Wellness Center Policies
This is a holistic wellness center with multiple types of services often being rendered simultaneously. We ask that you maintain the confidentiality of all individuals seen at the Center regardless of the type of service, class, or workshop. Please keep mindful voices throughout the center and be respectful of others receiving services.
Business hours are generally 8 AM to 6 PM, Monday through Friday. We will make announcements for center closings on our Facebook page and make an effort to post this on the door to the center when not open for services. We will respond to phone calls, secure messages, emails, etc. only during normal business hours. If you have an emergency, are having thoughts of suicide/homicide or need any type of urgent care, we ask that you either go to the nearest emergency room or call 911. Please do not send us emails/messages or leave voicemails that are urgent in nature. We will not respond to messages outside of normal business hours. If you are unable to make your appointments in the evenings, it is your responsibility to contact the center prior to your appointment.
Appointments can be made through the online Theranest client portal or by calling our center during normal business hours. Classes, workshops and alternative healthcare options can be scheduled through Mindbody.
COVID-19 Policies for in-person services
All individuals receiving services at the wellness center must comply with the new standards set by the Kentucky Government as set forth:
a. Vulnerable populations with medical conditions that would put them at risk of acquiring COVID-19/Corona Virus will resume Tele-Health services. If you travel via public transportation, you must be seen for Tele-Health services as we cannot determine cross-contamination exposure.
b. We encourage all clients to consider continuing Tele-Health services for Mental Health and Health Coaching to reduce the risk of exposure to or the spread of COVID-19/Corona Virus.
c. All clients will receive an appointment reminder with a short health screen requiring you to call the office if you meet any of the criteria to change your appointment from in-person to Tele-Health for Mental Health and Health Coaching. Reiki and Massage clients will be expected to reschedule your in-person session after you are symptom free for two weeks.
d. All clients must wait in their vehicles to be called into the wellness center for their appointments. At which time you will undergo a brief health screen prior to entering the wellness center as part of your appointment.
e. All individuals receiving services will be required to wear a mask into the center prior to entering. Please do not enter the wellness center if you are not wearing a mask. You must provide your own masks. If you decline to wear a mask, you will be asked to leave and reschedule at a later date.
f. All individuals receiving services will be required to wash/sanitize their hands upon entering the wellness center. After washing your hands please have a seat and you will be assisted shortly thereafter.
g. All individuals receiving services will have their temperature checked prior to receiving services as part of their scheduled appointment.
h. Lobby space will be limited to 4 chairs that are measured six feet apart and only for those seen directly for services. There cannot be extra people in the lobby. Only clients who have an appointment can attend.
i. Children under age 5 must remain home. Children ages 5-12 who have an appointment can attend with one adult. All additional family members must wait in their vehicles or stay home. Teens can attend the appointment alone, however adults must wait in the car in the parking lot. Please do not drop off your children/teens and leave the premises as they will need to leave directly after their appointments. Parents must remain available on the premises.
j. The wellness center doors will be locked at all times.
k. The break-room is closed to all clients and only open to staff.
l. Please ensure you have at least three appointments scheduled at all times for therapeutic services. You can accomplish this through self-scheduling in the client portal or calling the office at 502-618-2823. This will help to reduce further exposure to COVID-19 by limiting time at the front desk.
m. We will only be accepting credit cards payments and will not accept cash/checks for co-payments or services rendered to minimize cross contamination.
Mental Health Services offered:
Face-to-face appointments for individuals, couples, and families utilizing health insurance or private pay.
Tele-Mental Health for individual adults residing in Kentucky only. We cannot provide tele-mental health to individuals residing in other states. This may be covered by health insurance. Please check with your insurance company. Otherwise this service is a private pay.
Cost of mental health services:
Cost when using health insurance depends upon the individual plan and may vary. Co-payments are required to be paid prior to receiving services when using health insurance. Private pay for one hour face-to-face and tele-mental health appointments are $85/hour and must be paid prior to receiving services. Cost to complete any type of paperwork is $50.00 per occurrence and $25.00 for each letter. This is up to the discretion of your therapist who may or may not decline to complete such documentation. If a therapist is subpoenaed to court, the cost is $300.00 per hour, to include travel time, wait time, etc., and is the client's obligation to pay. No-shows to appointments result in a $35.00 fee and there will be a $25.00 fee for same day cancelations.
