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​Effective Date: March 20, 2025
Applies To: All U.S.-based clients, users, and independent contractors

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Welcome to Empowered Harmony Counseling, Psychiatry & Wellness Center.
 

Our mission is to deliver compassionate, culturally responsive, high-quality mental health and wellness services in a respectful and professional environment. We are committed to honoring your time, your journey, and your investment in healing. Please read the policies below carefully. If you have any questions, please don't hesitate to contact our support team.

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1. Privacy Policy
Empowered Harmony Counseling is committed to safeguarding the privacy of all visitors, clients, and users. Information such as names, contact details, insurance information, and health data is collected only through secure, HIPAA-compliant platforms and used solely for treatment, billing, and operational purposes. All personal data is encrypted, protected, and never sold or shared without explicit written consent unless legally required.

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2. Notice of Privacy Practices (HIPAA)
In accordance with federal law, this notice outlines how your Protected Health Information (PHI) may be used or disclosed. Permitted uses include treatment coordination, billing, internal operations, and legally mandated disclosures (e.g., reporting abuse, responding to subpoenas, and other legal requests). You have the right to access, correct, restrict, or request a copy of your PHI at any time.

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3. Terms of Service and Conditions of Use
By accessing this website or engaging in services, you agree to adhere to all stated terms. This includes respecting intellectual property, using this site lawfully, and acknowledging the limitations of online communication. Unauthorized reproduction or misuse of content may result in the removal of access and legal recourse.

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4. Client Rights and Responsibilities
At Empowered Harmony Counseling, we honor each client’s right to be treated with dignity, respect, and compassion. You have the right to receive services that are ethical, culturally responsive, and aligned with evidence-based practices.

 

Your Rights Include:

• The right to privacy and confidentiality, within the limits of the law.

• The right to informed consent before treatment begins.

• The right to participate in your treatment planning and goals.

• The right to receive services without discrimination or judgment.

• The right to discontinue services at any time.

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Your Responsibilities Include:

• Arriving on time for appointments or canceling within the required time frame.

• Being honest and open with your provider for effective care.

• Paying for services or co-payments on the date of service.

• Treating providers and staff with courtesy and respect.

Together, we co-create a safe, empowering space for your healing journey.

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5. Non-Discrimination Statement
Empowered Harmony Counseling is an affirming, inclusive, and ally-centered practice. We do not discriminate based on race, color, ethnicity, gender identity, gender expression, sexual orientation, age, religion, national origin, ability, immigration status, socioeconomic background, or veteran status.

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Accessibility & DEI Statement

• EHC is committed to accessibility, inclusion, and equity.

• We comply with the Americans with Disabilities Act (ADA) and provide reasonable accommodations upon request.

• We respect and affirm all backgrounds, cultures, identities, and belief systems.

• We actively train providers in cultural competency and trauma-informed care.

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6. Accessibility Statement (ADA Compliance) | Accessibility and Language Access Commitment
EHC is committed to ensuring digital and clinical accessibility for all individuals, including those with disabilities. Our website is designed to align with

ADA standards and includes features compatible with screen readers and assistive technologies.

• Clients may request reasonable accommodations at any time. We will make every effort to provide necessary support to ensure equal access to care.

• Interpreter services, including American Sign Language (ASL), are available at no cost to patients.

• Please notify our office at least 48 hours before your appointment if you require interpreter assistance.

• Interpreter fees will never exceed the patient’s self-pay rate or insurance reimbursement amount.

• Providers may choose whether to absorb the cost of interpreter services, but are not required to accept financial hardship or work without compensation.

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If providing accommodations would cause significant financial hardship or undue administrative burden, we will work with the client to identify alternative solutions. All decisions are documented in good faith, centered on dignity, rights, and access to care.

 

7. Telehealth Policy and Consent
EHC provides secure, HIPAA-compliant telehealth services. By initiating virtual care, you consent to services delivered via video or phone.

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Client Responsibilities:

• Ensure a private and safe environment.

• Maintain a reliable internet connection.

• Please note that telehealth may not be suitable for all concerns.

