OFFICE POLICY

Purpose

These policies are intended to ensure professional, consistent, and ethical care for all clients of Harmony Solutions Mental Health and Wellness (“the Practice”). By engaging in services, you acknowledge that you have read, understood, and agree to these policies.

1. Scheduling and Appointment Policies

Appointments are available by prior scheduling only. Clients may schedule through the patient portal, by phone, or through the scheduling link provided by the Practice. Appointment times are reserved specifically for you.

Please arrive/log in on time for your appointment. If you are more than 10 minutes late, your appointment may be rescheduled and considered a late cancellation.

2. Cancellation and No-Show Policy

Cancellations must be made at least 24 hours in advance.

• Appointments canceled with less than 24 hours’ notice, or missed without notice, will be charged a $100 no-show/late cancellation fee.
• Insurance does not cover missed appointment fees.
• After two missed or late-canceled appointments, continued care may be reviewed for possible discharge from the practice.

3. Telehealth Session Etiquette

All appointments are conducted via a secure, HIPAA-compliant telehealth platform.
To ensure a professional and therapeutic environment:

• Choose a private, quiet space free from distractions.
• Do not participate in sessions while driving or in public places.
• Verify a reliable internet connection before your session.
• Dress appropriately, as if meeting in person.

If a session is disrupted due to poor connectivity or environmental factors, the session may be rescheduled at the provider’s discretion.

4. Communication Policy

The primary means of communication with the provider is through the patient portal. This ensures confidentiality and timely documentation.

• Phone calls: Non-urgent messages will be returned within 1–2 business days.
• Email: Used only for scheduling or administrative purposes. Clinical issues should be addressed during appointments or through the portal.
• Non-secure email disclosure: Emails sent to (info@harmonysolutionsmentalhealth.com) or through the website portal may not be secure, therefore use at your own risk.
• Text messaging: Not permitted for clinical communication.

The Practice does not provide emergency or on-call services. If you are in crisis, please follow the emergency policy below.

5. Medication Refills

Refills will only be provided for clients with a current, active treatment relationship and recent follow-up visit.

• The provider reserves the right to require an appointment prior to any refill.
• During office appointments, clients are given enough medication until their next appointment. Hence, refill requests outside of office appointments are not feasible. We rigorously enforce the requirement for all patients to schedule an appointment for any refill requests.
• Controlled substances will not be prescribed under any circumstances.

Medication management is a collaborative process, and compliance with treatment recommendations, follow-up appointments, and monitoring requirements is expected.

6. Emergencies and Crisis Procedures

Harmony Solutions Mental Health and Wellness is not an emergency service.
If you are experiencing a life-threatening emergency or are in crisis, please:

• Call 911, or
• Go to your nearest emergency department, or
• Call or text the Suicide and Crisis Lifeline at 988.

For urgent but non-life-threatening concerns, you may contact the practice during business hours, and a response will be provided as soon as possible.

7. Payment and Insurance Policy

• The Practice accepts select insurance plans and self-pay clients.
• Copayments, coinsurance, and self-pay fees are due at the time of service.
• Clients are responsible for verifying insurance coverage prior to the appointment.
• Any balances not covered by insurance are the client’s responsibility.
• Outstanding balances must be paid in full before future appointments can be scheduled.
• As of now, credit cards are the sole accepted method of payment. This credit card information will be stored in a secure vault within our electronic health record and considered on file. It will be used for any co-pays and remaining balance over 60 days old. This includes payments for missed appointments and fees that are not reimbursed or covered by your insurance.

Failure to maintain payment arrangements may result in suspension or termination of services.

8. Confidentiality and Privacy

All services are provided in accordance with HIPAA regulations and professional ethics.
Information shared during sessions is strictly confidential, except in cases where disclosure is required by law, including:

• Risk of harm to self or others
• Suspected abuse or neglect of a child, elderly, or disabled person
• Court orders or subpoenas

Clients will receive and sign a separate Notice of Privacy Practices (HIPAA form) describing their rights and protections under federal law.

9. Professional Boundaries

Therapeutic and professional boundaries are essential for effective and ethical care.

• Personal relationships, social media interactions, and dual relationships with clients are not permitted.
• Communication will always remain professional, and treatment focused.
• Clients are asked to refrain from offering gifts or engaging in personal contact outside of clinical sessions.

