Health Information Notice
Effective date: September 25, 2026
Inclara helps people get their health plan to cover care from an out-of-network mental health provider. This notice explains, voluntarily, how we handle your health information.
The two roles we act in
On your behalf: this is our main role. When you sign our HIPAA authorization and appointment of representative, we act for you with your health plan to pursue coverage. The health information we handle in this role is what you give us, or authorize others, such as your health plan and your provider, to give us.
For your provider, where they have signed with us: some providers sign a Business Associate Agreement with Inclara. For health information we receive from such a provider, we are also that provider's business associate and follow that agreement.
We are not a covered entity
Inclara is not a healthcare provider, health plan, or clearinghouse, and does not issue a Notice of Privacy Practices. We apply HIPAA safeguards to everything we handle all the same. Your provider's and your health plan's Notices of Privacy Practices describe your rights over the records they hold.
When and why we handle it
We access and use your health information to prepare, submit, and follow up on a coverage request (a network gap exception, or a single case agreement where a plan requires one) with your health plan, on your behalf and under your authorization.
Minimum necessary
We request, use, and disclose only the health information reasonably needed for your coverage request.
How we protect it
We use encryption, access controls, and other safeguards, and we sign Business Associate Agreements with the vendors that process health information for us (our intake and e-signature, storage, and email providers).
How we share it
We share your health information only as you authorize, as a provider we work for directs under its agreement with us, or as required by law, for example with your health plan to pursue your request. We do not sell your health information.
Your rights
You may revoke your authorization or your appointment of Inclara as your representative in writing at any time, except where we have already acted in reliance on it. You may ask us what health information we hold about you, using the address below. To access or correct records held by your provider or health plan, contact them directly; we will support those requests.
If there is a breach
If your health information is involved in a breach, we will notify you, and any provider we work for under a Business Associate Agreement, as required by law, and take corrective action.
Contact / Privacy questions
Please do not include health details in email to this address. It is for general inquiries only; we will direct you to a secure channel to share any health information.