Patient Portal

Thrive Brain and Mind

Privacy Policy & Patient Communications

Thrive Brain and Mind

1. About this policy

Psychiatric Consultants, LLC, doing business as Thrive Brain and Mind (“Thrive,” “we,” “us”), protects your health information and contacts you by phone, text and email only in the ways described here and in the ways you choose.

Effective date: March 1, 2026 · Applies to: our Powell/Columbus and Logan, Ohio offices, our telehealth services, our patient portal, and our website.

Website: thrivepsychohio.com · This policy online: thrivepsychohio.com/privacy-policy · Phone: 614-588-8177 · Hours: Monday–Friday, 9 a.m.–6 p.m.

This Privacy Policy explains, in plain language, what information we collect, how we use it, and how we communicate with you. It works alongside our HIPAA Notice of Privacy Practices, which is the formal legal notice of your rights under federal law. If the two ever differ, the Notice of Privacy Practices controls.

We are a psychiatric practice. Mental health and substance use information is among the most sensitive information a person has, and we treat it that way.

Information we collect

We collect only what we need to treat you, bill for your care, run the practice, and meet legal requirements.

Category

Examples

Identity and contact

Name, date of birth, address, phone numbers, email address, emergency contact, preferred pharmacy

Health information

Psychiatric history, diagnoses, medications, lab results, rating scales, treatment notes, records from other providers

Treatment-specific records

Spravato (esketamine) REMS monitoring, ketamine treatment records, TMS treatment records, Suboxone (buprenorphine) program records

Insurance and billing

Insurance cards, subscriber details, claims, payment history, payment card details processed by our payment vendor

Communication records

Texts, emails, voicemails, portal messages, call logs, and your communication preferences and consents

Telehealth and technical data

Device and browser type, IP address, and connection information needed to run video visits and the patient portal

Website data

Contact-form entries and basic site analytics (see Section 8)

We collect this information from you, from people you authorize (such as a parent or guardian), from other providers and pharmacies, from your health plan, and from state prescription monitoring programs such as Ohio’s OARRS, as required by law.

3. How we use and share information

We use and share your information to treat you, get paid for your care, and run the practice; anything else needs your written permission unless the law requires or allows it.

Without your written authorization, we may use or share information for:

  • Treatment —coordinating with your other doctors, therapists, pharmacies and labs; e-prescribing; checking OARRS before prescribing controlled substances.
  • Payment —billing your insurance, obtaining prior authorizations, and collecting balances.
  • Health care operations — quality review, staff training, scheduling, compliance audits, and legal and accounting services.
  • Legal requirements and safety — quality review, staff training, scheduling, compliance audits, and legal and accounting services.
  • Spravato REMS—reporting required treatment and monitoring information to the FDA-mandated REMS program.

We need your written authorization for:

  • Releasing psychotherapy notes (a clinician's separate process notes), except in narrow cases the law allows.
  • Sharing information with family, employers, schools, attorneys or others not involved in your care, unless you tell us in person that a family member may be involved and it is appropriate.
  • Any marketing communication.
  • Any use not described in this policy or our Notice of Privacy Practices.

You may revoke an authorization in writing at any time. Revocation does not undo disclosures already made.

We never sell your information. We do not sell, rent or trade your health information, phone number, email address, or text-message consent to anyone, and we do not share them with third parties or affiliates for their marketing or promotional purposes.

4. Substance use disorder records (Suboxone program)

Records from our Suboxone (buprenorphine) program receive extra federal protection under 42 CFR Part 2, on top of HIPAA.

  • Consent for treatment, payment and operations. — We ask for one written consent that lets us use and share these records for your treatment, payment and our health care operations. You may limit or revoke it in writing.
  • No use against you in legal proceedings. —Your SUD records, or testimony about them, cannot be used in civil, criminal, administrative or legislative proceedings against you unless you give specific written consent or a court issues an order that meets Part 2 requirements. A subpoena alone is not enough.
  • SUD counseling notes kept separately by a clinician need their own separate written consent to be shared.
  • Fundraising. — We do not use your records for fundraising. If that ever changes, you will have a clear way to opt out.
  • Breaches of SUD records are reported to you and to HHS the same way as other health information.

