you without your written consent or a qualifying court order accompanied by a subpoena or other legal requirement.
Other special consent and redisclosure rules may apply.
Where required, we will provide individuals with applicable rights and choices concerning fundraising communications involving Part 2 information.
6. Your Rights Regarding Your Health Information
Access Your Records
You may request access to or a copy of PHI maintained in your designated record set, including eligible electronic records.
We will respond within the time required by applicable law. Limited exceptions may apply.
Any copying fees will comply with applicable law.
Request an Amendment
You may ask us to correct or amend information you believe is inaccurate or incomplete.
If we deny an amendment request, we will explain the reason and inform you of applicable rights to submit a statement of disagreement.
Request Confidential Communications
You may ask us to communicate with you through an alternative method or at an alternative location.
We will accommodate reasonable requests in accordance with applicable law.
Request Restrictions
You may ask us to limit certain uses or disclosures of your PHI.
We are not generally required to agree to all requested restrictions.
However, when you pay in full out of pocket for a healthcare item or service, we generally must honor a qualifying request not to disclose related information to your health plan for payment or healthcare operations, unless disclosure is required by law.
Request an Accounting of Disclosures
You may request an accounting of certain disclosures of your PHI during the applicable six-year period.
The accounting will exclude categories of disclosures exempted by law.
One accounting within a 12-month period is generally provided without charge. A reasonable, cost-based fee may apply to additional requests as permitted by law.
Receive a Copy of This Notice
You may request a paper or electronic copy of this Notice at any time.
Choose a Personal Representative
A person legally authorized to act on your behalf may exercise certain privacy rights, subject to verification of authority and applicable exceptions.
7. Minors and Confidentiality
Online Therapy of Texas primarily provides services to individuals ages 15 and older. Younger children may be considered for services following an initial clinical consultation.
Consent for treatment, access to records, parental involvement, and confidentiality for minors are governed by applicable Texas and federal law.
A parent or guardian’s authority to access a minor’s information may depend on the circumstances and applicable law. We evaluate these requests individually.
8. Our Responsibilities
The Practice is required to:
• Maintain the privacy and security of PHI as required by applicable law.
• Provide notice of our legal duties and privacy practices.
• Follow the terms of the Notice currently in effect.
• Notify affected individuals following breaches of unsecured PHI when required by law.
• Apply applicable restrictions on the use and disclosure of confidential mental health and substance use disorder information.
• Provide individuals with a copy of this Notice upon request.
We will not use or disclose PHI in ways not described in this Notice unless authorized by you in writing or otherwise permitted or required by law.
9. Complaints and Privacy Concerns
If you believe your privacy rights have been violated, you may contact:
Mitchell Mathews, LCSW-S, CCTP
Founder & Clinical Director / Designated Privacy Contact
The Mind Matters, PLLC
DBA Online Therapy of Texas
Email: mitchell@onlinetherapyoftexas.com
Phone: (281) 688-6788
Website: https://www.onlinetherapyoftexas.com
You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights:
We will not retaliate against you for filing a privacy complaint.
10. Changes to This Notice
We reserve the right to change this Notice and make the revised provisions effective for all PHI we maintain, as permitted by law.
When material changes are made, we will make the revised Notice available through our website and upon request, and provide it through other legally required methods.
The effective date will appear at the beginning of the Notice.
11. Questions or Requests
For questions about this Notice, requests to exercise privacy rights, or concerns about how your information is handled, contact:
The Mind Matters, PLLC
DBA Online Therapy of Texas
Attention: Mitchell Mathews, LCSW-S, CCTP
Founder & Clinical Director / Designated Privacy Contact
Email: mitchell@onlinetherapyoftexas.com
Phone: (281) 688-6788