PSYCHOTHERAPIST- PATIENT SERVICES AGREEMENT(HIPAA)

Notice of Privacy Practices

This document (the Agreement) contains important information about the professional services and business policies of Psychological Counseling Services, Ltd. (PCS). It also contains summary information about the Health Insurance Portability and Accountability Act (HIPAA). HIPAA is a federal law that provides privacy protections and patient rights with regard to the use and disclosure of your Protected Health Information (PHI) used for the purpose of treatment, payment, and health care operations. HIPAA requires that PCS provide you with a Notice of Privacy Practices (the Notice) for use and disclosure of PHI for treatment, payment and health care operations. The Notice, which is attached to this Agreement, explains HIPAA and its application to your personal health information in greater detail. The law requires that PCS obtain your signature acknowledging that PCS has provided you with this information prior to the end of your session. Although these documents are long and sometimes complex, it is very important that you read them carefully. We can discuss questions you have about the procedures at any time. When you sign this document, it will also represent an agreement between us. You may revoke this Agreement in writing at any time. That revocation will be binding on PCS unless we have taken action in reliance on it; if there are obligations imposed on PCS by your health insurer in order to process or substantiate claims made under your policy; or if you have not satisfied any financial obligations you have incurred.

PSYCHOLOGICAL SERVICES

Psychotherapy is not easily described in general statements. It varies depending on the personalities of the psychotherapist and patient, and the particular problems you are experiencing. There are many different methods therapists at PCS may use to deal with the problems that you hope to address. Psychotherapy is not like a medical doctor visit. Instead, it calls for a very active effort on your part. In order for the therapy to be most successful, you will have to work on things we talk about both during our sessions and at home.

Psychotherapy can have benefits and risks. Since therapy often involves discussing unpleasant aspects of your life, you may experience uncomfortable feelings like sadness, guilt, anger, frustration, loneliness, and helplessness. Psychotherapy has also shown to have many benefits. Therapy often leads to better relationships, solutions to specific problems, and significant reductions in feelings of distress. But there are no guarantees of what you will experience. In addition, therapy may be experiential at times. Therefore, you may be requested to participate physically. Please notify your therapist of any physical limitations and know that you have the right to refuse.

Our first few sessions will involve an evaluation of your needs. By the end of the evaluation, your therapist will be able to offer you some first impressions of what our work will include and a treatment plan to follow, if you decide to continue with therapy. You should evaluate this information along with your own opinions of whether you feel comfortable working with your therapist. Therapy involves a large commitment of time, money, and energy, so you should be very careful about the therapist you select. If you have questions about our procedures, you should discuss them whenever they arise. If your doubts persist, we encourage you to set up a meeting with another mental health professional for a second opinion.

It is important each client have awareness that PCS groups include men and women, victims, and victimizers presenting with a variety of issues. Our groups vary from process oriented to experiential. During the experiential groups, you may be asked to physically participate. Please notify the group leader of any physical limitations and we understand it is always your right to refuse to participate. Please note that our SOS group specifically focuses on the needs of sex offenders.

MEETINGS/SCHEDULING

We normally conduct an evaluation that will last from 2 to 4 sessions. During this time, you and your therapist can decide if he/she is the best person to provide the services that you need in order to meet your treatment goals. We define a “therapy hour” as a 45 minute session. Once an appointment is scheduled, you will be responsible to pay for that session unless you provide 24 hours advance notice of cancellation (unless your therapist and you both agree that you were unable to attend due to circumstances beyond your control). The 24 hours translates to one business day, not including weekends or holidays.If you need to call to schedule an appointment, please call during regular business office hours of 8:00 am to 4:45 pm Monday through Friday. We will not return calls related to appointments. The business offices are closed on Memorial Day, July 4th, Labor Day, Thanksgiving Holiday (both Thursday and Friday), Christmas Day and New Year’s Day.

There may be times when we need to contact you by phone. Please inform us if you do not want us to leave a message at any of the phone numbers you provided.

Cancellation Policy:

A one– (1) hour session requires 24 hour notice not including weekends or holidays to cancel without penalty. A two- (2) hour session requires 48 hours notice not including weekends or holidays to cancel without penalty. Three or more-(3+) hours block time appointments require 5 business days to cancel without penalty.If you schedule a customized intensive outpatient program, there are specific guidelines noted on the IOP agreement.

