Office Policies
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Office Policies, Privacy Practices, and Confidentiality
I value the opportunity to be of service to you. Please review the following policies and feel free to discuss them with me. Once we have discussed these and you agree to them, I will have you sign a hard copy of this document. I would be happy to make a copy for your records.
The Process of Psychological Treatment:
Most children and adults adjust well to relationship issues, personal challenges, and unexpected life events. However, at times, it can be helpful to seek the advice and expertise of a licensed professional psychologist or other therapist who can diagnose problems that may be interfering with normal coping mechanisms or resiliency. The treatment process and duration will vary depending on your goals, personality, and the particular problem for which you are seeking help. Treatment generally involves a series of 50-60-minute sessions with a clear goal in mind.
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My psychological orientation draws on cognitive behavioral (CBT), interpersonal, multicultural, existential, and family systems approaches to psychotherapy. The focus of my practice is health psychology, which involves assisting people with medical diagnoses as they adjust to treatment regimens or altered life circumstances, or as they pursue changes in health behaviors to live more full and active lives. I also work with family members of patients with dementia and people who have relationship challenges. Diagnoses I treat include depression, anxiety, grief, or post-traumatic stress.
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It is important to know that therapy, while often very useful, can, at times, be uncomfortable. You may experience unpleasant thoughts or strong feelings like sadness, guilt, anxiety, anger, loneliness, or frustration. This is a natural reaction to the therapy process and often provides the basis for change. It is my goal to propose to you different ways of looking at, thinking about, or handling your emotions, relationships, and challenging situations. Change may be gradual. I value open communication. If you are uncomfortable with our sessions or the feelings that arise from them, please let me know right away.
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Treatment can result in benefits to you, including improved interpersonal relationships, reduced symptoms, and resolution of specific problems that led you to seek therapy. Most people who receive treatment do benefit; however, there is no guarantee that psychotherapy will yield positive or intended results. While I will work to the best of my ability to help you achieve the meaningful change you seek, success depends on many factors including our working relationship and connection, your motivation, effort, and such life circumstances as your interactions with family, friends, and others.
Plan of Treatment:
Our first few sessions will usually involve the evaluation of your needs. Very soon, I will be able to discuss with you my initial understanding of your difficulties, whether I believe you can benefit from treatment with me, my therapeutic objectives, the approach I intend to use in the course of therapy, and my view of the time/payment required and possible outcomes of our work together. Sometimes it is clear right away that a therapist with a different style or training background would be a better choice, and I will do my best to help with an appropriate referral.
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Treatment involves an investment of time, money, and energy, so you should decide carefully if you want to proceed. If you have unanswered questions about the treatment plan, you have the right to ask and receive a complete answer. I believe in working collaboratively with patients to help them reach their goals. Successful therapy requires a good “fit” of patient and psychologist.
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I do not accept patients whom I do not believe I can help. If at any point I determine that I am not effective in helping you reach your therapeutic goals, I will discuss this with you and, if appropriate, discontinue treatment and offer you the names of other qualified professionals who might better meet your needs. If you request and authorize it, I will talk to the professional of your choice in order to provide essential information to them to facilitate a transition. You have the right to discontinue therapy at any time; please talk with me about this possibility beforehand so that we can scheduling a summary session. I will try to provide you with names of other qualified professionals who might be able to assist you, should you still require and desire therapy.
Responsibility for Payment:
Payment for all fees is due and payable at the time services are rendered. Services will be charged directly to the patient. I accept major credit cards, cash, or personal checks. If you wish, I can bill your credit card after each visit.
Insurance/Teletherapy issues
I am happy to help you process your insurance claim-form for reimbursement if you provide a completed form any time that one is needed. Alternatively, upon request I can provide you an itemized “Superbill” that you can submit to your company to obtain reimbursement or to include in itemized tax deductions.
COVID Precautions:
I am currently offering either in-person psychotherapy or teletherapy. My office has an air filtration system; masking is optional but recommended if you are immunocompromised. Please call to reschedule your appointment (at no charge) if you are ill, whether or not you have tested positive for COVID or another communicable illness. I will do the same.
Appointment Times:
Recently, I have reduced my clinical hours. I generally see patients online on Tuesday afternoon/evening. I am available for in-person sessions or teletherapy on Wednesday or Thursday as well. At times, I may be out of the state but will offer you teletherapy sessions if possible. Know that several times a year I will be away from the office for a period of 1-2 weeks in my semi-retirement. If you require weekly therapy, we should work to refer you to a psychologist who is more consistently available year-round.​
Late/Missed Appointments:
If you are late for a session, I usually cannot extend the appointment to make up for lost time. You will be billed for the full session. If you do not appear for a scheduled appointment or if you cancel your appointment with less than 24 hours prior notice (in the absence of a true medical emergency), you will be personally charged the full amount of the appointment. My overhead costs are such that my practice cannot absorb the cost of missed sessions. Your credit card will be billed or you will receive an invoice for the visit.
