Privacy Policy
Business Policy
1. Mission and Vision
Mission: Our mission is to provide high-quality, compassionate, and evidence-based mental health therapy to individuals, families, and communities. We strive to empower our clients by fostering mental well-being and resilience through tailored treatment plans and a supportive environment.
Vision: To be a leading provider of accessible and innovative mental health services, creating a society where mental health care is normalized, stigma-free, and readily available to all.
2. Code of Conduct
Professionalism: All staff and therapists must demonstrate professionalism by being punctual, prepared, and attentive during client interactions. Personal biases or opinions should not interfere with the quality of care.
Ethical Standards: All employees must adhere to the ethical guidelines of their professional organizations.
Respect and Inclusion: Every individual, regardless of their background, is entitled to be treated with respect and dignity. Discrimination, harassment, or prejudiced behavior of any kind will not be tolerated.
Confidentiality: The privacy of clients is a cornerstone of our practice. All staff are trained on maintaining confidentiality and complying with legal requirements.
3. Service Policies
Scope of Services: We offer a wide range of mental health services, including:
Individual therapy to address personal challenges such as anxiety, depression, or trauma, anger management and other mental disorders.
Group therapy sessions to foster shared experiences and mutual support.
Family therapy to improve communication and resolve conflicts within families.
Specialized programs such as stress management workshops and mindfulness training.
Appointment Policies:
Scheduling: Appointments can be scheduled via our online portal or by calling our front desk during business hours.
Cancellations: To avoid a cancellation fee, clients must provide at least 24 hours' notice. Exceptions may be made for emergencies.
No-Show Policy: Missing an appointment without prior notice will result in the full session fee being charged.
Fees and Payments:
Payment Methods: Clients can pay via credit/debit cards, insurance (if applicable), or other approved methods.
Financial Assistance: For clients experiencing financial hardship, sliding-scale fees or payment plans may be offered upon approval.
Refunds: Prepaid sessions are refundable only under specific circumstances, such as therapist unavailability or at the discretion of the Thrive&Flourish team. In the event of an emergency where the therapist determines that the client requires psychiatric intervention beyond the scope of counseling and psychotherapy, the client will be referred to a psychiatrist. While the client will be eligible for a refund of any unused sessions, refunds will not be provided for sessions already conducted.
Confidentiality: We ensure that all client information is stored securely and used solely for therapeutic purposes, as outlined in the data policy.
4. Licensing and Credentials
All therapists are required to maintain valid licenses, which are verified annually.
Therapists must complete a minimum of 20 hours of continuing education per year to stay updated on best practices and new therapeutic techniques.
The organization ensures that all staff members have undergone background checks and meet state or national requirements for their roles.
5. Client Rights and Responsibilities
Client Rights:
To receive care that is respectful, non-judgmental, and tailored to their needs.
To be informed about their diagnosis, treatment options, and expected outcomes.
To have access to their therapy records and request corrections if needed.
To terminate therapy at any time and request referrals to other providers if desired.
Client Responsibilities:
To provide accurate and honest information about their medical and personal history.
To arrive on time for scheduled sessions and notify the office of any changes in contact information.
To comply with agreed-upon treatment plans and payment policies.
6. Crisis Management
Emergency Protocols:
Clients experiencing a mental health crisis should contact emergency services. They could be redirected to professional medical care and clinical experts by Thrive&Flourish
Therapists will collaborate with emergency contacts or local authorities as needed to ensure client safety.
High-Risk Clients:
For clients identified as high-risk, a personalized crisis management plan will be developed, including emergency contact information and action steps.
Contingency Plan
1. Initial Assessment Protocol
During the intake session, conduct a comprehensive assessment to identify any potential need for psychiatric intervention.
Include standardized screening tools to flag severe mental health conditions or risks.
2. Emergency Identification Process
Clearly define the criteria for when a client requires psychiatric help (e.g., suicidal ideation, psychosis, severe mood disorders).
3. Immediate Action Steps
Referral Process: Maintain a list of trusted psychiatrists or psychiatric facilities for immediate referrals.
Crisis Intervention: If the situation is urgent, our counselors will have the moral obligation to contact emergency services or a crisis hotline. In these critical cases, a full refund may be applied at the discretion of the management.
