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. This Notice is provided in compliance with the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule and the California Confidentiality of Medical Information Act (CMIA, Cal. Civ. Code §56 et seq.). Where state and federal law differ, we apply the more protective standard.
1. Our duty to protect your information
Pasadena Clinical Group is required by law to:
- Maintain the privacy of your Protected Health Information (PHI).
- Provide you with this Notice describing our legal duties and privacy practices.
- Notify you in the event of a breach of unsecured PHI.
- Follow the terms of the Notice currently in effect.
2. Uses and disclosures without your authorization
We may use or disclose PHI without your written authorization for the following purposes:
- Treatment — coordination among providers caring for you.
- Payment — submitting claims to your insurer, with the minimum information necessary.
- Healthcare operations — quality assurance, training, business management.
- Required by law — including mandated reports of child or elder abuse, court orders, public-health requirements, and Tarasoff-related duty-to-warn (Cal. Civ. Code §43.92).
- Health oversight — disclosures to state licensing boards in the course of investigations.
3. Uses and disclosures requiring your authorization
The following uses and disclosures require your specific written authorization, which you may revoke in writing at any time:
- Marketing communications (CMIA §56.10(d) is stricter than HIPAA on this point).
- Sale of PHI.
- Disclosure of psychotherapy notes (process notes kept separately from your clinical record).
- Most other disclosures not specifically permitted by law.
4. California-specific protections
California law provides several heightened protections beyond HIPAA:
- CMIA (Cal. Civ. Code §56 et seq.) — generally requires written authorization for disclosure of medical information beyond the HIPAA "treatment, payment, operations" exceptions, with limited exceptions.
- Mental health records — under Cal. Welf. & Inst. Code §5328 (where applicable), confidentiality protections may apply more strictly.
- HIV information, genetic test results, and substance-use treatment records — additional state and federal protections apply (e.g., 42 CFR Part 2 for substance-use programs).
5. Your rights
You have the following rights regarding your PHI:
- Right to inspect and copy your treatment records (Cal. Health & Safety Code §123100 et seq.; HIPAA 45 CFR §164.524). Limited exceptions apply for psychotherapy notes and information that could endanger you or another person.
- Right to request amendment if you believe information is incomplete or incorrect.
- Right to an accounting of disclosures we have made for purposes other than treatment, payment, or operations.
- Right to request restrictions on certain uses and disclosures.
- Right to request confidential communications at a specific phone, address, or by alternative means.
- Right to receive a paper copy of this Notice.
- Right to be notified of a breach of unsecured PHI.
6. Records retention
Records are retained for a minimum of seven (7) years after the last date of service for adult clients, and until age 19 (or seven years past last service, whichever is later) for minor clients, in compliance with California law.
7. How to exercise your rights or file a complaint
To exercise any of the rights listed above, contact our Privacy Officer at office@pasadenaclinicalgroup.com or (626) 354-6440. You will not be retaliated against for filing a complaint.
You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights (hhs.gov/ocr) or with the California Attorney General's office (oag.ca.gov/privacy).
8. Contact
Privacy Officer · Pasadena Clinical Group · 301 N. Lake Ave, STE 600, Pasadena, CA 91101 · (626) 354-6440 · office@pasadenaclinicalgroup.com