Professional Counseling Office Policies

Professional counseling is a collaborative process through which a therapeutic relationship is developed to address emotional, behavioral, and relational concerns. My approach is primarily client-centered and cognitive behavioral, though I may draw from a variety of evidence-based methods depending on your needs.

Counseling is an active process that requires your participation both during sessions and outside of sessions. Early sessions will focus on understanding your concerns, identifying goals, and developing a treatment plan if you choose to continue.

It is important that you feel comfortable with your therapist. Therapy involves an investment of time, energy, and financial resources. If you have questions or concerns at any point, I encourage you to discuss them openly. If needed, I am happy to support you in seeking a second opinion or referral.

Sessions are typically 50 minutes, in length and scheduled weekly, though frequency and duration may vary based on your needs.

Communication, Technology, and Social Media

Communication outside of scheduled sessions is limited in order to protect your privacy and maintain appropriate professional boundaries.

Because I work with clients throughout the day, I am not always immediately available by phone. If I am unable to answer, you may leave a confidential voicemail, and I will return your call as soon as possible, typically within the same business day. Calls received on weekends or holidays will be returned on the next business day.

You may also text the practice phone number for scheduling or appointment-related questions only. Text messaging is not a secure or confidential form of communication. For this reason, texting should not be used to share personal, sensitive, or clinical information. Any clinical concerns should be discussed during your scheduled session or by phone when appropriate.

Email communication, if used, should be limited to administrative purposes such as scheduling or general questions. While reasonable precautions are taken, email may not be a fully secure method of communication.

Email is not intended for therapeutic communication. I do not provide counseling services via email. If you send detailed or lengthy messages regarding personal concerns, these will be addressed during your next scheduled session.

Emergencies/Crisis Services

Graceful Pines Counseling & Consultation, PLLC does not provide 24-hour availability or crisis services. If you are experiencing an emergency or need immediate assistance, please contact:

• 911

• The nearest emergency room

• Your physician

• Or the 988 Suicide and Crisis Lifeline (call or text 988)
  
  

Social Media Policy

To protect your privacy and maintain appropriate professional boundaries, Graceful Pines Counseling & Consultation, PLLC does not engage with clients on social media or any other platform.

I do not accept friend or follow requests from current or former clients on any social networking platforms, including but not limited to Facebook, Instagram, LinkedIn, or similar sites. This is not a personal decision, but a professional and ethical one intended to protect your confidentiality and preserve the integrity of the therapeutic relationship.

If we were to interact on social media, it could potentially compromise your privacy by revealing that we have a professional relationship. For this reason, I will not follow, friend, or otherwise engage with clients through social media accounts.

You are welcome to view any professional pages associated with Graceful Pines Counseling & Consultation, PLLC. However, social media should not be used to communicate clinical concerns, request services, or share personal information. Communication regarding your care should take place through appropriate channels such as phone or during scheduled sessions.

By engaging in services, you acknowledge and accept the limitations of electronic communication and agree to use these methods appropriately.

Appointments and Attendance

Your appointment time is reserved specifically for you. Consistent attendance supports the effectiveness of therapy.

• A minimum of 24 hours notice is required to cancel or reschedule

• Late cancellations and missed appointments will be charged the full session fee

• Repeated missed appointments may result in discontinuation of services

• If you arrive significantly late, the session may need to be shortened or rescheduled.

Risks and Benefits of Counseling

Counseling can provide meaningful benefits, including improved emotional well-being, increased self-awareness, and healthier relationships.

However, it may also involve discussing difficult or distressing experiences. You may experience emotions such as sadness, anger, frustration, or discomfort during the process.

While many clients experience positive outcomes, specific results cannot be guaranteed.

Confidentiality and Its Limits

Your privacy is protected by law. Information shared in counseling will not be disclosed without your written permission, except in specific situations required or permitted by law.

These may include:

• Risk of harm to yourself or others

• Suspected abuse or neglect of a child, elderly person, or vulnerable individual

• Court orders or legally mandated disclosures

• Health oversight activities
  
  

If a situation arises requiring disclosure, I will make every effort to discuss this with you and limit the information shared to what is necessary.

Professional Records

Your records are maintained in accordance with HIPAA and include clinical and administrative information relevant to your care.

You may request access to your records in writing. Because clinical records can be complex, it may be recommended that you review them with a qualified professional.

• A $75 processing fee applies to record requests

• Payment is required prior to release
  
  

Psychotherapy notes are maintained separately and receive additional legal protections.

Client Rights

You have the right to:

• Request amendments to your record

• Request restrictions on disclosure

• Receive an accounting of disclosures

• Request how and where information is shared

• Receive a copy of this policy and privacy practices
  
  

Minors and Parents

For clients under 18, parents or legal guardians typically have access to treatment information, except in situations where confidentiality is legally protected.

When appropriate, efforts will be made to balance parental involvement with the minor’s need for privacy to support effective treatment.

If safety concerns arise, parents or guardians will be notified.

Health and Illness Policy

At Graceful Pines Counseling & Consultation, PLLC, your health and well being are important. I am committed to providing a safe, supportive environment for all clients.

If you are feeling unwell or experiencing symptoms of illness, you are asked to reschedule your appointment or request a telehealth session. This helps protect the health of others while allowing you to continue your care without interruption.

Telehealth services are available throughout Texas and offer a flexible option when you are unable to attend in person due to illness, exposure, or other health related concerns.

My goal is to support continuity of care while maintaining a safe and comfortable space for everyone.

Professional Fees

Session fees and service rates are outlined on the Hours and Fees page.

Additional services outside of session time may be billed at the standard hourly rate.

If legal involvement occurs, applicable fees will follow the Court Actions and Legal Fees policy.

Billing and Payment

Payment is due at the time of service unless otherwise arranged.

Accounts over 30 days past due may be subject to collection efforts. Only the minimum necessary information will be disclosed for billing purposes.

Insurance and Reimbursement

Graceful Pines Counseling & Consultation, PLLC is a private-pay practice.

A superbill may be provided for you to submit to your insurance company for possible reimbursement. You are responsible for verifying benefits and submitting claims. 

Complaints

If you have concerns, I encourage you to discuss them with me directly.

You may also file a complaint with the:

Texas Behavioral Health Executive Council (BHEC)

Filing a complaint may require disclosure of confidential information as part of the review process.

NOTICE TO CLIENTS 

The Texas Behavioral Health Executive Council investigates and prosecutes professional misconduct committed by marriage and family therapists, professional counselors, psychologists, psychological associates, social workers, and licensed specialists in school psychology. 

Although not every complaint against or dispute with a licensee involves professional misconduct, the Executive Council will provide you with information about how to file a complaint.  

Please call 1-800-821-3205 for more information.