Privacy Policy

Privacy Policy

Effective Date: 02-14-2026 | Last Revised: 02-14-2026

Privacy at a Glance

Altera Health P.C., a Wyoming professional corporation, operating a network of locally branded psychiatric practices under the Top Tier Psychiatry name (collectively, "Top Tier Psychiatry," "Company," "we," "our," or "us"), is committed to safeguarding the privacy, confidentiality, and security of all personal, clinical, demographic, behavioral, and communications data entrusted to us. This Privacy Policy (the "Policy") constitutes a legally binding agreement between you ("User," "you," or "your") and Top Tier Psychiatry governing the collection, processing, use, storage, retention, disclosure, transfer, and destruction of information obtained through your access to or use of our website(s), digital platforms, intake forms, scheduling systems, communication channels, and any other services or technologies operated by or on behalf of Top Tier Psychiatry (collectively, the "Services").

Top Tier Psychiatry operates a network of independently branded psychiatric practices across multiple states. Each local brand (such as Silver State Mental Health, Triad MH Partners, Elevate Denver, and others) is a trade name of Altera Health P.C.. References to "Top Tier Psychiatry" in this Policy include all such branded practices.

By accessing, browsing, submitting information through, or otherwise utilizing any aspect of the Services, you expressly acknowledge, understand, and agree to be bound by the terms and conditions set forth in this Policy. If you do not agree to any provision herein, you must immediately discontinue all use of the Services.

1. Scope and Applicability

This Policy applies to all information collected or processed by Top Tier Psychiatry through any means, including but not limited to: (a) website browsing and interaction data; (b) information submitted through electronic forms, intake questionnaires, appointment scheduling interfaces, or other digital systems; (c) information communicated via telephone, email, SMS/MMS messaging, live chat, or any other electronic or verbal communication channel; (d) information obtained through third-party integrations, analytics platforms, advertising networks, or referral sources; (e) information collected during clinical sessions, including through automated tools used for clinical documentation purposes; (f) information submitted through employment applications and recruitment processes; and (g) information derived, inferred, or aggregated from any combination of the foregoing.

This Policy supplements, and does not replace, our Notice of Privacy Practices issued pursuant to the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), as amended, which provides additional detail regarding the use and disclosure of your protected health information ("PHI") in connection with clinical services.

2. Information We Collect

a. Automatically Collected Technical and Usage Data

When you access or interact with the Services, we automatically collect, through server logs, cookies, web beacons, pixel tags, JavaScript trackers, session recording tools, and similar technologies, the following categories of information: Internet Protocol (IP) address and approximate geolocation; device type, operating system, browser type and version, screen resolution, and language preferences; referring URL, exit pages, pages viewed, duration of page visits, click patterns, scroll depth, and navigation paths; session recordings and interaction heatmaps (collected in anonymized or pseudonymized form through tools such as Microsoft Clarity); unique device identifiers, session identifiers, and persistent identifiers; date, time, and timezone of access; network carrier information and connection type; and any other technical telemetry reasonably necessary for the operation, optimization, security, and performance monitoring of the Services.

b. Information You Voluntarily Provide

When you schedule an appointment, complete intake documentation, submit a contact form, subscribe to communications, or otherwise engage with the Services, we may collect: full legal name, preferred name, and any aliases; date of birth, age, and gender identity; residential address, mailing address, and email address; telephone number(s) and communication preferences; Social Security Number or other government-issued identification (only where required by your insurance carrier for billing and claims processing purposes); health insurance information including carrier, plan type, group number, member ID, and policy details; payment and billing information including credit/debit card numbers and billing addresses (processed exclusively through PCI-DSS compliant third-party payment processors -- we do not store full payment card numbers on our systems); medical history, psychiatric history, current symptoms, prior diagnoses, medication history, allergies, substance use history, family psychiatric history, and any other clinical information necessary for evaluation, diagnosis, and treatment; emergency contact information; employer and employment information (where relevant to treatment); and any additional information you voluntarily choose to provide.