 

Limitations:

• Telehealth is not appropriate for psychiatric emergencies. Call 911 or 988 or go to the nearest ER in an emergency.

• Providers are licensed in specific states. Patients must be physically located in a state where the provider holds an active license during the session.

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If a session is interrupted by technical issues, the provider will attempt to reconnect. If unsuccessful, the session may be continued by phone or rescheduled.

 

8. Informed Consent for Treatment
Clients engage in services voluntarily and may include therapy, psychiatric support, coaching, or holistic care. Clients will receive clear information about the scope, risks, benefits, limitations, and nature of services. Consent is obtained before the start of care and can be withdrawn at any time without penalty.

 

9. Payment and Cancellation Policy

Refunds and chargebacks are not permitted for any services rendered through EHC, including psychotherapy, wellness services, and psychiatric care.

• A minimum of 72 hours’ notice is required to reschedule appointments for services under sliding scale arrangements, prepaid subscription plans, concierge services, or other specialized tiers. Failure to do so forfeits prior payments.

• Missed appointments or late rescheduling (less than 72 hours’ notice) in specialized tiers may result in billing the full session rate.

• For standard psychotherapy services, a $100 late cancellation or no-show fee will apply if less than 24 hours’ notice is provided.

 

9.0 Appointment Reservations and Deposits

To confirm sessions booked more than a month in advance, a 25% non-refundable deposit may be required. This applies to private pay therapy, coaching, wellness services, group sessions, or psychiatry consultations. Deposits are applied toward the session balance.

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Deposits may be paid via:

• Credit or debit card

• HIPAA-compliant text-to-pay link

• PayPal or CashApp secure portal

 

Some services, such as retreats, corporate programs, or concierge care, may require different deposit structures or full prepayment.

 

9.1 Cancellations, Late Arrivals, and Missed Appointments
To ensure high-quality care and availability:

• Cancellations with at least 24 business hours’ notice incur no fee.

• Cancellations or no-shows with less than 24 hours’ notice will incur a $100 late cancellation fee or forfeiture of deposit.

• One courtesy cancellation per calendar year is allowed for emergencies.

• Clients arriving 10 or more minutes late may be marked as a no-show.

• Two or more late cancellations or missed sessions may result in discharge or prepayment requirements.

 

9.2 Deposit and Refund Policy

• Deposits will be refunded in full if canceled with 24 business hours’ notice.

• If notice is not provided, the $100 cancellation fee will be deducted or charged separately.

 

9.3 Insurance Claims and Payment for Services

• EHC accepts most major insurance plans and files claims on your behalf as a courtesy.

• Insurance estimates are not guarantees of coverage.

• If insurance denies payment, the client is responsible for the full balance.

• If insurance pays the client directly, they must remit payment to EHC.

• Remaining balances not covered by insurance will be billed to the client.

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EHC makes every effort to verify benefits and provide good-faith estimates; however, insurers ultimately determine the final payments.

 

9.4 Balances and Returned Payments

• Accounts that are 60 days past due or more may be sent to collections.

• A $60 service charge applies to all returned or chargeback payments.

 

9.5 Payment Options
EHC accepts:

• Credit cards, FSA/HSA cards

• Third-party payment platforms (Medical Credit, Cherry, Lending Club, etc.)

• Flexible payment plans for select services

 

9.6 Technology, Communication, and Appointment Confirmation

• Appointments must be confirmed via text, email, or phone.

• Failure to confirm may result in automatic cancellation.

• After one missed appointment, scheduling may be restricted to same-day bookings.

• After two missed appointments, you may be discharged from care at EHC’s discretion.

 

For your privacy and security:

• Providers may contact you using EHC Gmail addresses in the format name.EHC@gmail.com or name(number).EHC@gmail.com.

• These are examples only. Confirm the actual email with your provider before sending information.

• Administrative staff will only communicate via official @empoweredharmony.com addresses.

• If you receive a suspicious email, contact our office before responding or sharing information.

 

By receiving services, patients acknowledge and agree to these financial policies and terms.

