GAIA WOMEN'S WELLNESS, PLLC
NOTICE OF PRIVACY PRACTICES
Effective Date: September 30, 2026
YOUR INFORMATION. YOUR RIGHTS. OUR RESPONSIBILITIES.
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.
Privacy Contact
Nikoletta Tarkan, MSN, APRN, NP-C
Gaia Women's Wellness, PLLC
Email: nikolettatarkan@gaiawomenswellness.com
Phone: 978-949-8584
Your Rights
When it comes to your health information, you have certain rights. This section explains your rights and some of our responsibilities to help you.
Get an electronic or paper copy of your medical record
You may ask to see or receive an electronic or paper copy of your medical record and other health information we maintain about you. We will provide a copy or summary, usually within 30 days of your request. We may charge a reasonable, cost-based fee as permitted by law.
Ask us to correct your medical record
You may ask us to correct health information about you that you believe is incorrect or incomplete. We may deny the request in some circumstances, but if we do, we will explain why in writing, generally within 60 days.
Request confidential communications
You may ask us to contact you in a specific way, such as by a particular phone number or email address, or to send communications to a different mailing address. We will accommodate reasonable requests.
Ask us to limit what we use or share
You may ask us not to use or disclose certain health information for treatment, payment, or health care operations. We are generally not required to agree. If you pay for a health care item or service out of pocket in full, you may ask us not to disclose information about that item or service to your health plan for payment or health care operations, and we will honor that request unless disclosure is required by law.
Get a list of certain disclosures
You may ask for an accounting of certain disclosures of your health information made during the six years before your request. The accounting will not include disclosures for treatment, payment, and health care operations and certain other disclosures excluded by law. One accounting in a 12-month period is free; a reasonable, cost-based fee may apply to additional requests.
Get a copy of this notice
You may request a paper copy of this notice at any time, even if you agreed to receive it electronically. Choose someone to act for you
If a person has legal authority to act for you, such as a health care agent, guardian, or other personal representative, that person may exercise your privacy rights as permitted by law. We may verify that authority before acting.
File a complaint
If you believe your privacy rights have been violated, you may contact Gaia Women's Wellness using the information above. 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 complaint.
Your Choices
For certain health information, you may tell us your preferences about what we share. Tell us what you want us to do, and we will follow your instructions when required by law.
You generally have the right and choice to tell us whether to share information with family, close friends, or others involved in your care or payment for your care, and in certain disaster-relief situations. If you cannot tell us your preference, we may share information when permitted by law and when we believe it is in your best interest or necessary to lessen a serious and imminent threat to health or safety.
We will not use or disclose your health information for marketing purposes, sell your health information, or disclose most psychotherapy notes unless you give us written authorization, except as otherwise permitted or required by law.
How We Typically Use or Share Your Health Information
Treatment. We may use your health information and share it with other health care professionals involved in your care. For example, we may share relevant information with a clinician to whom you are referred.
Health care operations. We may use and share your health information to operate our practice, improve care, manage services, conduct quality activities, and contact you when necessary.
Payment. We may use and share your health information to bill and obtain payment from you, a health plan, or another responsible party, when applicable.
Other Uses and Disclosures Permitted or Required by Law
We may use or disclose health information without your written authorization when HIPAA and other applicable law permit or require it. Conditions and limitations may apply. Examples include:
• Public health and safety activities, such as preventing disease, reporting adverse medication reactions, or reporting suspected abuse or neglect when authorized or required by law.
• Health research when applicable legal requirements are satisfied.
• Compliance with federal or state law, including disclosures to the U.S. Department of Health and Human Services for HIPAA compliance review.
• Organ and tissue donation activities.
• Disclosures to a coroner, medical examiner, or funeral director as permitted by law.
• Workers' compensation, health oversight, certain law-enforcement requests, and certain government functions when legally authorized.
• Court or administrative proceedings, including responses to qualifying court orders, administrative orders, or subpoenas as permitted by law.
Substance Use Disorder Records
To the extent Gaia Women's Wellness receives, creates, or maintains substance use disorder patient records that are protected by 42 CFR Part 2, additional federal protections apply. Such Part 2 records may not be used or disclosed in civil, criminal, administrative, or legislative investigations or proceedings against you unless you provide written consent or the use or disclosure is authorized by a court order and subpoena as required by applicable law.
If Part 2 information is used for fundraising communications, when applicable, you will receive clear notice in advance and a choice about whether to receive such communications.
Telehealth and Electronic Communications
Gaia Women's Wellness is a telehealth practice. We may communicate with you and provide care through electronic systems, including our electronic health record, patient portal, telehealth platform, email, telephone, and other technologies used in connection with your care. We use reasonable safeguards appropriate to the information and communication method. You may request reasonable confidential communication preferences.
Our Responsibilities
• We are required by law to maintain the privacy and security of your protected health information.
• We will notify you as required by law if a breach occurs that may have compromised the privacy or security of your protected health information.
• We must follow the duties and privacy practices described in the notice currently in effect and make a copy available to you.
• We will not use or disclose your health information other than as described in this notice unless you authorize us in writing or another law permits or requires the use or disclosure. You may revoke an authorization in writing, subject to legal limitations.
Changes to This Notice
We may change the terms of this notice, and the changes may apply to all health information we maintain about you, including information created or received before the change. A revised notice will be available upon request and will be posted electronically on our website when required.
Additional Privacy Protections
Some health information may be subject to protections under federal or state law that are more restrictive than HIPAA. When such laws apply, Gaia Women's Wellness will follow the more protective requirement. This may include, depending on the circumstances, laws governing certain mental health, substance use disorder, reproductive health, genetic, HIV/STI, or other specially protected information.
Questions or Complaints
For questions about this notice, to exercise your privacy rights, or to make a privacy complaint, contact:
Nikoletta Tarkan, MSN, APRN, NP-C
Gaia Women's Wellness, PLLC
nikolettatarkan@gaiawomenswellness.com
978-949-8584
You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. Gaia Women's Wellness will not retaliate against you for exercising your privacy rights or filing a complaint.
Website availability: This Notice of Privacy Practices will be made available electronically on the Gaia Women's Wellness website and upon request.