Alternative Healthcare, Class, and Workshop Waiver
1. I am participating in yoga classes, health programs, workshops and other exercise and healing arts activities (collectively, the “Activities”) offered by [Lotus Counseling and Wellness Center LLC] (“Center”) and/or its owners, instructors, teachers, workshop presenters, employees and independent contractors. 2. I recognize that I must be in good physical and mental health to participate in the Activities. I understand that the Activities require physical exertion and I represent and warrant that I am physically fit and I have no medical condition, which would prevent my full participation in the Activities. I understand that it is my responsibility to consult with a physician prior to and regarding my participation in the Activities. If I have consulted a physician, I have taken the physician’s advice. I understand that the Center reserves the right in its absolute discretion to refuse my participation in an Activity on medical or fitness grounds. 3. I am in proper physical condition to participate in the Activities, and I am aware that participation could, in some circumstances, result in abnormal blood pressure, fainting, heartbeat disorders, physical injury and potentially heart attack. I also understand that I could experience muscle, back, or bone injuries during exercise. I understand my physical limitations and am sufficiently self-aware to stop physical activity before I become ill or injured. I understand that it is my continuing responsibility to inform the Center of any previous medical conditions, injuries or surgeries prior to my first class and any future changes to my medical condition. 4. In consideration of being permitted to participate in the Activities, I agree to assume full responsibility for any risks, injuries or damages, known or unknown, which I might incur as a result of entering or being on the premises/property or as a result of participating in the Activities at the Center. 5. In further consideration of being permitted to participate in the Activities, I knowingly, voluntarily and expressly waive any “Claims” (as defined below) I may have against the Center/premises, its owners, members, employees, and/or its instructors, teachers, employees, volunteer staff, interns, and/or independent contractors and the landlord/owner of the Center (each, a “Released Party”) for any Claim that I may sustain as a result of participating in the Activities at the Studio even if the Claim arises from the carelessness or negligence of any Released Party or anyone else. I agree to indemnify and hold harmless each Released Party from any loss or liability incurred in defending any Claim made by me or anyone making a Claim on my behalf, even if the Claim is alleged to or did result from the carelessness or negligence of any Released Party or anyone else. “Claims” include but are not limited to any and all liabilities, claims, demands, expenses, fees, legal actions, rights of actions for damages, personal injury, mental suffering and distress, or death that I may suffer, my children may suffer or that my unborn child may suffer (including any legal fees or expenses) in connection with participation in any Activity. 6. I, my heirs or legal representatives forever release, waive, discharge and covenant not to sue any Released Party for any Claim caused by any negligence or other acts of a Released Party. 7. I understand that it is my continuing responsibility to inform the instructor(s) and staff at Lotus Counseling and Wellness Center LLC of all medical conditions, injuries, or surgeries, prior to my first class and at such other times as I acquire information as to same. 8. I understand that I have no claims against Lotus Counseling and Wellness Center LLC by reason of their refusal to allow me to participate in the programs. 9. All tuition and registration fees are non-refundable, non-transferrable and cannot be extended. 10. I also agree that Lotus Counseling and Wellness Center LLC is in no way responsible for the safekeeping of my personal belongings while I attend class. 11. This agreement shall be construed in accordance with, and governed by, the laws of the State of Kentucky. I acknowledge that I have carefully read this release and waiver of liability and fully understand its contents. I voluntarily and knowingly agree to the terms and conditions stated herein. I am aware that by signing this release and waiver of liability, I am giving up substantial rights, including my right to sue and certain legal rights my heirs, next of kin, executors, administrators and assigns may have against any Released Party.
THIS NOTICE DESCRIBES HOW HEALTH INFORMATION MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
I. MY PLEDGE REGARDING HEALTH INFORMATION:
I understand that health information about you and your health care is personal. I am committed to protecting health information about you. I create a record of the care and services you receive from me. I need this record to provide you with quality care and to comply with certain legal requirements. This notice applies to all of the records of your care generated by this mental health care practice. This notice will tell you about the ways in which I may use and disclose health information about you. I also describe your rights to the health information I keep about you, and describe certain obligations I have regarding the use and disclosure of your health information. I am required by law to:
• Make sure that protected health information (“PHI”) that identifies you is kept private.
• Give you this notice of my legal duties and privacy practices with respect to health information.
• Follow the terms of the notice that is currently in effect.
• I can change the terms of this Notice, and such changes will apply to all information I have about you. The new Notice will be available upon request, in my office, and on my website.