You may file a complaint about a Part 2 violation with us or with the U.S. Department of Health and Human Services, Office for Civil Rights. You will not be penalized for filing a complaint.

You will receive our separate Part 2 patient notice (or a combined notice) when you enroll in the Suboxone program.

5. Phone calls and voicemail

We call the number you designate and leave only the amount of detail you allow.

  • Which number. — We use the phone number(s) you list on your intake and communication preference form. Tell us if any number is shared with others or should not be used.
  • Voicemail. —Unless you permit more detail, our messages include only your first name, the practice name "Thrive" or a staff member's name, and a callback number. We do not leave diagnoses, medications, or test results on voicemail without your permission.
  • Who answers. — If someone else answers, we will not discuss your care unless you have listed them as an authorized contact.
  • Automated reminders. —With your consent, we may use automated or prerecorded calls for appointment reminders, refill notices, and similar care-related messages. We never use automated calls for marketing.
  • Caller ID.—Our calls may display "Thrive Brain and Mind" or our office number, 614-588-8177. Tell us if you prefer a less identifiable caller ID or number.
  • Recording.— We do not record phone calls with patients without telling you first.

Emergencies: Do not use voicemail, text, or email for emergencies. Call 911, call or text 988 (Suicide & Crisis Lifeline), or go to the nearest emergency department.

6.Text messaging (SMS)

We text only patients who give written consent before their first appointment, only about their care, and in strict compliance with carrier rules, the CTIA Messaging Principles and Best Practices, and the Telephone Consumer Protection Act (TCPA).

Item

Detail

Program name

Thrive Brain and Mind Patient Messages

Sender

Thrive Brain and Mind, from our registered practice number 614-588-8177 only

Purpose

Care-related messages only. No marketing or promotional texts.

Message frequency

Varies with your care; typically 1–10 messages per month

Sending hours

8:00 a.m.–9:00 p.m. your local time, except replies to a text you send us

Cost

No charge from us. Message and data rates may apply from your carrier.

To stop

Reply STOP at any time

For help

Reply HELP or call 614-588-8177, Monday–Friday, 9 a.m.–6 p.m.

Carrier liability

Mobile carriers are not liable for delayed or undelivered messages

How we obtain your consent

  1. Written consent before your first appointment. Text-message consent is part of our new-patient intake packet. You sign it on paper or electronically through our patient portal before your first visit. We send no texts until your signed consent is on file; until then we contact you by phone or email.
  2. Clear disclosure at signing. The consent language names the program, lists the message types, states the frequency, notes that message and data rates may apply, explains STOP and HELP, and links to this policy.
  3. Separate and optional. The text-message box is separate from all other consents and is never pre-checked. Consent is not a condition of treatment, scheduling, or payment.
  4. Your number only. You list a mobile number that you own or regularly use. For minors and patients with a guardian, the parent or legal representative signs and designates the number.
  5. Confirmation text. After we record your consent, your first text is a confirmation of enrollment with STOP and HELP instructions. No other text comes before it.
  6. Records kept. We keep the signed form, mobile number, date and method of consent, and the version of the consent language for at least 4 years after consent ends.
  7. When consent ends. Consent ends when you opt out or revoke it. A new mobile number requires a new written consent. We stop texting any number we learn has been reassigned.
  8. No third-party consent. We never buy, rent, or accept consent collected by another company. Your consent applies only to Thrive Brain and Mind.

If you text us before signing consent, we may send one reply to your message and ask you to complete the consent form.

How we obtain your consent

Every text identifies Thrive Brain and Mind. Links point only to our website or our patient portal, never to public link shorteners.

Message type

Sample text

Opt-in confirmation

Thrive Brain and Mind: You are enrolled in Patient Messages for appointments, forms, and billing. Msg frequency varies. Msg & data rates may apply. Reply HELP for help, STOP to opt out.

Appointment reminder

Thrive Brain and Mind: Reminder of your appointment Tue 11/10 at 2:30 PM, Powell office. Reply C to confirm or call 614-588-8177 to reschedule. Reply STOP to opt out.

Telehealth link

Thrive Brain and Mind: Your video visit starts at 10:00 AM. Join: [portal link]. Reply STOP to opt out.

