Privacy Policy & Notice of Privacy Practices – Total Care OT

Sadera Braid, OT  |  Columbia, Missouri
Effective Date: May 13, 2026  |  Last Updated: May 13, 2026

This Notice describes how medical and personal information about you may be used and disclosed, and how you can access this information. It complies with the Health Insurance Portability and Accountability Act (HIPAA) and applicable laws of the State of Missouri. Please review it carefully.

1. Personal & Health Information We Collect

Device Information

When you visit our website, we may automatically collect:

  • IP address
  • Browser type and version
  • Pages visited and time spent on site
  • Cookies and usage data

Protected Health Information (PHI)

When you receive services from Total Care OT, we may collect:

  • Name, address, phone number, and email address
  • Date of birth
  • Medical and developmental history
  • Therapy evaluations, treatment plans, and progress notes
  • Insurance and billing information

This information is considered Protected Health Information (PHI) under HIPAA and is handled with the highest level of care and confidentiality.

Contact Form Information

When you submit a message through our website’s contact or appointment form, we collect the information you provide (name, email, phone, and message). This data is used solely to respond to your inquiry and is transmitted securely via our encrypted server.

2. How We Use Your Information

We use your information only as permitted by law, including for the following purposes:

Treatment

To provide, coordinate, and document occupational therapy services for your child or family.

Payment

To bill and obtain payment from you, your insurance provider, or other authorized payers.

Healthcare Operations

To operate and improve our practice, including quality assessment, staff training, and administrative functions.

Communication

To respond to inquiries submitted through our website contact form or by phone, and to send appointment reminders or follow-up information.

Missouri-Specific Use

Under Missouri law, we maintain strict confidentiality of all client records and only disclose them:

  • With your written consent
  • As required by law
  • For treatment, payment, or healthcare operations as permitted under HIPAA

3. Sharing Your Information

We may disclose your Protected Health Information only in the following circumstances:

  • To healthcare providers directly involved in your child’s care
  • To insurance companies or authorized billing entities
  • To HIPAA-compliant service providers (e.g., electronic health record platforms, scheduling software)
  • When required by Missouri or federal law, including mandatory reporting situations

Mandatory Reporting Under Missouri Law

Missouri law requires us to report in certain situations, including:

  • Suspected child abuse or neglect
  • Credible threats of harm to self or others

We do not sell, rent, or share your personal or health information with third parties for marketing purposes.

4. Minors & Parental Access (Missouri Law)

Total Care OT primarily serves children and pediatric clients. In Missouri:

  • Parents or legal guardians generally have the right to access a minor child’s medical and therapy records
  • Certain health services provided to minors may carry confidentiality protections under state law
  • Divorced or separated parents: access rights are determined by Missouri custody law and applicable court orders

Total Care OT will follow applicable Missouri law when determining parental access and consent. If you have questions about your rights regarding your child’s records, please contact us directly.

5. Your Rights Under HIPAA

As a client or parent/guardian of a client of Total Care OT, you have the following rights regarding your Protected Health Information:

Right to Access

You have the right to inspect and receive a copy of your health information. Requests must be submitted in writing. We will respond within 30 days.

Right to Amend

You have the right to request corrections to your health information if you believe it is inaccurate or incomplete.

Right to an Accounting of Disclosures

You have the right to request a list of instances in which we have disclosed your health information for purposes other than treatment, payment, or healthcare operations.

Right to Request Restrictions

You may request that we restrict how we use or disclose your health information. We are not required to agree to all restrictions, but will comply when feasible.

Right to Confidential Communications

You may request that we communicate with you in a specific way or at a specific location (e.g., contact you only at home or by email).

Right to a Paper Copy of This Notice

You may request a paper copy of this Privacy Notice at any time, even if you previously agreed to receive it electronically.

6. Data Security

We take the security of your personal and health information seriously. We implement appropriate administrative, technical, and physical safeguards to protect your information from unauthorized access, use, or disclosure, including:

  • Secure, encrypted email and file transmission
  • Password-protected electronic health record systems
  • Limited staff access on a need-to-know basis
  • Regular review of security practices

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. Please contact us if you have any security concerns.

7. Website Cookies & Tracking

Our website uses cookies and similar technologies to improve your browsing experience and analyze site traffic. Cookies are small data files stored on your device.

Types of cookies we may use:

  • Essential cookies: Required for basic website functionality
  • Analytics cookies: Help us understand how visitors use our site
  • Preference cookies: Remember your settings and preferences

You can control cookie settings through your browser. Disabling cookies may affect some features of our website. We do not use cookies to collect Protected Health Information.

8. How to File a Complaint

If you believe your privacy rights have been violated, you have the right to file a complaint with:

Total Care OT

U.S. Department of Health & Human Services

We will not retaliate against you for filing a complaint.

9. Changes to This Policy

We reserve the right to update this Privacy Policy and Notice of Privacy Practices at any time. When we make material changes, we will update the “Last Updated” date at the top of this page. We encourage you to review this policy periodically.

Continued use of our website or services after changes are posted constitutes your acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy or your rights, please contact:

Total Care OT
Sadera Braid, Occupational Therapist
Email: sadera@totalcareot.com
Phone: 573-424-0868
Website: totalcareot.com
Location: Columbia, Missouri

© 2026 Total Care OT  |  All Rights Reserved  |  Columbia, Missouri