II. HOW I MAY USE AND DISCLOSE HEALTH INFORMATION ABOUT YOU:
The following categories describe different ways that I use and disclose health information. For each category of uses or disclosures I will explain what I mean and try to give some examples. Not every use or disclosure in a category will be listed. However, all of the ways I am permitted to use and disclose information will fall within one of the categories.
For Treatment Payment, or Health Care Operations: Federal privacy rules and regulations allow health care providers who have direct treatment relationship with the client to use or disclose the client’s personal health information without the client’s written authorization, to carry out the health care provider’s own treatment, payment or health care operations. I may also disclose your protected health information for the treatment activities of any health care provider. This too can be done without your written authorization. For example, if a clinician were to consult with another licensed health care provider about your condition, we would be permitted to use and disclose your person health information, which is otherwise confidential, in order to assist the clinician in diagnosis and treatment of your mental health condition.
Disclosures for treatment purposes are not limited to the minimum necessary standard. Because therapists and other health care providers need access to the full record and/or full and complete information in order to provide quality care. The word “treatment” includes, among other things, the coordination and management of health care providers with a third party, consultations between health care providers and referrals of a patient for health care from one health care provider to another.
Lawsuits and Disputes: If you are involved in a lawsuit, I may disclose health information in response to a court or administrative order. I may also disclose health information about your child in response to a subpoena, discovery request, or other lawful process by someone else involved in the dispute, but only if efforts have been made to tell you about the request or to obtain an order protecting the information requested.
III. CERTAIN USES AND DISCLOSURES REQUIRE YOUR AUTHORIZATION:
1. Psychotherapy Notes. I do keep “psychotherapy notes” as that term is defined in 45 CFR § 164.501, and any use or disclosure of such notes requires your Authorization unless the use or disclosure is:
a. For my use in treating you.
b. For my use in training or supervising mental health practitioners to help them improve their skills in group, joint, family, or individual counseling or therapy.
c. For my use in defending myself in legal proceedings instituted by you.
d. For use by the Secretary of Health and Human Services to investigate my compliance with HIPAA.
e. Required by law and the use or disclosure is limited to the requirements of such law.
f. Required by law for certain health oversight activities pertaining to the originator of the psychotherapy notes.
g. Required by a coroner who is performing duties authorized by law.
h. Required to help avert a serious threat to the health and safety of others.
2. Marketing Purposes. As a psychotherapist, I will not use or disclose your PHI for marketing purposes.
3. Sale of PHI. As a psychotherapist, I will not sell your PHI in the regular course of my business.
IV. CERTAIN USES AND DISCLOSURES DO NOT REQUIRE YOUR AURTHORIZATION. Subject to certain limitations in the law, I can use and disclose your PHI without your Authorization for the following reasons:
1. When disclosure is required by state or federal law, and the use or disclosure complies with and is limited to the relevant requirements of such law.
2. For public health activities, including reporting suspected child, elder, or dependent adult abuse, or preventing or reducing a serious threat to anyone’s health or safety.
3. For health oversight activities, including audits and investigations.
4. For judicial and administrative proceedings, including responding to a court or administrative order, although my preference is to obtain an Authorization from you before doing so.
5. For law enforcement purposes, including reporting crimes occurring on my premises.
6. To coroners or medical examiners, when such individuals are performing duties authorized by law.
7. For research purposes, including studying and comparing the mental health of patients who received one form of therapy versus those who received another form of therapy for the same condition.
8. Specialized government functions, including, ensuring the proper execution of military missions; protecting the President of the United States; conducting intelligence or counter-intelligence operations; or, helping to ensure the safety of those working within or housed in correctional institutions.
9. For workers' compensation purposes. Although my preference is to obtain an Authorization from you, I may provide your PHI in order to comply with workers' compensation laws.
10. Appointment reminders and health related benefits or services. I may use and disclose your PHI to contact you to remind you that you have an appointment with me. I may also use and disclose your PHI to tell you about treatment alternatives, or other health care services or benefits that I offer.
V. CERTAIN USES AND DISCLOSURES REQUIRE YOU TO HAVE THE OPPORTUNITY TO OBJECT.
1. Disclosures to family, friends, or others. I may provide your PHI to a family member, friend, or other person that you indicate is involved in your care or the payment for your health care, unless you object in whole or in part. The opportunity to consent may be obtained retroactively in emergency situations.