Intake forms

Thrive Brain and Mind: Please complete your forms before your visit: [portal link]. Reply STOP to opt out.

Prescription update

Thrive Brain and Mind: Your prescription request has been processed. Please check with your pharmacy. Reply STOP to opt out.

Portal notice

Thrive Brain and Mind: You have a new secure message in your patient portal: [portal link]. Reply STOP to opt out.

Billing notice

Thrive Brain and Mind: A new statement is available in your portal. Questions? Call 614-588-8177. Reply STOP to opt out.

Office notice

Thrive Brain and Mind: Our Logan office is closed today due to weather. We will call to reschedule. Reply STOP to opt out.

HELP reply

Thrive Brain and Mind: For help call 614-588-8177, Mon–Fri 9–6. Emergencies: call 911 or 988. Msg frequency varies. Msg & data rates may apply. Reply STOP to opt out.

STOP reply

Thrive Brain and Mind: You are unsubscribed and will receive no further texts. Reply START to rejoin.

What we keep out of texts

Standard texts are not encrypted, so we share the minimum necessary.

  • No diagnoses, test results, or treatment details unless you choose expanded texts in writing.
  • No names of controlled substances or interventional treatments in any text, whatever your choice.
  • Clinical information goes through the secure patient portal.

Carrier compliance

  • Our number is registered with The Campaign Registry under the A2P 10DLC program, and we send only the message types registered for our campaign.
  • We follow the CTIA Messaging Principles and Best Practices, each wireless carrier's code of conduct, and the TCPA.
  • We use one registered number, with no number rotation or shared sender pools.
  • We send no marketing, no prohibited content categories, and no content that carriers restrict.
  • Opt-out keywords are processed automatically: STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, REVOKE, and OPTOUT. You receive one confirmation, then no further texts. Reply START to rejoin.
  • The HELP keyword is always answered.
  • Opt-out requests made any other reasonable way (phone, in person, email, or portal) are honored promptly and no later than 10 business days.
  • We review message templates, consent records, and the opt-out log at least quarterly.

Your mobile information

We do not sell, rent, or share your mobile phone number or text-message opt-in data and consent with any third party or affiliate for marketing or promotional purposes. Text-messaging originator opt-in data and consent are excluded from all other sharing described in this policy and are never shared with third parties. We share your number only with the vendors that deliver our messages on our behalf, under Business Associate Agreements.

Texts from you

Do not text us about emergencies or urgent clinical concerns. Texts are monitored during office hours only. Messages you send become part of your communication record.

7. Email

We send clinical information by secure, encrypted email or the patient portal; regular unencrypted email is used only if you choose it after being told the risks.

  • Our email. —Practice email comes only from addresses ending in @azizpsych.com. We will never ask you to send a password, full card number, or Social Security number by email.
  • Secure email.— Messages containing health information are sent encrypted. You may need to open a secure link or verify your identity to read them.
  • Unencrypted email by request. —You have the right to ask us to send information, including copies of your records, by regular email. Regular email can be intercepted or misdirected, and others with access to your inbox or device may see it. If you accept these risks in writing, we will honor your request, and we are not responsible for unauthorized access after the message leaves our system.
  • Emails you send us. —Email you send may not be encrypted. Consider what you include, and do not use email for urgent or emergency matters.
  • Response time. —We aim to reply within [2] business days. Clinical questions may be redirected to a visit or the portal.
  • Your record. — Clinically relevant emails may be added to your medical record.
  • No marketing. —We do not send marketing email without your consent, and every non-care email includes a way to unsubscribe.

8. Patient portal, telehealth and our website

The patient portal is our preferred channel for clinical messages, and our website does not pass your health information to advertisers.

Patient portal. The portal is password-protected and encrypted. Use it for clinical questions, results, forms, and records. Keep your login private; anyone with your login can see your information.

Telehealth. Video visits use a HIPAA-compliant platform. We do not record visits without your consent. Join from a private place, and tell us if someone else is in the room. We confirm your location at each visit because licensing and prescribing rules depend on where you are.

Website. When you browse our public website, thrivepsychohio.com, we may collect basic analytics such as pages visited, browser type, and general location to improve the site. We:

  • Do not use tracking pixels, advertising cookies, or similar tools on the patient portal, intake forms, appointment request forms, or any page where you enter health information.
  • Do not share information from our website with advertising or social media platforms for targeting.
  • Treat information you submit through website forms as protected health information.