c. AI-Assisted Clinical Documentation

Top Tier Psychiatry may use artificial intelligence and other automated tools to assist with clinical documentation and administrative functions. Where AI-assisted tools are used in connection with your care, their use is governed by our internal technology policies, your treatment consent documentation, and applicable law. Any clinical documentation generated with AI assistance is reviewed by your licensed provider before being finalized and becomes part of your medical record.

d. Genetic Testing Data

If your provider orders pharmacogenomic testing (such as GeneSight testing), the testing is performed by the third-party laboratory that administers the test. We order the test on your behalf and receive the results report, which becomes part of your medical record. We do not collect, store, or process raw genetic data or biological samples. Your genetic testing results are protected under the Genetic Information Nondiscrimination Act ("GINA"), applicable state genetic privacy laws, HIPAA, and this Policy. Genetic testing results will not be used for any purpose other than informing your psychiatric treatment and will not be disclosed except as permitted for your clinical care, with your consent, or as required by law.

e. Appointment-Only Access

All visits to Top Tier Psychiatry are by appointment only. We do not accept walk-in patients at any location. This protects your privacy and ensures every patient receives dedicated care in a private setting.

f. SMS/MMS and Telecommunications Data

If you voluntarily provide your mobile telephone number and affirmatively opt in to receive SMS/MMS text message communications from Top Tier Psychiatry, we collect and retain: your mobile telephone number; SMS/MMS opt-in status, method, date, and time of consent; communication preferences and frequency selections; complete message transmission logs (including content, timestamps, delivery status, and carrier metadata) as required for compliance with the Telephone Consumer Protection Act ("TCPA"), Cellular Telecommunications Industry Association ("CTIA") guidelines, and wireless carrier requirements; and opt-out requests and confirmations.

CRITICAL DISCLOSURE: Mobile telephone numbers collected for SMS/MMS consent purposes shall NOT, under any circumstances, be sold, leased, rented, traded, shared, or otherwise disclosed to any third party or affiliate for marketing, advertising, promotional, or any other purpose not directly related to the delivery of Top Tier Psychiatry communications for which consent was obtained.

g. Employment Applicant Data

If you apply for a position through our Careers page or other recruitment channels, we collect information you provide in connection with your application, including your name, contact information, resume or curriculum vitae, work history, education, professional licenses and credentials, and any other information you submit. Applicant data is used solely for recruitment, hiring, and employment-related purposes and is retained in accordance with applicable employment and recordkeeping laws.

3. Legal Bases and Purposes for Processing

We process your information exclusively for legitimate, lawful purposes, including but not limited to: (a) performance of clinical services, including scheduling, evaluation, diagnosis, treatment planning, medication management, prescribing (including controlled substances where clinically appropriate), pharmacogenomic testing coordination, emotional support animal evaluations, and care coordination; (b) fulfillment of contractual obligations arising from the provider-patient relationship; (c) compliance with applicable federal, state, and local laws, regulations, and professional licensing requirements, including but not limited to HIPAA, the HITECH Act, GINA, TCPA, CAN-SPAM Act, state consumer privacy laws, and mandatory reporting obligations; (d) operation, maintenance, optimization, and security of the Services; (e) billing, insurance verification, claims processing, payment collection, collections, and financial administration; (f) clinical documentation, including through the use of AI-assisted tools as described in Section 2(c); (g) internal quality assurance, clinical auditing, outcomes research, and service improvement; (h) marketing and promotional communications (exclusively with your express prior consent, which may be revoked at any time); (i) recruitment and employment-related purposes; and (j) protection of the legal rights, property, and safety of Top Tier Psychiatry, its patients, employees, and the public.

Your information is never sold, leased, rented, bartered, or exchanged for monetary or other valuable consideration.

4. SMS/MMS Communications Program

Top Tier Psychiatry utilizes RingCentral, Postmark, and other authorized communications platforms to deliver SMS/MMS and email communications. By opting in to our messaging program, you consent to receive autodialed, prerecorded, or automated text messages relating to: appointment confirmations, reminders, rescheduling, and cancellations; billing notifications, payment reminders, and account updates; clinical follow-up communications and care coordination messages; service updates, new service announcements, and operational notifications; and promotional or marketing messages (only where separate express written consent has been obtained).

