Practice Policies & Procedures

We are committed to maintaining the highest standards of care, professionalism, and confidentiality. Please review our policies below. By engaging in services, you agree to abide by these guidelines.

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1. Confidentiality

• We adhere to all federal and state laws regarding client privacy, including full compliance with HIPAA regulations.

• All client records, communications, and personal information are kept strictly confidential and stored securely.

• Exceptions to confidentiality are limited and outlined by HIPAA, such as safety concerns or mandatory reporting.

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2. Informed Consent

• Informed consent is required prior to beginning treatment and will be obtained during your initial intake appointment.

3. Appointments

• Services are by appointment only.

• Appointments can be scheduled via phone or email.

• While we strive to honor your preferred times, availability may vary.

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4. Fees, Payment, & Insurance

• Our fee structure will be clearly explained during your initial consultation.

• Payment is due at the time of service unless prior arrangements are made.

• We do not bill insurance directly but can provide a superbill for clients seeking reimbursement.

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5. Cancellation & No-Show Policy

• Please provide at least 24 hours' notice for cancellations or rescheduling.

• Cancellations made with less than 24 hours’ notice or missed appointments may result in a $100 no-show fee.

• Exceptions may be made for emergencies.

6. Professional Boundaries

• We maintain strict professional boundaries to protect the therapeutic relationship.

• In cases where conflicts of interest or ethical concerns arise, services may be discontinued, and referrals provided.

7. Feedback & Complaints

• We value your feedback.

• Any concerns should be shared directly with our office, and we will work promptly and professionally to resolve them.

8. Emergencies

• In an emergency, do not wait for a return call. Call 911 or go to the nearest ER.

• You may also call the Suicide Prevention Lifeline at 1-800-273-TALK (8255).

• Clients with frequent crises may be referred to a higher level of care or community mental health agency.

9. Medication Refills

• Refills will not be processed outside of regular business hours, on weekends, or during holidays.

• Discuss refills during your scheduled appointment; same-day requests without an appointment will not be honored.

• Patients not seen within 3 months may be discharged.

• Controlled substances (e.g., ADHD or anxiety medications) require an in-person evaluation—even if a prescription is lost or expired.

10. Provider Absence & Weather Emergencies

• If your provider is unavailable, you will be notified, and alternative arrangements will be made.

• A covering provider may have access to your confidential health information as needed for continuity of care.

11. Email & Text Communication

• Email and text should be used only for administrative matters (e.g., cancellations).

• These forms of communication are not guaranteed to be secure, and by using them, you accept this risk.

12. Limitations of Services

We do not provide the following services:

• Custody evaluations or court testimony

• Forensic or legal assessments

• Substance abuse treatment

• Disability or leave-of-absence evaluations
  These services are provided only at the provider’s discretion.

13. New Patient Evaluations

• An evaluation does not guarantee acceptance into ongoing care.

• If it is determined that our practice is not the right fit, we will explain the reason(s). You are still responsible for payment of the initial evaluation.

14. Missed Appointments & Medication Refills

• A missed or canceled appointment may affect your ability to receive medication refills.

• Consistent attendance is necessary for safe prescribing.

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Requesting Mental Health Records (HIPAA Compliance)

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Policy Overview

• We respect your right to access your mental health records, in accordance with HIPAA and applicable state laws.

• Psychotherapy notes, as defined by HIPAA, are specially protected and generally excluded from access.

How to Request Records

1. Submit a written request via our office or downloadable online form. Include:

   • Full name, DOB, contact info

   • Dates of service and purpose for request

   • Signature (plus legal authorization if applicable)

2. Requests may take up to 30 days to process.

3. A reasonable fee may apply for record handling, copying, or mailing.

4. Requests may be denied if release could compromise safety or confidentiality. In shared households, sensitive information may be redacted.

5. To request corrections to records, submit a written explanation with supporting documentation. Decisions will be made within 60 days.

Psychotherapy Notes

• These are the private notes of the therapist and are not part of the standard medical record.

• They are protected under HIPAA and typically cannot be accessed or released without special circumstances (e.g., legal requirements, duty to warn).

Policy Updates

These policies are reviewed and updated regularly. The most current version is always available on our website.

If you have any questions, please contact our office. We are here to support your care and ensure a safe, respectful treatment environment.