Release of Information to Third-Party Payers:
Disclosure of medical information regarding the conditions being treated and the services being provided is generally required by insurance companies or other third-party payers for billing or quality assurance purposes. You, as the patient, hereby authorize release of this information as requested by third-party payers for this purpose. While insurance companies generally assure patients that no information will be released to your employer or other third parties, once information leaves this office, I cannot guarantee its security.
Delinquent Payment:
I realize that temporary financial problems may affect timely payment of your account. If such problems do arise, I ask that you contact me promptly for assistance in the management of your account. In circumstances of unusual financial hardship, I may be willing to negotiate a plan.
Failure to pay fees when they are due may result in rescheduling your appointment or suspending service to you. In such cases, I will attempt to provide you with a list of low- cost mental health clinics.
Notice of Privacy Practices and Licensure
I have built my practice in this community on a foundation of integrity, respect, and professionalism. These values are reflected in my longstanding commitment to protect your privacy. Fully advising me of your physical and emotional condition is important in allowing me to provide optimal service to you. In order for you to feel trusting and comfortable doing this, your privacy is of the highest priority. That is why I want you to know how I protect the information you share with me. Psychologists are bound by professional standards of confidentiality that are often more stringent than those required by law; therefore, I always protect your right to privacy to the best of my ability.
It is my goal and professional obligation to hold your health information in confidence to the greatest degree possible. In general, everything you disclose to me is confidential, with a few exceptions I will outline here. Know that I will never use or disclose any more of your information than is necessary to accomplish the purpose for which the use or disclosure is made.
- If you are seeking reimbursement from your health insurance company, it may be necessary for me to disclose limited personal information to your insurance company to obtain eligibility and benefit information as well as to bill for services. For example, I usually must provide your name, address, employer, Social Security number, date of birth, diagnosis, and dates that services were rendered. At times, insurance companies will request patient records.
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You may authorize me to share relevant information with physicians and other members of your medical team.
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By law, confidentiality is waived if I believe that you may be a danger to yourself or others and/or if I believe that a child, elder, or dependent adult may be in danger or has been abused. In such a case, I will seek help and warn others, as dictated by law and case law.
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When I am treating minors under age 18, I will abide by confidentiality standards but may share with parents, guardians, and/or non-custodial parents, information about your treatment and progress. As a child, you have the right to confidentiality, but your parents, including a non-custodial parent, have a right to know about your treatment. Unless there is a serious danger, I will provide parents with only general information about the content of sessions held with teenagers.
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In the event I am incapacitated, I have designated one trusted colleague to administer all confidential matters as necessary for the continuity of your care. You hereby authorize me to release your information under these circumstances.
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In rare instances, a court of law can require release of records for judicial proceedings. In such cases, I will release only such information as required to meet the order of the court. If you are bringing a lawsuit, we should discuss whether it is in your best interest to release your records.
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In the interest of best practices and patient care, I sometimes seek consultation with other professionals on cases and would disguise your identity if I were to seek guidance in such a manner. I also write articles and books and I teach psychology. Occasionally I provide case examples in a way that would not compromise your identity.
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If I am seeing you as a couple, I will not withhold information from the other partner in our therapy together. I will not release my records of these sessions to either partner without the consent of the other.
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Email, Texts, and Other Social Media Communication
You may send an email to Betsy@drbatesfreed.com, or text scheduling information to 1-805-259-5247, but if you choose to do so, please be aware that these forms of communication are not 100% confidential and protected to the same degree as mail or phone communications. In general, I prefer such communications to be limited to issues such as appointment times. I comply with HIPAA regulations in encrypting my computer and cell phone and maintaining records in a confidential electronic record (Therapy Notes). Limited paper records are stored in a safe and locked office environment. I do not view or share information with patients on platforms such as Facebook or Instagram.
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Questions or Complaints About Privacy
If you have questions or believe your privacy has been violated, you are encouraged to address your concerns with me. You may also contact the Secretary of the Department of Health and Human Services at 200 Independence Avenue SW, Washington, DC 20201, by calling 1-202-619-0257, or on the web at https://www.HHS.gov/hipaa/.
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Licensure and Oversight of Psychologists in California
As a licensed clinical psychologist, I am registered with the California Board of Psychology. My license number is CA-PSY25652. Questions, complaints, and a review of board actions against any psychologist can be obtained by contacting the board at 1625 North Market Boulevard, Suite N-215, Sacramento, California 95834. Office main line 1-916-574-7720, Toll Free, 1-866-503-3221. The board’s website address is: https://www.Psychology.ca.gov/