Program Terms: SMS consent is not a condition of receiving clinical services or any other service from Top Tier Psychiatry. Message and data rates may apply depending on your wireless carrier and plan. Message frequency varies based on your interactions with us, with an estimated maximum of four (4) messages per week. You may opt out at any time by replying STOP, END, CANCEL, UNSUBSCRIBE, or QUIT to any message. One final confirmation message may be sent following opt-out. For assistance, reply HELP or contact info@toptierpsych.com or call (725) 272-2411.

Compliance: Our messaging program is operated in compliance with the TCPA (47 U.S.C. 227), CTIA Short Code Monitoring Handbook and Messaging Principles and Best Practices, HIPAA Privacy Rule (45 CFR Part 164), applicable state telecommunications laws, and all wireless carrier content and technical requirements.

5. Disclosure of Information

We may disclose your information to the following categories of recipients, subject to applicable legal requirements and contractual safeguards:

(a) Authorized Service Providers and Business Associates -- third-party vendors that perform services on our behalf, including but not limited to: website hosting and cloud infrastructure providers (Cloudflare); electronic health record systems (Practice Fusion); payment processors (Stripe); telecommunications and messaging providers (RingCentral, Postmark); analytics platforms; clinical documentation tools; and other technology and service providers, each of whom is bound by written agreements (including Business Associate Agreements where required by HIPAA) requiring them to maintain the confidentiality, integrity, and security of your information.

(b) Third-Party Laboratories -- such as GeneSight and other clinical testing providers, as necessary to order and receive results of tests ordered by your provider.

(c) Legal and Regulatory Authorities -- as required or permitted by applicable law, including in response to court orders, subpoenas, civil investigative demands, government audits, regulatory inquiries, law enforcement requests, or mandatory reporting obligations.

(d) Professional Advisors -- attorneys, accountants, auditors, and consultants retained by Top Tier Psychiatry, subject to professional confidentiality obligations.

(e) Corporate Transactions -- in connection with any proposed or completed merger, acquisition, asset sale, financing, reorganization, dissolution, or similar corporate transaction, subject to appropriate confidentiality protections.

(f) With Your Consent -- to any third party with your express prior authorization.

We never sell personal, clinical, or communications information. Period.

6. Advertising, Analytics, and Tracking Technologies

We utilize analytics and advertising technologies, including but not limited to Google Analytics (GA4), Google Ads conversion tracking, Meta (Facebook) Pixel, Microsoft Clarity (session recordings and heatmaps), Microsoft (Bing) Advertising, and custom analytics systems, to measure website performance, analyze user behavior in aggregate, optimize advertising campaigns, and improve the Services. These technologies may collect anonymized or pseudonymized data using cookies, pixel tags, and similar mechanisms.

Important: We do not use tracking technologies to collect, transmit, or process protected health information ("PHI") as defined under HIPAA. Tracking pixels and session recording tools are configured to exclude pages and form fields where patients submit clinical or health-related information.

You may manage your advertising preferences through: Google Ads Settings (adssettings.google.com); Meta Ad Preferences (facebook.com/adpreferences); Microsoft Privacy Dashboard (account.microsoft.com/privacy); Network Advertising Initiative Opt-Out (networkadvertising.org/choices); or the Digital Advertising Alliance Opt-Out Portal (optout.aboutads.info).

7. Data Retention and Destruction

We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, comply with applicable legal, regulatory, and professional retention requirements, resolve disputes, enforce agreements, and maintain required business records. Clinical and medical records are retained in accordance with applicable state and federal retention requirements, which may require preservation for periods ranging from six (6) to ten (10) years following the last date of treatment, or longer for records pertaining to minors. Genetic testing results contained in your medical record are retained for the same period as other clinical records. Where AI-assisted tools are used for clinical documentation, any temporary data generated during that process is handled in accordance with our internal technology and data retention policies. Upon expiration of applicable retention periods, information is securely destroyed using methods appropriate to the media type. You may request deletion of certain non-clinical data by contacting us at info@toptierpsych.com, subject to our legal and regulatory retention obligations.

