Booking Conditions for Therapy

What is a Service Agreement?

A Service Agreement is a contract between you and your therapist regarding psychological/ counselling treatment and support. It also covered conditions relating to assessments and medication. It clarifies issues of confidentiality, risk, accountability, attendance, fees, and cancellations. By engaging in our services, you have consented to this agreement, as it was outlined in your initial Self Referral Form or on a Client Registration Form.

Professional Accountability

Each therapist/ clinician in Malvern Hills Private Practice is fully qualified in their field and adheres to a strict code of professional conduct. Each person has evidenced their training and provided references prior to starting with this practice, and have undertaken a rigorous clinical interview to confirm they are working to a high professional standard. All have professional indemnity insurance and completed Enhanced DBS checks. Each therapist/ clinician discusses cases in supervision and maintains high standards in treatment, notetaking, and professional behaviour.

Personal Data

We are required to collect and store your personal data in case there is a safety risk or a safeguarding concern. Clinical notes will be password protected, accessed only by those within this service, and stored for seven years under legal guidelines. For more information please read our GDPR Policy Document.

Confidentiality & Privacy

Respecting your confidentiality is fundamental to our practice. Confidentiality of your clinical notes and therapy attendance are held within the team. Your Therapist has a duty of care that means that if they have concerns about your safety or that of a vulnerable adult or child, they will disclose limited information of this concern to your next of kin and other services (i.e. GP/ safeguarding team). The concern may also be discussed with other therapists within the team, as part of clinical supervision. Your Therapist will also disclose information if they are legally obliged, or if a serious crime has taken place, especially if others are still at risk (i.e. the perpetrator still has contact with vulnerable adults or children). Your Therapist will aim to discuss all safety concerns with you first, before disclosing information to others, although this is not always possible.

If someone else is paying for your sessions, or has provided card details to our system (i.e. a family member, friend or a third party) and they enquire about your attendance, we may provide limited information pertaining to which sessions have been attended/ missed.

It is agreed that neither party will record any of the sessions with any type of recording device unless written prior agreement of both parties has been given. For further details Privacy Policy.

Cancellation Policy

Please give your therapist at least 24 hours’ notice if you need to cancel or change an appointment by texting their mobile which is on your Confirmation Email. If an appointment is cancelled between 24 – 3 hours, we charge half fee. If cancelled under 3 hours or you do not attend, we will charge the full fee to the stored card connected to your profile. Payments outstanding more than 24 hours after the end of your session may incur a £5 admin fee.

Health Insurance Providers do not pay for missed or cancelled sessions. The outstanding fee will be charged to the stored card, as per your Insurance Agreement.

In the case of any fee disputes, we may provide evidence to your bank of this signed therapy agreement.

Cancellation for ADHD Assessments and Medication appointments differ to the above.
Please see ADHD Assessment FAQ for cancellation policy for ADHD Assessments
ADHD

Parent/ Carers

By completing the referral for the child/ young person we assume you have legal parental responsibility (P.R.). It is important that you attend one session (or more) alone with the therapist to provide background information and consider how to support the therapy process from a parent/carers perspective.

Notes taken during a parent/ carer session will be stored under the child’s profile. The child will be entitled to have access to their notes should they request them, in the future. Please alert your therapist if you want the clinical notes from parent/carer sessions to be stored separately.

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