Clinic Information and Client Consent Policy

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Effective Date: 7/1/2024

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Therapeutic Services Overview
At Hope Reins, our board-certified licensed providers offer support to all humankind, with additional
training to combine the disciplines of theology and psychology to guide people toward hope and healing
through Jesus Christ. We are excited to offer a variety of support options, both in a conventional office
setting as well as in a creative natural setting where horses assist in the healing process.

We value integrity with Christian love and compassion at the heart of all we do. Therapeutic approaches are tailored to individual needs and goals, drawing from a variety of techniques and methods. Active engagement in the therapeutic process, both during and between sessions, is crucial for optimal outcomes. While therapy can bring benefits such as improved relationships, problem solving, and enhanced well-being, it may also entail challenges, including the exploration of uncomfortable emotions. While outcomes are unique to each individual, research suggests significant potential for positive change.

Initial sessions involve assessing your situation and goals to ensure alignment with your therapist. Given the investment of time, energy, and resources, it's essential to choose a therapist with whom you feel comfortable. Should you have any questions or concerns throughout your therapeutic journey, your therapist or our Clinical Director, Stephanie Knudsen, is available for support and guidance.

Confidentiality and Data Privacy Policy (HIPAA)
We prioritize the confidentiality and privacy of your health information in accordance with HIPAA regulations. Your health information may be used for treatment, payment, or routine healthcare operations, all while safeguarding your privacy through contractual agreements with relevant parties. Exceptions to confidentiality exist in certain situations outlined by state and federal laws, ensuring safety and legal compliance.

Your Rights and Access
You have the right to be informed about the usage and disclosure of your health information beyond routine procedures. You may request access to your records, amendments, or restrictions on disclosure in writing. Updates to our policies will be communicated to you, and you have the right to file a complaint if necessary.

Limitations to Confidentiality
Certain situations, as dictated by state laws and ethical standards, may require disclosure of your information, such as imminent threats to health or safety, suspected abuse, legal proceedings, or compliance with regulatory bodies.

Release of Records
Access to your treatment records is available upon request, following a discussion with your therapist. While maintaining confidentiality, we comply with legal requirements and charge reasonable fees for record processing.​

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Email or text communication
Email and text communication with your therapist is common, but it's important to understand that these methods may not guarantee security. At Hope Reins, we cannot ensure the confidentiality of information exchanged through email or text. These mediums are not suitable for discussing therapy or mental health emergencies. Before reaching out to your therapist via email, it's crucial to confirm their preferred communication method, as preferences may vary among clinicians.

While email and text messages offer convenience, they are vulnerable to unauthorized access, potentially compromising privacy. Email servers have unrestricted access to messages, increasing the risk of breaches. Additionally, therapist emails and computer data may lack encryption, and devices could be stolen. To mitigate these risks, we have implemented security measures like firewalls and
passwords on our computers, and we regularly back up confidential information stored off-site.

It's essential to acknowledge that any emails or texts exchanged with your therapist could become part of your legal record and may be disclosed if requested by a legal entity. If you choose to limit or avoid electronic communication, please inform your therapist. By communicating sensitive information via email or text, you acknowledge and accept the associated risks, and we will respect your decision regarding communication preferences.

In emergencies, please avoid using email or fax, as these methods may not be immediately accessible. We primarily use email for appointment scheduling or changes. If you send therapy-related content via email, note that it may not be entirely secure or confidential. Additionally, if email communication requires more than 5 minutes to read and respond to, we may charge for professional services in 15-minute increments, unless otherwise arranged. Please indicate your willingness to cover these charges, or we will discuss it further during your appointment.

How to Acknowledge in Public Setting
If one of our staff or therapists happens to see you outside of our counseling office setting in public, we will only acknowledge you if you greet or acknowledge us. This is to respect your confidentiality.

Social Media Policy
Please note that Hope Reins is on various social media websites to market the services we offer. To protect your confidentiality, Hope Reins encourages you to consider the public nature of social media before liking, fanning, or following our social media postings. Messaging on Social Networking sites such as Twitter, Facebook, Google+, or LinkedIn is not secure. It could compromise your
confidentiality to use wall postings, @replies, or other means of engaging with Hope Reins or your therapist online if we have an already established client/therapist relationship. It may also create the possibility that these exchanges become a part of your legal medical record and will need to be documented and archived in your chart. If you have questions, please contact your therapist or our clinic administrator who can help clarify questions you may have.