4. Client Communication
Inform the client (and their family, if appropriate) about the recommendation for psychiatric intervention.
The therapist will provide clear instructions on next steps, including referral details and the rationale for the referral.
5. Session Refund Policy
Explain the refund policy during the initial agreement phase to avoid misunderstandings.
Process refunds promptly for unused sessions while maintaining records for accountability.
6. Post-Referral Support
Provide follow-up sessions if the client wishes to continue therapy alongside psychiatric treatment.
7. Documentation and Review
Document all steps taken, including the reasons for referral and the client’s consent.
Regularly review and update the contingency plan based on feedback and evolving best practices.
8. Training and Preparedness
Ensure all therapists are trained to handle emergencies and communicate effectively during such situations.
Conduct periodic drills or simulations to ensure readiness in implementing the contingency plan.
7. Feedback and Complaints
Feedback Mechanisms:
Clients are encouraged to share their experiences through feedback forms, available online
Anonymous feedback is also welcome to ensure honest and open communication.
Complaint Resolution:
Complaints from clients will be entertained if registered within 7 days from your last session. Please mention your name, looming problems, counselor name and phone number to get your complaint registered.
Complaints will be reviewed by the management team within 7 business days.
Clients will receive a formal response with steps taken to address their concerns.
Continuous Improvement:
Regular client satisfaction surveys will be conducted to gather insights and enhance the quality of services.
8. Compliance and Legal
Regulatory Adherence:
Our practice adheres to Health guidelines (in India.) and GDPR standards (in the EU) to protect client data.
All therapists and staff undergo annual compliance training.
Insurance and Liability:
The business constantly monitors malpractices and cyber security coverage.
Record Keeping:
Client records are maintained securely and in accordance with legal requirements.
Data Policy
1. Data Collection
What We Collect:
Personal details: Name, contact information, and emergency contacts.
Medical history: Relevant health conditions, medications, and past therapy experiences.
Session notes: Documentation of progress, goals, and treatment plans.
How We Collect:
Data is gathered through secure online intake forms, in-session discussions, and client communications.
Consent:
Clients must sign an informed consent form at the start of therapy, detailing what data will be collected and how it will be used.
2. Data Usage
Primary Use:
Data is used solely for providing therapy, creating treatment plans, and administrative tasks such as appointment scheduling.
Secondary Use:
Aggregated and anonymized data may be used for internal quality assurance or research purposes.
Prohibited Use:
Data will never be sold or used for marketing without explicit client consent.
3. Data Storage and Security
Digital Records:
All digital records are stored on google sheets and a multi-factor authentication CRM
Backup systems ensure data is recoverable in case of technical issues.
Physical Records:
Paper records are stored in locked, fireproof cabinets with access restricted to authorized personnel.
Security Audits:
Regular security audits are conducted to identify vulnerabilities and implement updates.
4. Data Sharing
With Client Consent:
Data may be shared with other healthcare providers upon the client’s written request.
Legal Obligations:
Data will be disclosed if required by law, such as in cases of suspected abuse or imminent danger.
Third-Party Vendors:
Vendors handling data (e.g., billing software) must sign confidentiality agreements and demonstrate compliance with data protection standards.
5. Data Retention
Retention Period:
Records are retained for seven years after the client’s last session or as required by law.
Disposal:
Physical records are shredded, and digital records are securely deleted after the retention period.
6. Client Access and Rights
Access Requests:
Clients can request copies of their records or updates to incorrect information by contacting the office.
Data Restriction:
Clients may request limits on how their data is used or shared, provided it does not interfere with legal obligations.
Withdrawal of Consent:
Clients can withdraw consent for non-essential data usage at any time.
7. Breach Management
Response Plan:
In case of a data breach, affected clients will be notified within 72 hours of discovery.
The breach will be investigated, and measures will be taken to prevent recurrence.
Reporting:
Regulatory authorities will be informed as required by local laws.
8. Policy Transparency
Availability:
The privacy policy is provided during the intake process and is accessible on our website.
Updates:
Clients will be informed of significant policy changes via email or other communication channels.
Inquiries:
Clients can contact our office with any questions or concerns regarding the data policy.
Contact information:
If you would like to contact us to understand more about this Policy or wish to contact us concerning any matter relating to individual rights and your Personal Information, you may send an email to whythinksomore@gmail.com.