Practice Policies

Mindful Harmony Trauma & Wellness, LLC

Welcome to Mindful Harmony Trauma & Wellness. We are committed to creating a safe, supportive, and respectful therapeutic environment. Below are our key policies for virtual mental health services. Please review them carefully, as they are designed to protect your privacy, ensure clinical effectiveness, and maintain professional boundaries.

1. Cancellation and No-Show Policy

At Mindful Harmony Trauma & Wellness, your appointment time is reserved specifically for you. In order to provide consistent and high-quality care to all clients, we ask that you provide at least 24 hours' notice if you need to cancel or reschedule your session.

If you do not cancel within this timeframe, or if you miss your appointment without notice, you will be charged a $120 no-show/late cancellation fee. Your therapist will remain available in the virtual session for up to 15 minutes past the scheduled start time. If you have not joined the session or contacted your therapist by that point, the appointment will be considered a no-show and the fee will apply.

We understand that emergencies and unforeseen events can occur. Therefore, each client is granted one waived late cancellation per calendar year, which may be used by contacting your therapist within 72 hours of the missed session to request an exemption. If other significant circumstances arise and you can provide documentation, we encourage you to speak directly with your therapist to discuss your situation.

Consistent attendance is important for therapeutic progress. If your availability changes or your circumstances require a different schedule, your therapist will make every reasonable effort to accommodate your needs.

2. Privacy Policy

At Mindful Harmony Trauma & Wellness, we value your privacy and are committed to protecting your personal information.

We want to assure you that we will never sell, rent, or share your personal information with outside businesses or third parties for marketing or profit.

We may use your contact information to send occasional newsletters, updates, and content relevant to our services, wellness tips, and practice announcements. These communications are intended to support your mental health journey and keep you informed about Mindful Harmony offerings.

If at any time you no longer wish to receive these communications, simply let us know by replying to the message or emailing us directly. We will promptly remove you from our mailing list upon your request.

3. Telehealth Consent Policy

All services are delivered virtually through HIPAA-compliant platforms. By participating in telehealth, you agree to:

  • Participate in sessions from a private, distraction-free location

  • Understand that while confidentiality is maintained, technical failures may pose a minimal risk

  • Acknowledge that therapy via telehealth may not be appropriate for all clinical situations

  • Have access to emergency resources in your location in case of crisis

You may withdraw your consent for telehealth services at any time by notifying your therapist.

4. Payment and Fees Policy

  • Session fees will be discussed prior to beginning services

  • Payment is due at the time of service and balance not paid by your insurance will be charged to your card on file

  • Accepted methods include credit/debit card, HSA, or platform-based billing

  • Late cancellations or no-shows will be charged at $120, as outlined above

  • If using insurance, you are responsible for any co-pays, deductibles, or services not covered

5. Emergency and Crisis Policy

Mindful Harmony Trauma & Wellness does not provide emergency services. If you are in crisis or experiencing a life-threatening situation:

  • Call 911 or go to the nearest emergency room

  • Contact the Suicide & Crisis Lifeline at 988

Your therapist can assist with referrals and safety planning during sessions, but is not available 24/7.

6. Communication Policy

  • Emails and messages are not monitored continuously and should not be used for urgent matters

  • Response time is typically within 1–2 business days

  • We do not communicate through personal social media accounts or text messaging, except in cases of platform failure

  • Secure communication methods will be provided upon intake

7. Social Media Policy

To maintain professional boundaries and protect your confidentiality:

  • We do not follow, friend, or engage with clients on social media

  • Public posts, comments, or messages will not be acknowledged in order to preserve your privacy

8. Client Records and Access

  • Records are stored securely in compliance with HIPAA regulations

  • Clients may request access to their records by submitting a written request

  • Records are retained for a minimum of 7 years as required by law

9. Termination and Refusal of Services

Therapy may be discontinued for reasons including, but not limited to:

  • Repeated missed appointments or non-compliance with treatment

  • Lack of clinical progress or appropriateness of fit

  • Safety concerns or boundary violations

Your therapist will provide appropriate referrals if therapy must end.

10. Service Eligibility & Location

Mindful Harmony Trauma & Wellness provides therapy only to clients located in states where our therapists are licensed. Clients must notify their therapist if they move or travel out of state during the course of treatment.