Inspire Counseling, LLC Practice Policies and Standards of Practice 

No-Show or Late Cancellation Policy 

Inspire Counseling, LLC's policy regarding late cancellations, late rescheduling, and no-shows requires all clients to cancel their appointments at least 48 hours in advance of the scheduled appointment time. Failure to cancel your appointment on time will result in the full amount of your session being charged to the card on file. All clients must have a valid credit or debit card on file.  
 

If you have scheduled appointments and miss sessions due to no-shows or late cancellations, future appointments may be canceled. Additionally, if you accumulate three no-shows or late cancellations within a 90-day period, you may not be rescheduled, at the discretion of your provider. Any outstanding balances must be paid in full before rescheduling

Your appointment will be considered a "no-show" after 15 minutes of no contact during the scheduled time of your appointment. 

The agency process for appointment cancellations is as follows:  

Clients established with an Inspire Counseling provider may cancel appointments in the client portal within 72 hours of the scheduled appointment time.  

If your appointment needs to be canceled in less than 72 hours (about 3 days), call the office or use the client portal to message the office manager. 

We appreciate you for understanding and respecting our providers. 

Family and Friends Policy (Swapping Sessions)    

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) is a federal law that protects sensitive patient health information from being disclosed without the patient's consent or knowledge. 

Inspire Counseling, LLC strictly prohibits Session Swapping - canceling one client's therapy session to allow a family member, friend, or co-worker to have the session due to a crisis or otherwise. We cannot allow any client's treatment to be affected by another client.  

We do not allow clients in the same household to see the same provider unless it is for family or couples counseling. 

If you or a loved one is in a crisis, please have the client/patient contact our office during business hours for assistance. A signed Release of Information Consent Form is required for our staff to speak with anyone on your behalf.  

If you are having suicidal ideation or urges to self-harm after hours or on weekends, please call or text the Suicide Hotline at 988; or call 911. You may also go to the nearest emergency room for assistance.  

Court Fee Policy 

If any Inspire Counseling, LLC personnel/provider/staff are required to testify on behalf of a client case, Inspire Counseling must be properly served a subpoena to appear in court. Fax or email subpoenas are not accepted. 
 

Due to canceling all appointments before the court date, a non-refundable retainer fee is required to cover any lost income whether Inspire Counseling personnel are subpoenaed or requested to appear by the client's attorney OR by opposing counsel on the client's case. 

Inspire Counseling, LLC does not conduct child custody evaluations or conduct child therapy for court purposes except in case-by-case circumstances. 

A non-refundable retainer fee of $2000 (one full day plus preparation and travel time) for any scheduled court attendance must be paid in full before court testimony. Inspire Counseling personnel will clear their schedule to comply, regardless of party to the suit requiring personnel testimony. 
 

For holiday appearances, the non-refundable retainer fee is $3000 per day. Additional fees may be incurred for extra hours in court until released by the judge whether the provider testified. If personnel are required to appear yet do not testify or get released early, the fee remains, as the provider's schedule was cleared to accommodate. 
 

If a court appearance is/will be needed, an active credit card on file is required to recoup court costs and lost wages due to my required attendance. 

Charges for court appearances apply and will be charged to the client whether Inspire Counseling, LLC personnel/providers are subpoenaed/requested to appear by either side of counsel. 

Credit Card Policy 

To help us maintain the highest standards of service and support here at Inspire Counseling LLC., we have implemented a "Credit Card" policy. 

This policy outlines the requirement for clients to keep a valid credit card on file and the procedures for collecting copayments and managing cancellation fees. 

All clients receiving services at Inspire Counseling must have a valid credit card on file. This information will be securely stored and used for the following purposes: 

Copayment Collection: On the morning of the appointment, the client's card on file will be charged for the applicable copayment/payment of services for their scheduled appointment.  

Cancellation Fee: If a client needs to cancel or reschedule an appointment, we require a minimum of 24 hours' notice. If the client fails to provide the required notice, a cancellation fee of $75 will be applied to their account. 

Account Credit: Clients who prefer to make payments through our portal must maintain a credit of $75 on their account. This credit will be applied towards any cancellation fees incurred. 

I acknowledge that I have read and understand the "Credit Card on File Policy" of Inspire Counseling LLC. and agree to comply with its requirements. 

Weekend and After-Hours Policy 

At Inspire Counseling, we understand that life's challenges don't always adhere to a typical 9-to-5 schedule. To accommodate our clients' diverse needs and ensure accessibility to therapeutic support, we are pleased to introduce our Weekend and After-Hours Therapy Policy.  

1. Hours of Operation:  

Our regular business hours are from 9 am to 5 pm, Monday through Friday. However, in recognition of the need for flexibility, we offer therapy sessions beyond these hours on weekdays and on weekends and holidays.  

2. After-Hours and Weekend Appointments:  

Therapy sessions scheduled after 5 pm on weekdays and on weekends and holidays will be subject to our extended hours policy. These appointments are available upon request and are intended to accommodate clients with busy daytime schedules.  

