Terms & Conditions

Clinic Policies & Procedures

APPOINTMENTS AND CANCELLATIONS

Please remember to cancel or reschedule at least 24 hours in advance. You will be responsible for the entire fee if cancellation is less than 24 hours.

The standard meeting time for psychotherapy is 60 minutes. It is up to you, however, to determine the length of time of your sessions. Requests to change the 60 minute session needs to be discussed with the therapist in order for time to be scheduled in advance.

Appointments canceled with less than 24 hours' notice or missed without notice will be charged a fee of $135, which is not covered by insurance. This fee must be paid before or at the time of your next appointment.

 

Exceptions may be made for emergencies or unexpected illness at the provider's discretion. Multiple missed appointments or late cancellations may result in termination of services.

 

SESSION INFORMATION

• Initial assessment appointments are scheduled for 60 minutes.

• Standard couple/individual therapy sessions are also 60 minutes in length.

 

FEE SCHEDULE

• Initial assessment: $135

• Couple/Individual therapy (60 minute session): $135

• Initial 15 minute consultation: No charge

• Report writing/letter writing: $135 per hour

• Court appearances: $200 per hour (including travel and waiting time)

• No-show/late cancellation fee: $135

 

Note: Our fees are aligned with the suggested fee guidelines from the College of Registered Psychotherapists of Ontario. Fees are subject to periodic review and may change. You will be notified of any fee changes at least 30 days in advance.

 

INSURANCE AND PAYMENT

• Mental health services may be covered by your extended health benefits plan.

• You are responsible for verifying your coverage for mental health services prior to your first appointment.

• We accept e-transfer, cash, cheques, credit cards, etc. An receipt will be provided once payment is received.

• Payment is due at the time of service unless other arrangements have been made.

• Mental health services may be eligible for the Medical Expense Tax Credit on your income tax return.

• We provide annual summaries of your payments upon request.

 

SLIDING SCALE OPTIONS

• A sliding fee scale may be available for clients experiencing financial hardship. Please inquire about our current sliding scale options.

• Payment arrangements can be discussed on a case-by-case basis. Please speak your therapist to discuss your needs.

 

EMAIL/PHONE ACCESSIBILITY

If you need to contact your therapist between sessions, please leave a message on their voice mail or send an email. They are often not immediately available; however, they will attempt to return your call within 48 hours.

 

If an emergency situation arises, please call 911 or go to your nearest emergency room.

 

SOCIAL MEDIA AND TELECOMMUNICATION

Due to the importance of your confidentiality and the importance of minimizing dual relationships, our providers do not accept friend or contact requests from current or former clients on any social networking site (Facebook, LinkedIn, etc). We believe that adding clients as friends or contacts on these sites can compromise your confidentiality and our respective privacy. It may also blur the boundaries of the therapeutic relationship. If you have questions about this, please bring them up with your therapist.

 

ELECTRONIC COMMUNICATION

We cannot ensure the confidentiality of any form of communication through electronic media, including text messages. If you prefer to communicate via email or text messaging for issues regarding scheduling or cancellations, we will do so.

Email and text messaging should be limited to scheduling, billing questions, and other administrative matters. Please do not use email or text messaging to discuss clinical matters as these are not secure forms of communication.

While we may try to return messages in a timely manner, we cannot guarantee immediate response and request that you do not use these methods of communication to discuss therapeutic content and/or request assistance for emergencies.

 

TELEHEALTH SERVICES

• Telehealth services are available for eligible clients.

• Technical requirements include a reliable internet connection, a device with camera and microphone capabilities, and a private location.

• In case of technical difficulties, we will continue the session by phone.

• Please refer to our Telehealth Consent Form for detailed information.

 

CONFIDENTIALITY

All information disclosed within sessions and the written records pertaining to those sessions are confidential and may not be revealed to anyone without your written permission except where disclosure is required by law.

We maintain secure electronic health records in compliance with provincial privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and/or provincial privacy legislation.

 

Exceptions to Confidentiality

• Risk of harm to self or others: If we have reason to believe that you are at risk of harming yourself or another person, we are obligated to take protective actions, which may include contacting family members, emergency services, potential victims, and/or the police.

• Suspected abuse or neglect: If we have reasonable cause to believe that a child, elderly person, or vulnerable adult is being abused or neglected, we are required by law to report this to the appropriate authorities.

• Legal proceedings: If you are involved in legal proceedings, your records may be subject to subpoena or court order. While we will make every effort to protect your privacy, we must comply with valid court orders.

• Insurance billing requirements: If you are using insurance, we may be required to provide certain information to your insurance company, such as a diagnosis, treatment plan, or treatment summary.

• Professional consultation: We may occasionally consult with other professionals about aspects of your case to provide the best possible care, but we will not reveal your identity without your consent.

Please refer to our Privacy Policy for detailed information on how your personal health information may be used and disclosed.

 

PROFESSIONAL RECORDS

We are required to keep appropriate records of services provided. These records include dates of service, assessments, treatment plans, progress notes, and billing information.

You have the right to request access to your records or a summary of your care. Records are maintained for ten years as required by provincial law and professional standards. Records may be released to third parties only with your written authorization or as required by law.

 

COORDINATION WITH OTHER HEALTHCARE PROVIDERS

• With your written consent, we may communicate with your family physician, psychiatrist, or other healthcare providers to coordinate your care.

• If you are prescribed medication by a psychiatrist or physician, we recommend regular communication between providers to ensure coordinated care.

• Please complete a Consent to Release Information form for each provider with whom you would like us to communicate.

 

TERMINATION

Ending relationships can be difficult. Therefore, it is important to have a termination process in order to achieve some closure. The appropriate length of the termination depends on the length and intensity of the treatment.

Therapy may be terminated when treatment goals are met or when either the client or therapist determines that treatment is no longer beneficial.

We reserve the right to terminate services if:

• You no longer need or are benefiting from treatment

• You have missed multiple appointments

• You have an outstanding balance without a payment arrangement

• You have violated clinic policies

• Your needs are outside our scope of practice or competence

If services are terminated for any reason, we will provide you with a list of qualified psychotherapists to treat you. You may also choose someone on your own or from another referral source.

Should you fail to schedule an appointment for four consecutive weeks, unless other arrangements have been made in advance, for legal and ethical reasons, we must consider the professional relationship discontinued.

 

EMERGENCY PROCEDURES

In case of a mental health emergency:

• If you are experiencing a life-threatening emergency, call 911 or go to your nearest emergency room.

National Crisis Resources:

• Crisis Services Canada: 1-833-456-4566 or text HOME to 686868

 

CLIENT FEEDBACK AND CONCERNS

We value your feedback about your experience with our services. If you have concerns about your treatment, we encourage you to discuss them with your provider.

You have the right to file a complaint with our provincial regulatory college: College of Registered Psychotherapist of Ontario.