If you need to cancel or change an appointment, please call 480-947-5739 during regular business office hours of 8:00 am to 4:45pm Monday through Friday only. Please remember that you will be charged when you do not show for s scheduled appointment. We do not accept cancellation or change notices received via email or voicemail. You must speak to a scheduler to make, change, or cancel appointments.

PROFESSIONAL FEES

The fee associated with therapy varies from PCS therapist to PCS therapist. The fee is based upon a 45 minute session and ranges from $85 to $350. The fee remains the same for couples and family therapy. Group therapy charges range from $60 to $85 per group therapy session. In addition to weekly appointments, we charge for other professional services you may need, though we will break down the hourly cost if we work for periods of less than one hour. Other services include report writing, telephone conversations lasting longer than 15 minutes, consulting with other professionals with your permission, preparation of records or treatment summaries, and the time spent performing any other service you may request of us. Each letter will incur a 15 minute charge at the therapist’s rate. If the letter involves more than 15 minutes, you will be charged in 15 minute increments. If you become involved in legal proceedings that require our participation, you will be expected to pay for all of our professional time, including preparation and transportation costs, even if one of our therapists is called to testify by another party. For any court or legal related work there will be an additional charge of $50 for each hour. In addition, any time spent (i.e., phone calls, emails, report and letter writing, etc.) will also be charged.

CONTACTING PCS

Due to our work schedules, we are often not immediately available by telephone. The PCS business office is open from 8:00 am to 4:45 pm Monday through Friday, except for holidays. Therapists will make every effort to return your call within 24 hours, with the exception of weekends and holidays. If you are difficult to reach, please inform us of some times when you will be available. If you are unable to reach us and feel that you can’t wait for us to return your call, contact your family physician, the nearest emergency room and ask for the psychologist or psychiatrist on call, or call 911. If your therapist will be unavailable for an extended time, she/he can provide you with the name of a colleague to contact at PCS, if necessary. Due to privacy issues we do not communicate with clients by email. Donot use email for emergency contact. In addition, PCS therapists do not process therapeutic information over the phone. It is our policy for clients to utilize their therapy time face to face rather than attempting to process over the phone or email.

SOCIAL MEDIA

We recognize clients may find a PCS therapist has an online presence through Facebook, LinkedIn, or some other web service or application. It is the policy of PCS therapists to avoid online relationships with our clients. Our regulatory boards and ethical codes classify them as dual relationships. Please feel free to discuss this boundary with your therapists.

MINORS & PARENTS

For patients under 18 years of age, their parents must review and sign thePCS CONSENT FOR THE PROVISION OF SERVICES TO A MINORForm. Consent from both parents, regardless of the custodial arrangement, is the preferred practice of this office. Because privacy in psychotherapy is often crucial to successful progress, particularly with teenagers, it is our policy to request an agreement from parents to allow their child’s records to remain private. PCS therapists will provide you with general information about your child’s (i.e. 12 years and younger) treatment status and will encourage teenage children to share directly with their parents. The therapist will not share with you what your child has disclosed to him/her without your child’s assent. If a PCS therapist believes that your child is at serious risk of harming him/herself or another, they will inform you. Examples of serious risk would include a plan to harm self or suicidal ideation which is intensifying. Parents agree not to involve the therapist in any custody or visitation disputes, as this would not be in the best interest of your child’s relationship with the therapist, and would be counterproductive to the therapeutic process.

BILLING AND PAYMENTS

You will be expected to pay for each session prior to the time it is held.

For our Intensive program, services are required to be paid in advance in full by cash,cashier’s check, money order or wire transfer. For all other services, PCS accepts cash, check, Visa, or MasterCard. Payment schedules for other professional services will be agreed to when they are requested.

If your account has not been paid for more than 60 days and arrangements for payment have not been agreed upon, we have the option of using legal means to secure the payment. This may involve hiring a collection agency or going through small claims court which will require us to disclose otherwise confidential information. In most collection situations, the only information we release regarding a patient’s treatment is his/her name, the nature of services provided, and the amount due. [If such legal action is necessary, the costs will be included in the claim.]