Crisis Response and Contacting Your Therapist
Efforts are made to ensure prompt communication between sessions, with provisions for emergencies and backup support if your therapist is unavailable. For crises, immediate assistance is advised through designated hotlines or emergency services.

**If you or someone you know is struggling or in crisis, help is available. Call 911 - call or text 988 or chat 988lifeline.org. You can also reach Crisis Text Line by texting MHA to 741741.**

More information regarding the national crisis line can be accessed at 988 Suicide & Crisis Lifeline | Mental Health America (mhanational.org)

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Telemedicine/Telehealth Services
Telemedicine services offer healthcare remotely, with measures in place to verify identity, ensure secure communication, and mitigate risks associated with distance therapy. By participating in telemedicine sessions, you acknowledge and accept potential limitations to confidentiality despite our efforts to maintain privacy and security.
These policies are designed to uphold your rights, ensure confidentiality, and provide quality care throughout your therapeutic journey. Should you have any questions or require further clarification, please do not hesitate to contact us.

Christian Faith Integration
At Hope Reins, we follow evidence-based protocols to integrate Christian practices such as prayer, scripture reading, and reflection into mental health care. This may include discussions, interventions, or therapeutic approaches that incorporate Christian beliefs, values, or practices as part of the therapeutic process. I acknowledge that my therapist may use Christian concepts, teachings, or resources to support my mental health treatment, including exploring how my Christian faith influences my thoughts, feelings, and behaviors within our therapeutic work. While Christian integration can provide additional sources of support and meaning, I understand that it is not a substitute for evidence-based mental health treatment, and my therapist will use their professional judgment to determine the appropriateness and effectiveness of integrating Christian components into my therapy. Furthermore, I
am aware of my right to decline or discontinue any Christian integration in my mental health care at any time, and I can express any concerns or discomfort regarding Christian aspects of therapy to my therapist for collaborative resolution.

Treatment of Minors
At Hope Reins, we prioritize parental involvement in minors' treatment, recognizing the importance of both caregivers' participation, particularly for children of divorced or unmarried parents, unless it jeopardizes the child's safety or well-being. While therapy is confidential, parents have the right to be informed about their child's issues and treatment progression, with access to medical records within legal bounds, though mental health records are often kept confidential to protect the child's privacy.

Encouraging regular engagement with the child's therapist, we seek to resolve parental conflicts before therapy begins, aiming for a neutral environment where children can process emotions freely. The therapist focuses on the child's emotional needs, may recommend consultations with other professionals, and ensures confidentiality while advocating for the child's welfare.

Effective communication among caregivers is vital, with therapists remaining impartial and records potentially subject to court subpoena. We expect parents' proactive involvement, fostering healthy relationships and understanding that we communicate post-appointment only under specific arrangements compliant with state regulations.

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Financial Responsibility
At Hope Reins, we want to ensure clarity regarding financial responsibilities. While many health insurance plans offer behavioral health coverage, the extent of coverage can vary significantly. Clients are accountable for any services not covered by insurance. Therefore, we strongly advise contacting your insurance provider to confirm your specific coverage details. When reaching out to them, inquire about
your coverage for outpatient mental health services. It's also essential to keep us informed of any changes to your benefit plan or insurance coverage. While we understand navigating insurance can be complex, please note that we are not responsible for verifying your insurance benefits. Additionally, we cannot be held liable for insurance coverage denials.

Cancellation Policy
Please give 24-business hour notice if you cannot keep an appointment. If you do not give 24-hour notice, you may be charged $75. (For example, if you cancel for a 4pm on a Monday, this will need to be done by 4pm on the previous Friday.) This is not billable to most insurance companies. Kindly phone us with cancellations as soon as possible to avoid late cancellation fees, and out of respect to
others who may need an appointment time.

