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Ember Thomas

Terms & Conditions

Introduction:
Welcome to Ember Thomas Therapy & Coaching. By scheduling an appointment, using my services, or accessing this website, you agree to these Terms & Conditions. Please read them carefully. If you have questions, contact me at [hello@emberthomas.com].


1. Services Provided
I provide the following professional services:

  • Individual therapy and counseling

  • Couples therapy

  • Group therapy sessions

  • Coaching and personal development programs

  • Intensive therapy programs

These services are provided for:

  • Personal growth and development

  • Mental health support

  • Relationship improvement

  • Life transitions and decision-making

My services are not:

  • Emergency or crisis intervention (if you're in crisis, call 988 or 911)

  • A substitute for medical care or psychiatric treatment

  • Legal, financial, or career counseling (though we may discuss these areas)

  • Guaranteed to produce specific outcomes

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2. Client-Therapist Relationship
Professional Relationship:
Our relationship is professional and therapeutic. It exists only during scheduled sessions and related communications about your care.
Boundaries:

  • Sessions occur at scheduled times only

  • Communication outside sessions is limited to scheduling and brief check-ins

  • Social media connections and personal relationships are not appropriate

  • Gifts beyond small tokens of appreciation are declined

Dual Relationships:

  • I cannot provide services to friends, family members, business associates, or anyone with whom I have a conflicting relationship

  • If a conflict arises, I will provide appropriate referrals

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3. Appointment Scheduling & Attendance
Scheduling:

  • Appointments are available Monday-Saturday during business hours

  • You may schedule via the contact form, phone, or online booking system

  • Confirmation will be sent via your preferred method (email, text, or phone)

Attendance:

  • Please arrive on time for in-person sessions

  • For virtual sessions, log in at the scheduled time with a stable internet connection

  • Sessions are [50 minutes] for individual therapy, [60 minutes] for couples therapy

Late Arrivals:

  • If you arrive more than 15 minutes late, the session may need to be shortened or rescheduled

  • You will be charged the full session fee regardless of shortened time

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4. Cancellation & Rescheduling Policy
Cancellation Requirements:
You must provide at least 24 hours notice to cancel or reschedule an appointment.

  • 24+ hours notice: No charge, full refund if prepaid

  • Less than 24 hours notice: You will be charged the full session fee

  • No-show: You will be charged the full session fee

Exceptions:

  • Medical emergencies

  • Family emergencies

  • Severe weather or natural disasters

How to Cancel:

My Cancellations:

  • If I need to cancel or reschedule, I'll provide as much notice as possible

  • You will not be charged if I cancel

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5. Fees & Payment
Session Fees:

  • Individual Therapy: Starting at [$150] per session

  • Couples Therapy: Starting at [$200] per session

  • Group Sessions: [$45] per session

  • Intensive Programs: Custom pricing based on program

Payment Methods:

  • Credit/debit cards (Visa, Mastercard, Amex, Discover)

  • HSA/FSA cards

  • Cash or check (in-person only)

Payment Terms:

  • Payment is due at the time of service

  • For ongoing therapy, I may require a credit card on file

  • Returned checks incur a [$35] fee

Late Payments:

  • Accounts more than 30 days past due may be suspended

  • A payment plan can be arranged if needed

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6. Insurance & Billing
Insurance:
I am an out-of-network provider and do not bill insurance companies directly.
What this means:

  • You pay the full session fee upfront

  • I can provide a superbill (detailed receipt) for you to submit to your insurance

  • Many insurance plans reimburse 50-80% of out-of-network services

  • Reimbursement is not guaranteed and depends on your specific plan

Verification:

  • It's your responsibility to verify your out-of-network benefits before starting therapy

  • I cannot guarantee insurance reimbursement amounts

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7. Confidentiality
Your privacy is protected by law.
Everything discussed in therapy is confidential and protected by HIPAA (Health Insurance Portability and Accountability Act) and state confidentiality laws.
I will not disclose your information without your written consent, except when:
Required by Law:

  • There is imminent risk of harm to yourself or others

  • Suspected abuse or neglect of a child, elderly person, or dependent adult

  • A valid court order requires disclosure

With Your Authorization:

  • Coordinating care with other providers (with your signed release)

  • Billing your insurance (with your consent)

  • Consultation with supervisors or colleagues (identifying information is removed)

For more details, see the Privacy Policy.