8. Data Security

We implement administrative, technical, and physical safeguards designed to protect the confidentiality, integrity, and availability of your information. These safeguards include: encrypted communication systems for clinical interactions; TLS/SSL encryption for all data transmitted between your browser and our Services; access controls to limit information access to authorized personnel; HIPAA privacy and security training for staff with access to protected health information; incident response and breach notification procedures; and ongoing efforts to evaluate and improve our security practices.

We are committed to continuously strengthening our security posture, including the implementation of enhanced encryption, multi-factor authentication, and additional access controls as our infrastructure matures.

Notwithstanding the foregoing, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security. You use the Services at your own discretion and risk. If you have reason to believe your account or information has been compromised, please contact us immediately at info@toptierpsych.com.

9. Do Not Track Signals

The Services do not currently respond to "Do Not Track" (DNT) browser signals or similar mechanisms, as no uniform industry standard for DNT compliance has been finalized. We will revise this practice if and when a universally accepted standard is established.

10. Children and Minors

Top Tier Psychiatry provides psychiatric services to patients aged six (6) and older. For patients under eighteen (18) years of age, a parent or legal guardian must provide consent for treatment and for the collection and processing of the minor's personal and clinical information. The parent or legal guardian is responsible for the minor's use of the Services and agrees to be bound by this Policy and our Terms and Conditions on behalf of the minor.

We do not knowingly collect personal information from children under the age of six (6). If you believe we have inadvertently collected information from a child under six, please contact us immediately at info@toptierpsych.com and we will take prompt steps to delete such information.

The privacy and security of minor patients' information is of particular importance to us. We apply all protections described in this Policy to minor patient data, and we comply with all applicable state and federal laws regarding the confidentiality of minor health records, including any state-specific protections for adolescent behavioral health records.

Communications for minor patients: For patients under eighteen (18), billing and financial notifications (including bills, charges, payment receipts, and fee notices) are sent to the parent or legal guardian only. Appointment reminders and care-related notifications are sent to both the parent or legal guardian and the minor patient when separate contact information is on file. The parent or legal guardian is financially responsible for all charges related to the minor's care.

11. State-Specific Privacy Rights

Depending on your state of residence, you may have additional privacy rights under applicable state consumer privacy laws, including but not limited to the Virginia Consumer Data Protection Act (VCDPA), Colorado Privacy Act (CPA), Utah Consumer Privacy Act (UCPA), and similar legislation. These rights may include the right to know what personal information we collect and how it is used, the right to request deletion of personal information, the right to opt out of the sale or sharing of personal information (note: we do not sell personal information), the right to correct inaccurate personal information, and the right to non-discrimination for exercising privacy rights. To exercise any applicable rights, contact info@toptierpsych.com. We will respond within the timeframes required by applicable law.

12. International Users

The Services are operated exclusively within the United States. If you access the Services from outside the United States, you acknowledge and consent to the transfer, processing, and storage of your information in the United States, which may have different data protection standards than your jurisdiction of residence.

13. Automated Decision-Making and Profiling

Top Tier Psychiatry does not utilize fully automated decision-making processes that produce legal effects or similarly significant effects on individuals without human intervention. To the extent that any automated tools, algorithms, or AI-assisted systems are employed in connection with appointment scheduling, insurance verification, clinical documentation, or triage prioritization, such tools serve exclusively as decision-support aids and are subject to review, validation, and override by qualified human personnel. Clinical decisions, including diagnosis, treatment planning, and prescribing, are always made by licensed providers exercising independent professional judgment. We do not engage in profiling activities for the purpose of making eligibility determinations regarding clinical care, insurance coverage, or access to the Services.

14. Data Controller and Processor Relationships

For the purposes of applicable data protection legislation, Altera Health P.C. (operating as Top Tier Psychiatry) serves as the data controller with respect to personal information collected directly through the Services. Where Top Tier Psychiatry engages third-party service providers, vendors, or subcontractors to process personal information on its behalf (each a "Data Processor"), such processing is conducted pursuant to written agreements that impose obligations of confidentiality, data security, breach notification, and compliance with applicable law. Data Processors are prohibited from processing personal information for purposes other than those specified by Top Tier Psychiatry. A current list of categories of Data Processors engaged by Top Tier Psychiatry is available upon written request to info@toptierpsych.com.

