Practice and Procedures & Cancellation Policy
Purpose
This policy outlines how psychotherapy services at Rooted Within LLC are provided, including communication, confidentiality, & the therapeutic process, to support a safe, professional, & collaborative environment for client growth.
Therapeutic Process & Collaborative Documentation
Taking the step to explore therapy can feel vulnerable, empowering, confusing, hopeful, or all of the above. You deserve to feel heard, seen, & supported without judgment. The outcome of your treatment depends largely on your willingness to engage in this process, which may, at times, result in considerable discomfort. Remembering unpleasant events & becoming aware of feelings attached to those events can bring on strong feelings of anger, depression, anxiety, etc. I cannot promise that your behavior or circumstance will change. I can promise to support you & do my very best to understand you & repeating patterns, as well as clarify goals & achieve personal growth.
Collaborative Documentation (CD) is a process in which psychotherapists & the client collaborate in documentation of the Assessment, Service Planning, Progress Notes/DAP notes. CD is a tool that your therapist will use during sessions by creating, discussing, & documenting information from the client & the therapist in real time. It is intended to increase engagement in the therapeutic process & is used to support you with achieving your treatment goals. For your benefit, CD will typically occur within your scheduled psychotherapy session.
Appointments & Cancellations
Remember to schedule, cancel, or reschedule appointments at least 24 hours in advance. Life happens, & unforeseen circumstances can arise; if this occurs, please contact me as soon as possible. I may waive the late cancellation fee at my discretion. Cancellations differ from no-shows, as cancellations involve timely communication with the therapist, whereas no-shows occur when a client does not attend the scheduled session & provides no prior notice. Three no-show appointments may result in being considered “At Risk for Discharge,” & a fourth no-show may result in termination of psychotherapy services. Maintaining timely attendance helps support your progress and ensures that others have access to psychotherapy services.
Communication With Your Therapist
If you need to contact me between sessions, please leave a message on the office phone at 717-723-9261. I am often not immediately available; however, I will attempt to return calls within 24 hours during the week. I may not be available on weekends or during vacation periods. For non-urgent communication, please use your client portal to send messages, which ensures confidentiality and HIPAA compliance. In the event of a mental health emergency, please call 988 – National Suicide and Crisis Lifeline, or 911 if immediate assistance is required.
To protect your confidentiality & maintain professional boundaries, I do not accept friend or contact requests from current or former clients on any social networking platform. Adding clients as friends or contacts on social media can compromise privacy & blur the therapeutic relationship. If you have questions about these boundaries, please bring them up during sessions.
Electronic Communication & Telehealth Services
Telehealth sessions are conducted via HIPAA-compliant platforms, Grow Therapy and Headway, & are used when deemed therapeutically appropriate. Telehealth is used to deliver psychotherapy services in real time using a two-way audio/video transmission via computer or mobile device, with the therapist & client in separate locations. Telehealth allows for convenient access to psychotherapy services, reduces travel barriers, & can improve continuity of care.
Expected benefits of telehealth include easier access to services & the convenience of meeting from the location of your choosing. Potential risks include delays, interruptions, poor connection, technical difficulties, or geographic barriers. Telehealth consultations are not the same as in-person sessions & may limit the therapist’s ability to observe physical & nonverbal cues such as posture, grooming, eye contact, facial expressions, & body language, which can be important for assessment and treatment. You have the right to discuss this telehealth process, ask questions, & receive answers regarding the risks & benefits. Telehealth is not an emergency service, & in the event of an emergency, please call 988 or 911. To maintain confidentiality, you must not share your telehealth appointment link with anyone unauthorized to attend the session. You retain the option to withhold or withdraw consent for telehealth at any time without affecting your right to future care.