INSURANCE REIMBURSEMENT

Payment is due at the time of service only- no exceptions. Therefore, as a general rule, PCS does not accept insurance assignment. It is your responsibility to bill your insurance company for direct reimbursement. In order for us to set realistic treatment goals and priorities, it is important to evaluate what resources you have available to pay for your treatment. If you have a health insurance policy, it will usually provide some coverage for mental health treatment. You (not your insurance company) are responsible for full payment of our fees. It your responsibility to know exactly what mental health services your insurance policy covers. If you plan on billing your insurance carrier on your own, please inform your therapist during a session so you may discuss and obtain a diagnosis code, which is a requirement for submitting medical claims.

If you have coverage through Medicare, please note that this office has elected to opt-out of the Medicare programs. You will be required to sign a Notice to Medicare Patients Private Contract Agreement form on your initial visit, explaining our opt-out policy and that you understand that you not be allowed to bill Medicare on your own.

You should carefully read the section in your insurance coverage booklet that describes mental health services. If you have questions about the coverage, call your plan administrator. Of course, we will provide you with whatever information we can based on our experience and will be happy to help you in understanding the information you receive from your insurance company.

Due to the rising costs of health care, insurance benefits have increasingly become more complex. It is sometimes difficult to determine exactly how much mental health coverage is available. “Managed Health Care” plans such as HMOs and PPOs often require authorization before they provide reimbursement for mental health services. These plans are often limited to short-term treatment approaches designed to work out specific problems that interfere with a person’s usual level of functioning. It may be necessary to seek approval for more therapy after a certain number of sessions. While much can be accomplished in short-term therapy, some patients feel that they need more services after insurance benefits end.

You should also be aware that your contract with your health insurance company requires that we provide it with information relevant to the services that we provide to you. We are required to provide a clinical diagnosis. Sometimes we are required to provide additional clinical information such as treatment plans or summaries, or copies of your entire Clinical Record. In such situations, we will make every effort to release only the minimum information about you that is necessary for the purpose requested. This information will become part of the insurance company files and will probably be stored in a computer. Though all insurance companies claim to keep such information confidential, we have no control over what they do with it once it is in their hands. In some cases, they may share the information with a national medical information databank. We will provide you with a copy of any report we submit, if you request it. By signing this Agreement, you agree that we can provide requested information to your carrier.

Once we have all of the information about your insurance coverage, we will discuss what we can expect to accomplish with the benefits that are available and what will happen if they run out before you feel ready to end your sessions. It is important to remember that you always have the right to pay for our services yourself to avoid the problems described above, unless prohibited by contract.

Please note that PCS does not respond to insurance inquires received to this office. We will, however, respond to a request for information pertaining to your case on your behalf once we receive written notification from you, the patient or insured, only.

LIMITS ON CONFIDENTIALITY

The law protects the privacy of all communications between a patient and a psychotherapist. In most situations, we can only release information about your treatment to others if you sign a written Authorization form that meets certain legal requirements imposed by HIPAA. There are other situations that require only that you provide written, advance consent. Your signature on this Agreement provides consent for those activities, as follows:

  • We may occasionally find it helpful to consult other health and mental health professionals about a case. During a consultation, we make every effort to avoid revealing the identity of our patient. The other professionals are also legally bound to keep the information confidential. If you don’t object, your therapist will not tell you about these consultations unless he/she feels that it is important to your work together. We will note all consultations in your Clinical Record (which is called “PHI” in our Notice of Psychologist’s Policies and Practices to Protect the Privacy of Your Health Information).
  • You should be aware that we practice as a group with other mental health professionals and that we employ administrative staff. In most cases, we need to share protected information with these individuals for both clinical and administrative purposes, such as scheduling, billing, and quality assurance. All of the mental health professionals are bound by the same rules of confidentiality. All staff members have been given training about protecting your privacy and have agreed not to release any information outside of the practice without the permission of a professional staff member.
  • It is common practice for PCS therapists to share cases. Therefore, it is likely your progress notes will be viewed by other therapists.
  • We also have contracts with an attorney, accounting firm, computer technology company, and collection agency. As required by HIPAA, we have a formal business associate contract with these businesses, in which they promise to maintain the confidentiality of this data except as specifically allowed in the contract or otherwise required by law. If you wish, we can provide you with the names of these organizations and/or a blank copy of this contract.
  • Disclosures required by health insurers or to collect overdue fees are discussed elsewhere in this Agreement.
  • If a patient threatens to harm himself/herself, we may be obligated to seek hospitalization for him/her, or to contact family members or others who can help provide protection.

I will also obtain an authorization from you before using or disclosing: