Privacy Policies
(Updated on 1/1/2026)
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This Notice describes how medical and mental health information about you may be used and disclosed and how you can get access to this information. Please review it carefully.
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Chicago Therapy and Assessment Services (CTAS) is required by federal and Illinois law to maintain the privacy of your Protected Health Information (PHI), provide you with this Notice of Privacy Practices, and follow the terms of this Notice currently in effect.
Applicable State and Federal Confidentiality Laws
When more than one law applies, the law that provides the greatest level of privacy protection will control. Your mental health information is protected by multiple overlapping laws, including:
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Health Insurance Portability and Accountability Act (HIPAA)
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Health Information Technology for Economic and Clinical Health Act (HITECH)
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Illinois Mental Health and Developmental Disabilities Confidentiality Act (740 ILCS 110)
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Illinois Mental Health and Developmental Disabilities Code (405 ILCS 5)
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42 CFR Part 2 (when applicable to substance use disorder treatment records)
Your Health Information
When you receive services from CTAS, we create and maintain a clinical record that includes information about your mental and physical health, treatment, and services provided. This information is known as Protected Health Information (PHI). While the physical record is the property of CTAS, the information belongs to you.
Your Rights Regarding Your Health Information
HIPAA requires a 30-day response time, with one, 30-day extension with written notice for right listed below. You have the following rights, subject to certain legal limitations:
a. Right to Inspect and Obtain a Copy: You may inspect and request a copy of your PHI used to make decisions about your care. Requests must be submitted in writing. Access may be denied in limited circumstances permitted by law.
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b. Right to Request an Amendment: If you believe information in your record is inaccurate or incomplete, you may request an amendment in writing. If your request is denied, you may submit a written statement of disagreement.
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c. Right to Request Restrictions: You may request restrictions on certain uses or disclosures of your PHI. CTAS is not required to agree to all requested restrictions unless required by law.
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d. Right to an Accounting of Disclosures: You may request an accounting of certain disclosures of your PHI made during the six (6) years prior to your request, as required by HIPAA.
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e. Right to Request Confidential Communications: You may request that we communicate with you in a specific manner or at a specific location.
f. Right to a Paper Copy: You may request a paper copy of this Notice at any time.
Uses and Disclosures for Treatment, Payment, and Operations
Only the minimum necessary information is used or disclosed when required by law. CTAS may use or disclose PHI without your authorization for:
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Treatment – Providing, coordinating, or managing your care
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Payment – Billing and obtaining payment for services
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Health Care Operations – Administrative, quality assurance, training, and compliance activities
Disclosures Without Authorization as Permitted or Required by Law
CTAS may disclose PHI without your written authorization in circumstances permitted or required by law, including:
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Medical Emergencies
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Threats of Serious and Imminent Harm
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Abuse, Neglect, or Exploitation Reporting
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Duty to Warn Identified Victims
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Criminal Activity on CTAS Premises or Against Staff
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Health Oversight, Audits, Licensure, and Investigations
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Court Orders and Certain Legal Proceedings
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Workers’ Compensation
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Coroners, Medical Examiners, and Funeral Directors
All such disclosures are limited to what the law allows and requires.
Firearms Reporting (Illinois Law)
This information is used solely to determine eligibility for a FOID card. Under the Illinois Firearm Owners Identification (FOID) Card Act (430 ILCS 65) and Mental Health and Developmental Disabilities Code (405 ILCS 5/6-103.3), CTAS is required by law to disclose limited information to the Illinois Department of Human Services and Illinois State Police when:
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A patient is admitted to certain inpatient, residential, or supervised transitional programs, or
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A patient is determined, using statutory criteria, to present a clear and present or persistent danger
Substance Use Disorder Records (42 CFR Part 2)
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When CTAS provides substance use disorder diagnosis, treatment, or referral services in a program covered by 42 CFR Part 2, those records receive additional federal confidentiality protections. Part 2–protected records generally may not be disclosed without your specific written authorization, except as permitted by law (e.g., medical emergencies, audits, or court orders meeting Part 2 requirements).
Minors, Parents, and Guardians (Illinois Law)
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Custodial parents and legal guardians generally have access to a minor’s mental health information.
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Non-custodial parents may also have access unless restricted by court order or clinical judgment.
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For patients age 12 and older, clinicians may limit parental access when disclosure is determined not to be in the minor’s best interests, as permitted by Illinois law and consistent with professional, clinical judgment.
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Personal representatives under HIPAA may have access consistent with recent amendments to Illinois law.
Business Associates
CTAS may disclose PHI to business associates (e.g., billing services, legal counsel) who are required by law and contract to safeguard your information.
Fees for Copies
CTAS generally does not charge for copies of PHI provided directly to patients. Fees, if any, will be reasonable and cost-based as permitted by HIPAA, and may apply for repeated requests or third-party disclosures. You will be notified of any fees in advance.
Changes to This Notice
CTAS reserves the right to change this Notice. Revised notices will apply to PHI maintained by CTAS. Changes will be available upon written request and posted where services are provided.
Complaints
You will not be retaliated against for filing a complaint. If you believe your privacy rights have been violated, you may:
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Speak with your clinician or Dr. Stacey Willard
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File a complaint with the Illinois Department of Financial and Professional Regulation (IDFPR)
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File a complaint with the U.S. Department of Health and Human Services (HHS)—Office for Civil Rights
Contact Information
Chicago Therapy and Assessment Services
Dr. Stacey Willard, Psy.D.
150 S Wacker Drive, Suite 2400
Chicago, IL 60606
Phone: 312-798-9078
Illinois Department of Financial and Professional Regulation (IDFPR)
Complaint Intake Unit
555 West Monroe Street, 5th Floor
Chicago, IL 60661
Email: FPR.CIU@illinois.gov
Phone: 312-814-6910
Website: https://idfpr.illinois.gov/