You can block or delete cookies in your browser settings. The site will still work.

Third-party sites. Our directory listings, review sites, and social media pages are run by other companies with their own privacy policies. Please do not post health information in public reviews or comments. We will not confirm that you are a patient when responding to public reviews.

9. Service providers and Al documentation tools

Vendors who handle your information for us must sign a Business Associate Agreement and may use it only to provide services to the practice.

Types of vendors we use: electronic health record and patient portal, email and file storage, texting and appointment-reminder services, telehealth platform, billing and claims processing, payment processing, answering service, IT support, and administrative support staff.

Administrative support. Some administrative support may be provided remotely, including from outside the United States. Anyone in this role signs a Business Associate or confidentiality agreement, works only within our secured systems, and follows the same HIPAA safeguards as our in-office staff.

AI documentation tools. Some clinicians use an AI-assisted documentation (“scribe”) tool to help draft visit notes from the conversation. When used:

  • Your clinician will tell you and ask for your agreement first. You may decline at any time without any effect on your care.
  • The vendor is bound by a Business Associate Agreement.
  • Your clinician reviews and approves every note before it enters your record.
  • Your information is not used to sell to others or to advertise to you.

10. Your privacy rights

You control how we reach you and who sees your information; submit any request below in writing to our Privacy Officer or through the portal.

Right

What it means

Choose how we contact you

Ask us to use a specific phone, address, or email, or to stop texts or email. We accommodate all reasonable requests without asking why.

Access your records

Get a copy, in paper or electronic form, within 30 days. We may charge a reasonable, cost-based fee.

Request a correction

Ask us to amend information you believe is wrong. If we decline, we explain why in writing.

Limit what we share

Ask us to restrict certain uses. If you pay in full out of pocket, we must honor a request not to share that visit with your health plan.

Accounting of disclosures

Get a list of certain disclosures we made in the past 6 years.

Choose a representative

A legal guardian or someone with health care power of attorney may act for you.

Breach notice

Device and browser type, IP address, and connection information needed to run video visits and the patient portal

Copy of this policy

Get a paper copy of this policy and our Notice of Privacy Practices at any time.

File a complaint

Complain to us or to HHS Office for Civil Rights. We will never retaliate.

11. Security, minors, changes and contact

Security. We protect information with encryption, password-protected and access-controlled systems, staff training, signed confidentiality agreements, and secure backups. Staff see only what they need for their job. No system is perfectly secure, so please protect your own devices and portal login.

Breach notification. If a breach of your unsecured health information occurs, we will notify you without unreasonable delay and no later than 60 days after discovery, and report it as the law requires.

Minors. For patients under 18, a parent or legal guardian generally acts as the personal representative. Ohio law allows minors 14 and older to receive certain limited outpatient mental health services without parental consent; in those cases, we protect the minor’s privacy as the law allows. We discuss communication preferences with both the teen and parent at intake.

Changes to this policy. We may update this policy. The current version is always posted at thrivepsychohio.com/privacy-policy and available at both offices, with its effective date at the top.

What we send.

  • Name: —John Aziz
  • Email: — privacy@azizpsych.com
  • Phone: — 614-588-8177 (Monday–Friday, 9 a.m.–6 p.m.)
  • Unencrypted email by request. —You have the right to ask us to send information, including copies of your records, by regular email. Regular email can be intercepted or misdirected, and others with access to your inbox or device may see it. If you accept these risks in writing, we will honor your request, and we are not responsible for unauthorized access after the message leaves our system.
  • Mail: —Psychiatric Consultants, LLC dba Thrive Brain and Mind, Attn: Privacy Officer, 3785 Attucks Dr, Powell, OH 43065

Complaints to the federal government: U.S. Department of Health and Human Services, Office for Civil Rights — www.hhs.gov/ocr/complaints or 1-877-696-6775.

12. Patient communication preferences and consent

Complete at intake and whenever your preferences change. You may change these choices at any time.

Phone
Text messages — written consent (must be signed before your first appointment; no texts are sent until it is on file)
Others who may receive information about my care
Acknowledgment