VI. YOU HAVE THE FOLLOWING RIGHTS WITH RESPECT TO YOUR PHI:
1. The Right to Request Limits on Uses and Disclosures of Your PHI. You have the right to ask me not to use or disclose certain PHI for treatment, payment, or health care operations purposes. I am not required to agree to your request, and I may say “no” if I believe it would affect your health care.
2. The Right to Request Restrictions for Out-of-Pocket Expenses Paid for In Full. You have the right to request restrictions on disclosures of your PHI to health plans for payment or health care operations purposes if the PHI pertains solely to a health care item or a health care service that you have paid for out-of-pocket in full.
3. The Right to Choose How I Send PHI to You. You have the right to ask me to contact you in a specific way (for example, home or office phone) or to send mail to a different address, and I will agree to all reasonable requests.
4. The Right to See and Get Copies of Your PHI. Other than “psychotherapy notes,” you have the right to get an electronic or paper copy of your medical record and other information that I have about you. I will provide you with a copy of your record, or a summary of it, if you agree to receive a summary, within 30 days of receiving your written request, and I may charge a reasonable, cost based fee for doing so.
5. The Right to Get a List of the Disclosures I Have Made. You have the right to request a list of instances in which I have disclosed your PHI for purposes other than treatment, payment, or health care operations, or for which you provided me with an Authorization. I will respond to your request for an accounting of disclosures within 60 days of receiving your request. The list I will give you will include disclosures made in the last six years unless you request a shorter time. I will provide the list to you at no charge, but if you make more than one request in the same year, I will charge you a reasonable cost based fee for each additional request.
6. The Right to Correct or Update Your PHI. If you believe that there is a mistake in your PHI, or that a piece of important information is missing from your PHI, you have the right to request that I correct the existing information or add the missing information. I may say “no” to your request, but I will tell you why in writing within 60 days of receiving your request.
7. The Right to Get a Paper or Electronic Copy of this Notice. You have the right get a paper copy of this Notice, and you have the right to get a copy of this notice by e-mail. And, even if you have agreed to receive this Notice via e-mail, you also have the right to request a paper copy of it.
ACKNOWLEDGEMENT OF RECEIPT OF PRIVACY NOTICE
Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), you have certain rights regarding the use and disclosure of your protected health information. By signing this document, you are acknowledging that you have received a copy of HIPAA Notice of Privacy Practices.
The therapeutic relationship is unique in that it is a highly personal and at the same time, a contractual agreement. Given this, it is important for us to reach a clear understanding about how our relationship will work, and what each of us can expect. This consent will provide a clear framework for our work together. Feel free to discuss any of this with me. Please read and indicate that you have reviewed this information and agree to it by filling in the checkbox at the end of this document.
The Therapeutic Process
You have taken a very positive step by deciding to seek therapy. 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 and becoming aware of feelings attached to those events can bring on strong feelings of anger, depression, anxiety, etc. There are no miracle cures. I cannot promise that your behavior or circumstance will change. I can promise to support you and do my very best to understand you and repeating patterns, as well as to help you clarify what it is that you want for yourself.
The session content and all relevant materials to the client’s treatment will be held confidential unless the client requests in writing to have all or portions of such content released to a specifically named person/persons. Limitations of such client held privilege of confidentiality exist and are itemized below:
1. If a client threatens or attempts to commit suicide or otherwise conducts him/her self in a manner in which there is a substantial risk of incurring serious bodily harm.
2. If a client threatens grave bodily harm or death to another person.
3. If the therapist has a reasonable suspicion that a client or other named victim is the perpetrator, observer of, or actual victim of physical, emotional or sexual abuse of children under the age of 18 years.
4. Suspicions as stated above in the case of an elderly person who may be subjected to these abuses.
5. Suspected neglect of the parties named in items #3 and # 4.
6. If a court of law issues a legitimate subpoena for information stated on the subpoena.
7. If a client is in therapy or being treated by order of a court of law, or if information is obtained for the purpose of rendering an expert’s report to an attorney.
Occasionally I may need to consult with other professionals in their areas of expertise in order to provide the best treatment for you. Information about you may be shared in this context without using your name.
If we see each other accidentally outside of the therapy office, I will not acknowledge you first. Your right to privacy and confidentiality is of the utmost importance to me, and I do not wish to jeopardize your privacy. However, if you acknowledge me first, I will be more than happy to speak briefly with you, but feel it appropriate not to engage in any lengthy discussions in public or outside of the therapy office.