Electronic Communications & DOCUMENTATION

Contact Information

You are responsible for providing accurate and current contact information. Please notify HEAL CCC promptly if there are changes to:

• Mailing address
• Telephone number
• Email address
• Emergency contact information
• Preferred communication method

Risks of Electronic Communication

While HEAL CCC takes reasonable steps to protect the privacy and security of communications, no electronic communication method can be guaranteed to be completely secure. Electronic communications may carry risks, including:

• Unauthorized access
• Misdelivery or messages sent to an incorrect recipient
• Delays in transmission
• Security vulnerabilities
• Notifications being viewed by others

By choosing to communicate electronically, you acknowledge and accept these potential risks.

Appropriate Use of Electronic Communication

Electronic communication may be used for:

• Appointment scheduling
• Appointment reminders
• Billing and insurance questions
• Administrative matters
• Sharing forms or documents
• Limited treatment-related communication when clinically appropriate

Electronic communication should not be relied upon for immediate responses.

Communication Response Times

Electronic communications are reviewed during normal business operations. Response times may vary depending on:

• Provider availability
• Business hours
• The nature of the communication
• Clinical responsibilities

HEAL CCC is not continuously monitoring messages outside of normal business operations.

Preferred Communication Methods

Our primary methods of communication are:

1. Secure client portal
2. Phone communication

If you are experiencing emotional distress and feel the need to contact the practice outside of your scheduled appointment time, please understand that provider availability is limited to normal business hours:

Monday–Thursday: 4:30 PM–8:30 PM

Electronic communication is not intended to replace scheduled therapy sessions or crisis services.

Voicemail Messages

Unless you request otherwise, HEAL CCC may leave voicemail messages regarding:

• Appointment scheduling
• Appointment reminders
• Billing matters
• Administrative information
• Other treatment-related communications when appropriate

Please consider whether others may have access to your voicemail before authorizing this form of communication.

Email Communication

Email is a convenient but potentially vulnerable form of communication. Email messages may pass through multiple systems before reaching their destination and may be viewed by unintended parties.

For your privacy:

• HEAL CCC will not provide extensive clinical information through email.
• HEAL CCC will not send emails containing extensive Protected Health Information (PHI), such as diagnoses or insurance identification numbers.
• Clients are asked not to send detailed clinical information through email.

Email may be appropriate for administrative communication, such as scheduling. If you would like to use email communication, please discuss your preferences with your therapist.

Text Messaging

Text messaging provides convenience but carries similar privacy risks as email communication. For your protection:

• HEAL CCC will not discuss clinical matters through text messaging.
• HEAL CCC will not send extensive PHI through text messages.
• Please do not send sensitive information through text, including diagnosis information, Social Security numbers, insurance member IDs, or detailed treatment concerns.

Text messaging may be used for limited administrative purposes, such as appointment-related communication.

Cell Phone Privacy Considerations

If you use a cell phone for communication with HEAL CCC, consider your device privacy settings.

• How HEAL CCC is saved in your contacts
• Whether message previews appear on your lock screen
• Who may have access to your device
• Whether notifications should be disabled or modified

Opting Out of Electronic Communication

You may request restrictions or opt out of certain forms of communication, including:

• Email
• Text messaging
• Voicemail
• Other electronic communication methods

HEAL CCC will make reasonable efforts to honor your preferences. However, some forms of communication may be necessary to provide services, manage appointments, and complete required business operations.

Social Media Policy

To protect confidentiality and maintain appropriate professional boundaries:

• HEAL CCC does not interact with current or former clients on social networking websites.
• We do not accept friend requests, contact requests, or direct messages from current or former clients through social media platforms.
• We will not respond to messages, comments, reviews, testimonials, ratings, or recommendations posted publicly.

Testimonials, Reviews, and Online Ratings

HEAL CCC does not request testimonials, reviews, ratings, or public feedback from clients. If you choose to leave a public review or testimonial independently, please understand that responding could risk identifying you as a client. Therefore, HEAL CCC will not respond publicly to reviews, whether positive or negative.

We welcome feedback and encourage you to bring concerns about your experience directly into therapy so that we have the opportunity to address them together.