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10. Independent Contractor Disclaimer
All providers affiliated with Empowered Harmony Counseling are independent contractors. They are not employees of EHC. Each contractor is individually responsible for their clinical practices, documentation, and professional conduct.

EHC is not legally liable for any misconduct, negligence, or malpractice committed by an independent contractor.

Office Space for In-Person and Telehealth Services
 

EHC does not provide office space for any services, including in-person sessions, teletherapy, or telehealth. Providers must establish and maintain their own professional, private, and compliant environment that meets confidentiality, licensing, and ethical standards. While we do not lease or furnish offices, we may share resources to help providers connect with others for space-sharing arrangements.

 

11. Social Media and Digital Communication Policy
To preserve ethical standards and client privacy:

• EHC providers do not conduct therapy through social media or unencrypted platforms.

• Providers do not accept friend or follow requests from clients.

• All clinical communication must occur through secure, approved systems such as the client portal.

• EHC public pages may share educational content, but this does not constitute therapeutic advice or create a clinical relationship.

 

12. Child and Vulnerable Adult Protection Policy
 

EHC complies with federal and state laws on mandated reporting. We are required to report any suspicion of abuse, neglect, or exploitation of children, elders, or vulnerable adults to the appropriate authorities.

 

Providers must complete the following screenings before offering services through EHC (based on state law):

• FBI fingerprint-based background checks

• National sex offender registry verification

• Child Protective Services (CPS) Central Registry clearance

 

Providers must upload and certify these documents through EHC’s credentialing system. EHC verifies documentation is present, but is not the issuing authority, and cannot guarantee completeness of external agency results.

 

Disclaimer: EHC enforces strict compliance but is not legally liable for personal or professional misconduct of independent contractors.

CYMHS Services
 

EHC provides CYMHS services in compliance with federal and state laws. Services do not guarantee specific outcomes and are not a substitute for emergency psychiatric care, urgent care, or crisis services. Policies may be updated as standards evolve.

 

13. Good Faith Estimate Notice (No Surprises Act Compliance)
 

Uninsured, out-of-network, or self-pay clients have the right to a Good Faith Estimate (GFE) for the expected costs of their services.

The GFE:

• Will be provided in writing before your first session or upon request.

• Includes anticipated charges based on frequency, type, and provider rates.

• It is not binding and may change depending on clinical needs.

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If your final bill exceeds the GFE by $400 or more, you may dispute the charge:

• Directly with EHC by contacting billing for review.

• Through HHS, the Patient-Provider Dispute Resolution process should be used within 120 days of receiving the bill.

EHC supports transparent billing and fair pricing to give clients peace of mind.

 

14. Contact and Crisis Disclaimer
This website, email, and portal are not monitored 24/7. EHC is not a crisis center.

If you are experiencing a medical or mental health emergency, please call 911, dial 988, or visit the nearest emergency room. Crisis resources are listed on our Resources page.

 

Crisis Escalation Policy
If a client is in immediate danger to themselves or others, EHC may contact emergency services or a designated emergency contact. This includes suicidal or homicidal intent or severe impairment. Providers will follow established clinical protocols to ensure patient safety. Services may be temporarily paused until the crisis is resolved.

 

15. Liability Acknowledgment and Waiver
By receiving services, clients acknowledge:

• Providers offering concierge, in-home, or virtual services through EHC are independent contractors.

• EHC verifies licensure and credentials but does not control clinical judgment.

• EHC is not liable for harm, damages, illness, accidents, property damage, or death resulting from contractor services.

 

Clients understand and agree:

• EHC does not supervise or control contractor methods or decisions.

• Concerns, grievances, or disputes should be addressed directly with the provider.

• Services are voluntary, and EHC may discontinue service if safety or ethical concerns arise.

 

16. Zero-Tolerance Harassment Policy
EHC enforces a strict zero-tolerance policy for harassment. This applies to all interactions involving clients, providers, contractors, staff, and affiliates.