10. Completion of Forms

 A fee is charged for the completion of forms including the following, but not limited to: Disability, FMLA, and Leave of Absence, also letters regarding flying and or airline tickets, therapeutic pet, coverage of medications and letters to employers. The client will always be notified of any charges upfront, and payment may be requested prior to the release of the requested forms.

11. Benzodiazepine Policy

In accordance with federal regulations and due to the high potential for misuse abuse and diversion, Harmony Solutions Mental Health and Wellness does not prescribe benzodiazepines, which include medications like Xanax, Ativan, and Klonopin. This decision aligns with the latest knowledge that using benzodiazepines for a long time might make anxiety worse and accelerate cognitive aging. Moreover, benzodiazepines can be dangerous, potentially leading to fatal overdoses, particularly when mixed with alcohol or opiate painkillers. Additionally, there is a risk of developing tolerance, dependence, and potential misuse or abuse.

 12. Stimulant Policy

In accordance with federal regulations and due to the high potential for misuse abuse and diversion, Harmony Solutions Mental Health and Wellness does not prescribe stimulant medications, including but not limited to, Adderall, Vyvanse, Ritalin, and Concerta. The prescribing of controlled substances is subject to strict DEA oversight, and this policy is in place to ensure compliance with applicable laws and to promote patient safety.

**Alternate treatment options** This practice provides evidence-based non stimulant treatment options for the management of ADHD and ADD. Non stimulant medications, behavioral interventions, and lifestyle strategies may be incorporated into the treatment plan based on individual needs and clinical assessment. Patients seeking stimulant medications for ADHD/ADD management are advised to consult with a provider or a clinic that offers controlled substance prescribing under appropriate DEA authorization and monitoring procedures.

PATIENT PRIVACY POLICY

Effective November 3, 2025

^{PRIVACY STATEMENT}

^{At Harmony Solutions, your privacy and the confidentiality of your personal information are of the utmost importance. We are committed to protecting your privacy in accordance with applicable federal and state laws, including the Health Insurance Portability and Accountability Act (HIPAA). This statement of privacy applies to our practice’s website and governs data collection and usage. By using this website, you consent to data practices described in this statement.}

^{1.Information we Collect}

• ^{Personal Information}    
  We collect personal identifiable information such as your name date of birth e-mail address phone number home address and other identifiable data.

• Health Information 

     We collect medical history, psychiatric history, treatment records, medication information, and other protected health information (PHI).

• ^{Technical Information}

     ^{We also collect IP addresses, browser types, device data and usage, and domain names. This information is collected automatically when you visit our website.}

^{2.How we Use Your Information}

^{Your information may be used to:}

• ^{Provide psychiatric and mental health services}
• ^{Communicate with you regarding appointments, care, and treatment}
• ^{Process billing and insurance claims}
• ^{Comply with legal or regulatory obligations}
• ^{Improve website functionality and user experience}

^{3.Protection of Your Information}

^{We follow HIPAA health insurance portability and accountability act guidelines to maintain the confidentiality integrity and security of your health information this include:}

• ^{Encrypted data transmission}
•  ^{Secure telehealth platforms}
• ^{Role-based access to electronic medical records}
• ^{Staff training on privacy and security practices}

^{4.Disclosure of Information}

^{We do not sell or rent your information we may share your information only in the following situations:}

• ^{With your consent}
• ^{With authorized health care providers involved in your care}
• ^{For billing and payment processing}
• ^{To comply with legal or regulatory requirements}
• ^{In case of emergency safety risk or as otherwise permitted by law}

^{5.Third-Party Services}

^{Our website may link to third party services (e.g. payment processors, scheduling platforms). We are not responsible for the privacy practices of these third-party sites and encourage you to review their policies so that you can understand how those websites collect use and share your information.}

^{6.Your Rights}

^{You have the right to:}

• ^{Access your health records}
• ^{Request corrections to your records}
• ^{Request restrictions on certain uses or disclosures}
• ^{File a complaint if you believe your rights have been violated}

^{To exercise these rights please contact us at:}

^{info@harmonysolutionsmentalhealth.com}

^478-298-6924

^{7.Changes to This Privacy Statement}

^{We may update this privacy statement periodically. Changes will be posted on this page with an updated effective date}

^{Revised: November 3, 2025}