Cases Involving the Legal System
Our services are not to be utilized for testimony, custody disputes, disability, or any other form of court evaluations. We are happy to refer you to other providers in the area who provide these services should you require any court evaluation or testimony. Should we be subpoenaed or mandated by the courts to testify, you will be required to pay all fees, in advance, associated with the writing of case summaries and/or other reports, consultation with attorneys, consultation with mental health professionals, review of other records, and any other preparation. The client will also need to pay for other fees incurred including travel time, meals, parking and all other costs associated with the court time. The therapist’s testimony will require that the client be billed directly, as insurance will not cover these charges. All fees must be paid prior to the date of testimony. Court appearances are significantly more expensive due to the complexity and difficulty of being involved in such matters. Our current hourly rate for any legal related matters is $350 per hour.
Please note: these fees apply to any court-related or legal-related work regardless of whether testimony ends up being required. Any legal fees are outside of insurance and outside of what is considered a mental health care service.

Ending Treatment
You have the freedom to end your treatment at any time without our permission. However, we encourage you to have termination sessions with your therapist to discuss your decision, ensuring meaningful closure. We also reserve the right to terminate therapy if necessary, citing reasons such as delayed payment, non-compliance with recommendations, conflicts of interest, or if your needs exceed our expertise. In such cases, we will provide referrals to other suitable providers. Additionally, if we deem your therapist ineffective in helping you reach your goals, we'll discuss termination and offer alternative referrals to better support your journey.

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Authorization for Minor Transportation
We ask that you please notify us in advance if someone other than a parent or legal guardian will be responsible for transporting the minor to or from a scheduled appointment. For the safety and security of your child, we require confirmation of the individual's name and relationship to the minor. This will ensure proper authorization and prevent any confusion at check-in or check-out.

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Rates
(Billing Code, Service, Length of Visit, Fee for Service)
90791 Intake 45-50 minutes $275
90832 Psychotherapy 30 minutes 16-37 minutes $100
90834 Psychotherapy 45 minutes 38-52 minutes $150
90837 Psychotherapy 60 minutes 53 minutes plus $200
90847/90846 Family/Couple Therapy 45-50 minutes $200
90785 Interactive Complexity (add-on) n/a $50
90839/90840 Psychotherapy for Crisis Add 60/30 minutes $200/$100
90853/90849 Group Therapy 60-90 minutes $100/$250
97165 Occupational Therapy Evaluation, Low Complexity 30 minutes $126.25
97166 Occupational Therapy Evaluation, Moderate Complexity 45 minutes $187.50
97167 Occupational Therapy Evaluation, High Complexity 60 minutes $200.00
97533 Sensory Integrative Techniques 60 minutes $48. 75
97150 Therapeutic Procedure Group 60 minutes $100.00
97535 Self-Care/Home Management Training 15-minute units $49.00/unit
Billed to client - Phone Calls, Letters, Emails or Reports 15-minute units $50/unit
Billed to client - Court Appearances or any legal request $350 per hour
Billed to client - Late Cancel or No Show $75

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​Client Bill of Rights
As a consumer of mental health services in Minnesota, you have the right to:
1. Qualified Providers: Expect that your mental health provider has met the minimal qualifications of training and experience required by state law.
2. Access to Information: Review public records maintained by the Board of Behavioral Health and Therapy containing the credentials of your mental health provider.
3. Rules of Conduct: Obtain a copy of the Rules of Conduct from Minnesota's Bookstore, Department of Administration, 6600 Olive Street, St. Paul, MN 55155, or its current location.
4. Complaint Reporting: Report complaints to the Board of Behavioral Health and Therapy without fear of reprisal.
5. Transparent Pricing: Be informed of the cost of professional services before receiving them, including any potential fees or charges.
6. Privacy Protection: Maintain privacy as defined and limited by rule and law, ensuring confidentiality in your therapeutic relationship.
7. Non-Discrimination: Receive counseling services free from unlawful discrimination based on factors such as race, gender, sexual orientation, or disability.
8. Access to Records: Access your mental health records as provided by Minnesota law, ensuring transparency and accountability in your treatment. (MN Statute 2150.7520 and 144.291, except as otherwise provided by law)
9. Protection from Exploitation: Be free from exploitation for the benefit or advantage of your mental health provider, ensuring that your therapeutic relationship remains focused on your well-being.
10. Termination Rights: Terminate services at any time, except as otherwise provided by law or court order, ensuring autonomy and control over your mental health treatment.
These rights are designed to empower you as a consumer of mental health services in Minnesota and to ensure that you receive ethical, respectful, and effective care.