8. Records & Documentation
Client Records:
I maintain records of our sessions as required by law and professional standards.
Your Rights:

  • You may request a copy of your records (fee may apply)

  • Records are retained for [7 years] after our last session (as required by state law)

  • You may request amendments to factual errors in your records

Session Notes:

  • I keep brief notes for treatment planning

  • Process notes (my personal observations) are separate and not part of your official record

  • Process notes are protected from disclosure

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9. Virtual Sessions (Telehealth)
If we meet via video sessions:
Technology Requirements:

  • Secure, HIPAA-compliant video platform

  • Private location with reliable internet

  • Device with camera and microphone

Risks:

  • Technology failures may interrupt sessions

  • Internet connectivity is not guaranteed

  • Privacy may be compromised if you're in a public or shared space

Your Responsibilities:

  • Ensure you're in a private, confidential location

  • Use a secure internet connection (not public WiFi)

  • Notify me if someone enters the room during our session

Emergency Protocol:

  • Provide your current physical location at the start of each virtual session

  • In case of disconnection, I will attempt to reconnect via phone

  • If I cannot reach you and you're in crisis, I may contact emergency services

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10. Crisis & Emergencies
Important: I do not provide crisis or emergency services.
If you are experiencing a mental health emergency:

  • Call 988 (Suicide & Crisis Lifeline) - 24/7 support

  • Call 911 for immediate danger

  • Go to your nearest emergency room

  • Text "HELLO" to 741741 (Crisis Text Line)

Between Sessions:

  • I check messages during business hours (Monday-Friday, 9am-5pm)

  • For urgent (non-emergency) matters, call and leave a detailed voicemail

  • I will respond within 24 hours during business days

  • Do not use email for urgent matters

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11. Termination of Services
You may terminate therapy at any time for any reason. I encourage you to discuss this with me so we can have a proper closing session, but it's not required.
I may terminate services if:

  • You repeatedly miss sessions without notice

  • Payment issues are not resolved

  • The therapeutic relationship is not beneficial

  • I'm not qualified to address your needs (I'll provide appropriate referrals)

  • You engage in threatening or harassing behavior

Notice:

  • I will provide reasonable notice and referrals if I terminate services

  • Termination does not relieve you of payment obligations for services already rendered

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12. Limitations of Liability
Professional Standards:
I provide services in accordance with professional and ethical standards. However:

  • I cannot guarantee specific outcomes or results

  • Therapy involves risks, including temporarily feeling worse before feeling better

  • I am not responsible for decisions you make based on our discussions

  • I am not liable for actions taken by third parties based on information you share with them

Website & Information:

  • Information on this website is for general educational purposes only

  • Website content is not a substitute for professional therapy or medical advice

  • Technical issues with this website are not my responsibility (contact hosting provider)

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13. Consent to Treatment
By beginning therapy, you confirm that:

  • You are entering services voluntarily

  • You have the legal capacity to consent (or have guardian consent if under 18)

  • You understand the nature of therapy and its potential risks and benefits

  • You have had the opportunity to ask questions

  • You agree to actively participate in the therapeutic process

For Minors (Under 18):

  • A parent or legal guardian must consent to treatment

  • I may need to share information with parents/guardians as appropriate

  • Teens' privacy will be respected to the extent allowed by law

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14. Code of Ethics
I adhere to the ethical standards of:

  • [State] Board of Licensed Clinical Social Workers

  • National Association of Social Workers (NASW) Code of Ethics

  • American Counseling Association (ACA) Code of Ethics (if applicable)

  • International Coaching Federation (ICF) Code of Ethics (for coaching services)

If you have concerns about ethical conduct, you may contact:
[State] Board of [Professional Licensing]
Website: [state board website]
Phone: [state board phone]


15. Intellectual Property
Website Content:
All content on this website (text, images, logos, graphics) is my intellectual property or used with permission.
You may not:

  • Copy, reproduce, or distribute website content without permission

  • Use my name, likeness, or materials for commercial purposes

  • Record or photograph sessions without explicit written consent

Resources Provided:

  • Worksheets, handouts, and resources I provide are for your personal use only

  • Do not share or distribute materials without permission

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16. Dispute Resolution
If you have a concern or complaint:
Step 1: Discuss it with me directly - most issues can be resolved through open communication
Step 2: If unresolved, you may file a complaint with:

  • [State] Board of Licensed Clinical Social Workers

  • Better Business Bureau

  • Your professional liability insurance company

Mediation:

  • If a dispute cannot be resolved directly, we agree to attempt mediation before pursuing legal action

  • Mediation costs will be shared equally

Jurisdiction:

  • These terms are governed by the laws of [State]

  • Any legal proceedings will be held in [County], [State]

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17. Changes to These Terms
I reserve the right to update these Terms & Conditions as needed to reflect:

  • Changes in my practice policies

  • Changes in applicable laws or regulations

  • Professional standards updates

Notice:

  • Updated terms will be posted on this website with a new "Last Updated" date

  • Significant changes will be communicated to active clients via email

  • Continued use of services after changes constitutes acceptance

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18. Contact Information
For questions about these Terms & Conditions or my services:
Ember Thomas, LCSW
Email: [hello@emberthomas.com]
Phone: [(555) 123-4567]
Office: [123 Wellness Lane, Suite 200, City, State ZIP]
Office Hours:
Monday - Thursday: 9am - 7pm
Friday: 9am - 5pm
Saturday: 10am - 2pm
Sunday: Closed
Acknowledgment:
By using my services, you acknowledge that you have read, understood, and agree to these Terms & Conditions.

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