It is often helpful to have a written copy of office policies and procedures that you can refer to at any time. If you have any further questions, please feel free to discuss them with your therapist. We respect the fact that the decision to approach a therapist typically represents a time of crisis. It is hoped that the information on these pages will answer any questions, though please feel free to ask your therapist directly about your treatment, our office procedures, and the goals for your therapy.
Our approach to psychotherapy will of course vary with the needs of each client. A common goal with all our patients is to build a safe, trusting relationship that will provide support, and to then examine those issues that stand in the way of improving your life. If you have come to our clinic due to stress or pain problems, you will likely be given access to our audio file library to help you learn basic self-calming skills to aid with your recovery. You may be invited to try biofeedback equipment or clinical hypnosis as part of deepening your pain and stress management skills. We often talk with patients about spiritual issues during a time of medical crisis, as this has been shown to help with physical recovery. You will probably be encouraged to gently increase your daily levels of activity, and will discuss your nutrition and hydration goals. We have a weekly support group for patients having a difficult recovery due to chronic pain, and you might be encouraged to attend these groups. During psychotherapy, we will maintain a goal-oriented focus, and will always keep you informed of these goals and the length of time anticipated to meet them. We encourage you to ask as many questions as necessary to fully understand your treatment, taking as much time as needed. We will always assume that you, as the client, have a right to be fully informed regarding the treatment, and the freedom of choice to continue or discontinue our work at any time.
Individual appointments are 50-55 minutes in length, and these times are held exclusively for you. Group psychotherapy runs for 90 minutes. If you are unable to keep your appointment for any reason, you are asked to give as much advance notice as possible. A missed appointment fee of $40.00 will be charged for appointments missed without notification.
If you are a Worker’s Compensation client, your visit has been preauthorized and no fee will be expected from you personally. The fee for professional time in therapy or consultation is $125.00 per individual session, and $40.00 per group session. Initial evaluations typically involve one and one-half hours, and are charged at $250.00. We do not charge for brief phone contact or correspondence with other physicians, agencies, school districts, etc., which only takes place with your written permission. Unlike most offices, we do not ask for a full fee payment at the end of every session. A monthly statement will be sent to you, and you are asked to make a regular affordable payment toward your balance each month. Our office will bill your insurance company on your behalf, and will credit any collections made toward your monthly balance. You are expected, however, to check with your carrier and be informed of the limits of your outpatient coverage. This includes issues such as deductible, per year limits to sessions, per session allowable, types of outpatient procedures permitted (for example, family therapy is sometimes a non-covered service), and all the other twists and turns used to limit payment. We do belong to a number of preferred provider organizations, in the hope that this may defray your cost.
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A staff member will be available between 9:00 a.m. and 5:00 p.m. Monday through Friday to relay messages and answer any questions, or you will be invited to leave a message with our service. All calls will be answered on the same business day, if at all possible. Outside of these hours, our clinic has a 24-hour a service that answers our line if you press “1”, and they will attempt to contact your therapist in the case of an emergency. If you are in imminent danger, it is not necessary to contact us. Call 911 or go to the nearest Emergency Room. We do ask that after-hour calls be reserved for emergencies, though we do encourage you to always call in such situations.
As licensed therapists, we are accountable for our work with you. If you have any concerns about the course of our work, please discuss them directly with your therapist. All psychologists through this clinic are licensed through the Texas State Board of Examiners of Psychologists. If you should need to contact our board with concerns, they can be reached at (512) 305-7700. All counselors through this clinic are licensed through the Texas State Board of Examiners of Professional Counselors. This board can be reached at (512) 834-6658. If you want to know more about your therapist’s education or training, you are encouraged to discuss this directly. Again, we respect the fact that the decision to approach a therapist typically represents a time of crisis. As mentioned, we will discuss fully with you what treatment seems appropriate to address these concerns. Your rights as the initiator of these services will always be respected, and our treatment and our progress will be thoroughly discussed on an ongoing basis. Your continued attendance of our sessions will be viewed as tacit agreement that you are satisfied with the treatment that is underway. You will be asked to sign a receipt stating that you have been given this statement of policies, along with those that describe HIPPA requirements. We look forward to working with you.
THIS NOTICE DESCRIBES HOW PSYCHOLOGICAL AND MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
I. USES AND DISCLOSURES FOR TREATMENT, PAYMENT, AND HEALTH CARE OPERATIONS
We may use or disclose your protected health information (PHI) for treatment, payment, and health care operations purposes with your consent.