15. Data Breach Notification

In the event of a confirmed security breach that results in unauthorized access to, acquisition of, or disclosure of unsecured protected health information or personal data ("Security Incident"), Top Tier Psychiatry will: (a) conduct a prompt and thorough investigation to determine the nature, scope, and severity of the Security Incident; (b) take immediate steps to contain, mitigate, and remediate the breach; (c) notify affected individuals in writing within the timeframes required by applicable federal and state law, including but not limited to the HIPAA Breach Notification Rule (45 CFR Part 164, Subpart D), state data breach notification statutes, and any other applicable regulatory requirements; (d) where required, notify the U.S. Department of Health and Human Services, state attorneys general, and other applicable regulatory authorities; and (e) provide affected individuals with information regarding the nature of the compromised data, steps taken in response, and resources available for identity protection and credit monitoring, as appropriate.

16. Cookies and Similar Technologies

The Services employ cookies, web beacons, pixel tags, local storage objects, session recording tools, and similar technologies (collectively, "Tracking Technologies") for the following purposes:

(a) Strictly Necessary Cookies -- essential for basic functionality including session management, authentication, security, and load balancing; these cannot be disabled without impairing core Service functionality.

(b) Performance and Analytics Cookies -- used to collect aggregated, anonymized data regarding Service usage patterns, page views, traffic sources, and user engagement metrics for the purpose of improving Service performance and user experience. This category includes session recording and heatmap tools (such as Microsoft Clarity) that capture anonymized user interaction data to help us understand how visitors use our websites.

(c) Functional Cookies -- used to remember user preferences, language settings, accessibility configurations, and other customization selections.

(d) Advertising and Targeting Cookies -- used by authorized third-party advertising partners to deliver relevant advertisements based on browsing activity across websites, measure advertising campaign effectiveness, and limit advertisement frequency.

First-party cookies are set directly by Top Tier Psychiatry domains. Third-party cookies are set by authorized partners including, without limitation, Google (Google Analytics, Google Ads), Meta Platforms (Facebook Pixel), Microsoft (Clarity, Bing Ads), and their affiliates.

You may manage cookie preferences through your browser settings, the cookie consent preferences available on our websites, platform-specific opt-out tools referenced in Section 6, or by contacting us at info@toptierpsych.com. Disabling certain Tracking Technologies may impact the functionality and user experience of the Services.

17. Data Minimization and Purpose Limitation

Top Tier Psychiatry adheres to the principles of data minimization and purpose limitation, collecting only such personal information as is reasonably necessary, adequate, and relevant to the specific, explicit, and legitimate purposes for which it is processed. Personal information shall not be further processed in a manner that is incompatible with the original purposes of collection, except where: (a) the User has provided explicit consent to such further processing; (b) the processing is required or authorized by applicable law, regulation, or court order; (c) the processing is necessary for the establishment, exercise, or defense of legal claims; or (d) the processing is compatible with and reasonably expected given the context of collection. We periodically review our data collection practices to support ongoing compliance with these principles.

18. Modifications to This Policy

We reserve the right to modify, amend, supplement, or replace this Policy at any time, in our sole and absolute discretion, by posting the revised Policy on the Services with an updated "Last Revised" date. Material changes may, at our option, be communicated through prominent notice on the Services, email notification to registered users, or other reasonable means. Your continued access to or use of the Services following the posting of any changes constitutes your acceptance of such changes. We encourage you to review this Policy periodically. It is your responsibility to review this Policy for updates and changes.

19. Contact Information

For questions, concerns, requests, complaints, or inquiries regarding this Privacy Policy, our data practices, or the exercise of your privacy rights, contact:

Altera Health P.C., operating as Top Tier Psychiatry
Mailing Address: P.O. Box 8013, Greensboro, NC 27419
Email: info@toptierpsych.com
Phone: (725) 272-2411
Website: toptierpsych.com

We will endeavor to respond to all legitimate inquiries within a reasonable timeframe, and in any event within the timeframes required by applicable law. If you are unsatisfied with our response, you may have the right to lodge a complaint with your applicable state attorney general or relevant regulatory authority.