Terms of Service

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APPOINTMENTS AND CANCELLATIONS

Please remember to cancel or reschedule 24 hours in advance. You will be responsible for a $25 charge if cancellation is less than 24 hours, which will be automatically charged to your card on file.

The standard meeting time for psychotherapy is 50 minutes. It is up to you, however, to determine the length of your sessions. Requests to change the 50-minute session need to be discussed with your therapist so time can be scheduled in advance.

A $10.00 service charge will be charged for any checks returned for any reason for special handling.

If you choose not to show up for a session without canceling ahead of time, you will be subject to a $50 charge, which will be automatically charged to your card on file. If you no-show 3 or more appointments, you may be placed on a same-day appointment status. This is necessary because a time commitment is made to you and held exclusively for you. If you are late for a session, you may lose some of that session time or need to be rescheduled at the provider's discretion.

BILLING & PAYMENT POLICY

1. Payment Method on File
As of June 1, 2025, all patients are required to maintain an active payment method (credit or debit card) on file. This card will only be charged according to the billing process outlined below and in compliance with your consent.

2. Payment Timeline
Balances are due within 30 days of the initial billing date. If a balance remains unpaid, the following collection process will be initiated:

Day 31-44 of Unpaid Balance:

• The payment card on file will be charged for the full outstanding balance.
• If the balance exceeds $150,   it will be split into two equal payments, with the second charge      occurring two calendar weeks after the first.
• If the card is declined, weekly  attempts to collect the payment will continue.

Day 45 -59 of Unpaid Balance:

• If payment has not been  successfully collected, a courtesy phone call will be made to the account  holder to resolve the balance or update the card on file.
• If no payment is received at this  stage, future appointments may not be scheduled until at least 50%  of the outstanding balance is paid.

Day 60+ of Unpaid Balance:

• A final written notice will  be mailed to the responsible party. This letter will inform them that the  account will be sent to a third-party collections agency unless  payment is received within 10 business days of the notice date.
• Please note: Accounts sent to  collections may impact your credit history.

BILLING POLICY CHANGES
HBMH reserves the right to modify billing procedures or collection timelines at any time. Any updates to this policy will be made available in writing and/or on our website.

TELEPHONE ACCESSIBILITY

If you need to contact us between sessions, please leave a message with our nurse or on our voicemail. We are often not immediately available; however, we will attempt to return your call within 24 hours. Face-to-face sessions are preferable to phone sessions. However, if you are out of town, sick, or need additional support, phone sessions are available. If a true emergency arises, please call 911 or go to your nearest emergency room.

SOCIAL MEDIA AND TELECOMMUNICATION

Due to the importance of your confidentiality and minimizing dual relationships, we do not accept friend or contact requests from current or former clients on social networking sites (Facebook, LinkedIn, etc.). Adding clients as friends or contacts can compromise your confidentiality and our mutual privacy, and may blur the boundaries of the therapeutic relationship. If you have questions about this, please bring them up during your session.

ELECTRONIC COMMUNICATION

We cannot ensure the confidentiality of communication through electronic media, including text messages. If you prefer to communicate via email or text regarding scheduling or cancellations, we will accommodate that. While we try to return messages in a timely manner, we cannot guarantee an immediate response. Please do not use these methods to discuss therapeutic content or emergencies.

Services provided by electronic means, including telephone, internet, fax, and email, are considered telemedicine under the California Telemedicine Act of 1996. If we choose to use information technology for some or all of your treatment, please note:

1. You retain the option to withhold      or withdraw consent at any time without affecting your right to future care or program benefits.
2. All confidentiality protections remain in effect.
3. You may access medical information transmitted during telemedicine visits and request copies for      a reasonable fee.
4. Your identifiable information will not be shared without your consent.
5. There are both benefits and potential limitations to telemedicine, including the reduced ability to      observe certain nonverbal or visual cues that may be relevant to your care.

MINORS

If you are a minor, your parents or guardians may be legally entitled to some information about your therapy. We will discuss what information is appropriate for them to receive and which issues are more appropriately kept confidential.

TERMINATION

Ending a therapeutic relationship can be challenging. A termination process is important to ensure closure. The length of the termination depends on the duration and intensity of the treatment. We may terminate treatment after appropriate discussion if it is determined that psychotherapy is no longer effective or if payment issues arise. We will not terminate without first discussing our reasons and exploring options. If therapy is ended or you request a new provider, we will offer a list of qualified professionals.

If you fail to schedule an appointment for three consecutive weeks without prior arrangements, we will consider the professional relationship discontinued for ethical and legal reasons.

Please reach out to us with any questions about these terms. 

By engaging in services with Hummingbird Mental Health & Wellness, you agree to these Terms of Service.