II. USES AND DISCLOSURES REQUIRING AUTHORIZATION
We may use or disclose PHI for purposes outside of treatment, payment, and health care operations when your appropriate authorization is obtained. An "authorization" is written permission above and beyond the general consent that permits only specific disclosures. In those instances when we are asked for information for purposes outside of treatment, payment, and health care operations, we will obtain an authorization from you before releasing this information. We will also need to obtain an authorization before releasing your psychotherapy notes. These notes are given a greater degree of protection than PHI.
You make revoke all such authorizations at any time, provided each revocation is in writing. You may not revoke an authorization to the extend that (1) we have relied on that authorization; or (2) if the authorization was obtained as a condition of obtaining insurance coverage, and the law provides the insurer the right to contest the claim under the policy.
III. Uses and Disclosures with Neither Consent or Authorization
We may use of disclose PHI without your consent or authorization in the following circumstances:
- CHILD ABUSE: If we have cause to believe that a child has been, or may be, abused, neglected, or sexually abused, we must make a report of such within 48 hours to the Texas Department of Protective and Regulatory Services, the Texas Youth Commission, or to any local or state law enforcement agency.
- ADULT AND DOMESTIC ABUSE: If we have cause to believe that an elderly or disabled person is in a state of abuse, neglect, or exploitation, we must immediately report such to the Department of Protective and Regulatory Services.
- HEALTH OVERSIGHT: If a complaint is filed against me with the State Board, they have the authority to subpoena confidential mental health information from me relevant to that complaint.
- JUDICIAL OR ADMINISTRATIVE PROCEEDINGS: If you are involved in a court proceeding and request is made for information about your diagnosis and treatment and the records thereof, such information is privileged under state law, and we will not release information, without the written authorization from you or your personal or legally appointment representative, or a court order. The privilege does not apply when you are being evaluated for a third party or where the evaluation is court ordered. You will be informed in advance if this is the case.
- SERIOUS THREAT TO HEALTH OR SAFETY: If we determined that there is a probability of imminent physical injury by you to yourself or others, or there is a probability of immediate mental or emotional injury to you, we may disclose relevant confidential mental health information to medical or law enforcement personnel.
- WORKERS' COMPENSATION: If you file a workers' compensation claim, we may disclose records relating to your diagnosis and treatment to your employer's insurance carrier.
IV. PATIENT'S RIGHTS AND THERAPIST'S DUTIES
PATIENT'S RIGHTS:
- RIGHT TO REQUEST RESTRICTIONS - You have the right to request restrictions on certain uses and disclosures of PHI about you. However, we are not required to agree to a restriction on your request.
- RIGHT TO RECEIVE CONFIDENTIAL COMMUNICATIONS BY ALTERNATIVE MEANS AND AT ALTERNATIVE LOCATIONS - You have the right to request and receive confidential communications of PHI by alternative means and at alternative locations.
- RIGHT TO INSPECT AND COPY - You have the right to inspect or obtain a copy (or both) of PHI and psychotherapy notes in my mental health and billing records used to make decisions about you as long as the PHI is maintained in the record. I may deny your access to PHI under certain circumstances, but in some cases you may have this decision reviewed. On your request, I will discuss with you the details of the request and denial process.
- RIGHT TO AMEND - You have the right to request an amendment of PHI for as long as the PHI is maintained in the record. We may deny your request. On your request, we will discuss the details of the amendment process.
- RIGHT TO AN ACCOUNTING - You generally have the right to receive an accounting of disclosures of PHI for which you have neither provided consent nor authorization. On your request, we will discuss the details of the accounting process.
- RIGHT TO A PAPER COPY - You have the right to obtain and paper copy of the notice from me upon request, even if you have agreed to receive the notice electronically.
THERAPIST'S DUTIES:
- We are required by law to maintain the privacy of PHI and to provide you with a notice of our legal duties and privacy practices with respect to PHI.
- We reserve the right to change the privacy policies and practices described in this notice. Unless I notify you of such changes, however, we are required to abide by the terms currently in effect.
- If we revise our policies and procedures, we will provide you with a written copy during your office visit.
V. COMPLAINTS
If you are concerned that one of our therapists has violated your privacy rights, or you disagree with a decision made about access to your records, you may speak with Dr. Gary Whiting, Director of Rehab Therapy Resources, Inc. directly.
You may also send a written complaint to the Secretary of the U.S. Department of Health and Human Services. Our office will provide you with the appropriate address upon request.
VI. EFFECTIVE DATE, RESTRICTIONS AND CHANGES TO PRIVACY POLICY
This notice will go into effect on April 15, 2003.