3. Scheduling:  

To book an after-hours or weekend therapy session, please contact our office during regular business hours. Our administrative staff will work with you to find a suitable time and therapist based on availability.  

4. Additional Fees: 

Please note that therapy sessions scheduled after hours (after 5 pm), on weekends, and on holidays may be subject to an additional fee. This fee compensates our therapists for their availability during non-standard hours.  

5. Emergency Services:  

In case of an emergency outside our regular business hours, please get in touch with emergency services (911) or the local crisis hotline at 205-323-7777. Our therapists may not be available for immediate assistance during these times. 

6. Cancellation Policy:  

The standard cancellation policy applies to after-hours and weekend appointments. If you need to cancel or reschedule a session, please provide at least 24 hours' notice to avoid a cancellation fee.  

7. Confidentiality:  

The confidentiality of your therapy sessions remains our top priority, regardless of the time they occur. All standard privacy and ethical guidelines will be upheld during after-hours and weekend appointments.  

We appreciate your understanding and cooperation with our Weekend and After-Hours Therapy Policy. If you have any questions or concerns, please feel free to discuss them with our office staff or your therapist.  

Thank you for choosing Inspire Counseling. We are committed to providing you with quality care and support whenever you need it. 

Appointment Cancellation and Outstanding Balance Policy 

At Inspire Counseling, LLC, we prioritize the mental well-being of our clients and strive to provide a supportive and effective therapeutic environment. 

To ensure the smooth operation of our practice and to better serve all clients, we have established the following policy regarding appointment cancellations and outstanding balances:  

Appointment Cancellation Due to Outstanding Balance: If a client's account balance exceeds $150.00 and there have been no attempts made to develop a payment arrangement or respond to correspondence from our office, staff will cancel appointments scheduled within 48 hours (about 2 days) from the current time. The client is responsible for maintaining their account balance within acceptable limits and communicating with our office regarding any financial concerns or difficulties.  

Credit Card on File Requirement: To schedule appointments and maintain an account with Inspire Counseling, LLC, clients must provide a valid credit card to be kept on file. This credit card information will be securely stored and charged per our cancellation and outstanding balance policies.  
 

Communication Regarding Outstanding Balances: If a client cannot pay their outstanding balance in full, they are encouraged to contact our office to discuss potential payment arrangements. We understand that financial situations may vary, and we are committed to working with our clients to find a solution that meets their needs.  

Noncompliance: Clients who repeatedly fail to comply with our policy regarding outstanding balances or engage in nonresponsive behavior may be subject to further action, including termination of services. We strive to maintain a professional and respectful environment for all clients and staff. 

Practice Policy for Telehealth/Telemedicine - Appropriate Behaviors 

This practice policy establishes guidelines for appropriate behaviors during telehealth/telemedicine sessions. Telehealth offers a convenient and accessible way to receive healthcare services remotely, and it is essential to maintain a professional and safe environment during these virtual interactions.  

1. No Smoking or Use of Substances:  

Clients and healthcare providers are expected to refrain from smoking or using any substances during telehealth sessions. This includes cigarettes, cigars, electronic cigarettes, and any other forms of tobacco or recreational substances. Such activities can be distracting, compromise the quality of communication, and may pose a health risk.  

2. No Driving During Sessions:  

Clients are advised not to engage in telehealth sessions while driving or operating any machinery. It is crucial to prioritize safety and avoid any potential accidents or distractions that may arise from multitasking while participating in a telehealth appointment. Clients should find a quiet and safe location for the session.  

3. Confidentiality and Privacy:  

All participants in telehealth sessions are expected to uphold the principles of confidentiality and privacy. Clients should ensure that they are in a private and secure location to protect their personal health information. Healthcare providers will also take measures to secure the virtual platform and uphold confidentiality standards.  

4. Professional Conduct:  

Clients and healthcare providers are expected to maintain professional conduct during telehealth sessions. This includes dressing appropriately, using healthy language, and treating each other with respect. Any inappropriate behavior, such as harassment or offensive language, will not be tolerated.  

5. Technical Considerations:  

Participants should ensure that their devices, internet connection, and any necessary software are in good working order before the scheduled telehealth session. Technical issues that may disrupt the session should be addressed promptly to avoid interruptions in care.  

6. Scheduling and Punctuality:  

Clients and healthcare providers should adhere to scheduled appointment times. If there are any changes or delays, participants are encouraged to communicate in advance. Punctuality helps maintain an efficient and organized telehealth practice.  

7. Emergency Situations:  

In an emergency or immediate medical attention is required, participants are advised to call emergency services or seek in-person medical care. Telehealth is not a substitute for emergency services.  

Conclusion:  

By adhering to these guidelines, both Clients and healthcare providers contribute to creating a positive and effective telehealth experience. This policy aims to ensure that telehealth sessions are conducted with professionalism, respect, and a focus on patient safety and well-being.