 

Harassment includes, but is not limited to:

• Verbal abuse, threats, or intimidation

• Disrespectful or offensive language

• Unwanted or inappropriate comments or behavior

• Repeated boundary violations

• Discrimination or prejudice based on protected classes

• Unwelcome romantic or sexual advances

 

EHC reserves the right to:

• Discontinue services immediately

• Terminate contracts

• Involve legal authorities if necessary

 

Reports of harassment should be sent to support@empoweredharmony.com. All reports are reviewed promptly, discreetly, and with care.

 

17. No Soliciting
EHC does not accept solicitations. Contact forms and email are for clients and contract providers only. Vendor and sales inquiries will not be reviewed.

 

18. Payment Disclaimer and Financial Responsibility Notice

Accepted Payment Methods
EHC accepts:

• PayPal

• Cash App

• Zelle

• EHR System

 

Coming Soon:

• Venmo

• Apple Pay

• Google Wallet

• Consumer financing (select services)

• Medical credit service (mental health, if approved)

 

Payment Processing and Fees

• All payments are subject to processing fees (3%–10%).

• Additional charges are the responsibility of the patient or payor.

• A convenience fee may be applied for third-party apps.

 

Refunds, Disputes, and Limitations

• All payments are final. Refunds are not issued.

• Credits may be reviewed on a case-by-case basis if services were not rendered.

• Disputes via third-party platforms (PayPal, Cash App, etc.) do not override contractual payment obligations.

• Reversals or chargebacks may result in termination of services and may also lead to legal recourse.

• Unpaid balances may be referred to a collection agency.

 

Medical Credit and Delayed Payment Terms

• Medical Credit may only be used for pre-approved services, subject to credit approval.

• Delayed payment options may be used for coaching, workshops, and wellness services, but not for psychotherapy (unless approved by the CCWO).

• EHC is not responsible for denied applications, account restrictions, late fees, or interest.

 

Assumption of Risk and Waiver of Liability
By submitting payment through third-party platforms, you agree to:

• Accept platform-specific risks (fraud, errors, account issues).

• Release EHC from financial or legal liability tied to third-party services.

• Assume full responsibility for all sessions and charges incurred.

 

Legal Disclaimer
EHC provides information, tools, and resources for educational and wellness purposes. While we strive for accuracy, EHC does not guarantee all information is complete or error-free.

 

Website Disclaimer
All content on this website is the property of EHC and protected by law. Unauthorized reproduction or distribution is prohibited and may result in legal action.

 

Hours of Operation

• Office: Monday–Friday 7 AM–5 PM, Saturday 8 AM–12 PM, closed Sunday.

• Provider sessions may be available 7 days a week, from 7 AM to 9 PM, based on provider availability.

 

HIPAA Compliance

EHC is entirely HIPAA compliant, protecting your health information.

Record Retention Policy

• Adult records: retained for 7 years after the end of services.

• Minor records: kept 7 years after turning 18.

• Records are securely destroyed after the retention period.

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Grievance and Complaint Policy
Clients may express concerns without retaliation. Concerns can be addressed with the provider, EHC support, or licensing boards. Complaints will be investigated promptly.

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Jurisdiction and Governing Law
All services and agreements are governed by the laws of Georgia or the state of residence of the CCWO.

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Scope of Services Disclaimer
EHC provides psychiatry, counseling, and wellness services. We do not provide:

• Emergency or crisis services

• Court-ordered evaluations or testimony (unless prearranged)

• General medical care outside of provider licensure

 

Outcome Disclaimer
Results vary for each patient. No specific outcomes are guaranteed.

Third-Party Links and Resources Disclaimer
 

Our website may link to external resources for education. EHC is not responsible for external content or policies.

 

Email Communication
Reminder emails may appear in Gmail “Promotions.” Adjust your settings to receive them in your “Primary” inbox.

Final Acknowledgment
 

By engaging with EHC services, you acknowledge that you have read, understood, and agreed to all policies and disclaimers. These guidelines apply to all patients, including those receiving psychotherapy, psychiatry, wellness services, coaching, assessments, and concierge care.

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EHC reserves the right to update its policies as needed to ensure compliance. Continued use of services constitutes acceptance of updates.

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Thank you for choosing Empowered Harmony Counseling, Psychiatry & Wellness Center. We are honored to support your path to wellness.

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