Frequently Asked Questions

Nix Baker Wellness has a 48-hour cancelation policy. If you cancel your appointment within the 48-hour window or no-show your appointment, you will be charged the full fee for your appointment.

A late cancel or no-show appointment impacts you, your therapist, and another client who may need an appointment. Therapy sessions are scheduled typically by semesters, allowing the therapist and client to reserve a regular appointment that is mindful of your time and the therapist’s time. When a session is canceled without adequate notice, we cannot fill this time slot.

Clinicians are accessible by text, call, email, and client portal and try to respond to all requests in a timely manner during typical business hours. If you have an emergency, please contact your clinician immediately.

The only exception to our policy is in the event of serious or contagious illness. Other examples of an emergency may include a death, car accident, or extreme illness in your family. In these instances, telehealth can be an option for services if it is needed or appropriate for you. We offer one “no-fee cancelation” for these events in a 6-month period. Examples that may not be included in our exception include work-related scheduling issues, extracurricular-related scheduling conflicts, childcare conflicts, or forgetting about your appointment. We want to provide grace and understanding, so please contact your clinician if there is an issue regarding your appointment. Communication is key in navigating scheduling!

You will receive reminders 48 hours before your session and 24 hours before your session.

Clinicians are people too. There are times when emergencies arise for clinicians as well. We will try to provide you with the same courtesy regarding cancellations as we are asking from you. Sometimes this can be challenging, but we will do our best (as you would) to communicate any scheduling issues as quickly as possible.

THIS NOTICE DESCRIBES HOW HEALTH INFORMATION MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

I. MY PLEDGE REGARDING HEALTH INFORMATION:

I understand that health information about you and your health care is personal. I am committed to protecting health information about you. I create a record of the care and services you receive from me. I need this record to provide you with quality care and to comply with certain legal requirements. This notice applies to all of the records of your care generated by this mental health care practice. This notice will tell you about the ways in which I may use and disclose health information about you. I also describe your rights to the health information I keep about you and describe certain obligations I have regarding the use and disclosure of your health information. I am required by law to:

• Make sure that protected health information (“PHI”) that identifies you is kept private.

• Give you this notice of my legal duties and privacy practices with respect to health information.

• Follow the terms of the notice that is currently in effect.

• I can change the terms of this Notice, and such changes will apply to all information I have about you. The new Notice will be available upon request, in my office, and on my website.

II. HOW I MAY USE AND DISCLOSE HEALTH INFORMATION ABOUT YOU:

The following categories describe different ways that I use and disclose health information. For each category of uses or disclosures, I will explain what I mean and try to give some examples. Not every use or disclosure in a category will be listed. However, all of the ways I am permitted to use and disclose information will fall within one of the categories.

For Treatment Payment or Health Care Operations: Federal privacy rules (regulations) allow healthcare providers who have a direct treatment relationship with the patient/client to use or disclose the patient/client’s personal health information without the patient’s written authorization, to carry out the health care provider’s own treatment, payment or health care operations. I may also disclose your protected health information for the treatment activities of any healthcare provider. This, too, can be done without your written authorization. For example, if a clinician were to consult with another licensed health care provider about your condition, we would be permitted to use and disclose your personal health information, which is otherwise confidential, in order to assist the clinician in the diagnosis and treatment of your mental health condition.

Disclosures for treatment purposes are not limited to the minimum necessary standard. Because therapists and other health care providers need access to the full record and/or full and complete information in order to provide quality care. The word “treatment” includes, among other things, the coordination and management of health care providers with a third party, consultations between health care providers, and referrals of a patient for health care from one health care provider to another.

Lawsuits and Disputes: If you are involved in a lawsuit, I may disclose health information in response to a court or administrative order. I may also disclose health information about your child in response to a subpoena, discovery request, or other lawful process by someone else involved in the dispute, but only if efforts have been made to tell you about the request or to obtain an order protecting the information requested.

III. CERTAIN USES AND DISCLOSURES REQUIRE YOUR AUTHORIZATION:

Psychotherapy Notes. I do keep     “psychotherapy notes” as that term is defined in 45 CFR § 164.501, and any     use or disclosure of such notes requires your Authorization unless the use or disclosure is:

a. For my use in treating you.    

b. For my use in training or supervising mental health practitioners to help them improve their skills in group, joint, family, or individual counseling or therapy.

c. For my use in defending myself in legal proceedings instituted by you.

d. For use by the Secretary of Health and Human Services to investigate my compliance with HIPAA.

e. Required by law and the use or disclosure is limited to the requirements of such law.

f. Required by law for certain health oversight activities pertaining to the originator of the psychotherapy notes.

g. Required by a coroner who is performing duties authorized by law.

h. Required to help avert a serious threat to the health and safety of others.

Marketing Purposes As a Psychotherapist:

I will not use or disclose your PHI for marketing purposes unless you provide specific and distinct permission to do so. If you voluntarily leave a review or comment on an external website (Google, psychology directories, Yelp, etc). I also have social media. If you choose to follow those social media accounts, others may see your name or other personal information about you.

You are opening yourself up for privacy disclosure by leaving comments, reviews, or following social media accounts. I do not take responsibility in the event that you voluntarily engage in these behaviors.

Sale of PHI as a psychotherapist:

I will not sell your PHI in the regular course of my business.

IV. CERTAIN USES AND DISCLOSURES DO NOT REQUIRE YOUR AUTHORIZATION.

Subject to certain limitations in the law, I can use and disclose your PHI without your Authorization for the following reasons:

1. When disclosure is required by state or federal law, and the use or disclosure complies with and is limited to the relevant requirements of such law.

2. For public health activities, including reporting suspected child, elder, or dependent adult abuse, or preventing or reducing a serious threat to anyone’s health or safety.

3. For health oversight activities,     including audits and investigations.

4. For judicial and administrative proceedings, including responding to a court or administrative order, although my preference is to obtain an Authorization from you before doing so.

5. For law enforcement purposes, including reporting crimes occurring on my premises.

6. To coroners or medical examiners, when such individuals perform duties authorized by law.

7. For research purposes, including studying and comparing the mental health of patients who received one form of therapy versus those who received another form of therapy for the same condition.

8. Specialized government functions, including, ensuring the proper execution of military missions such as: protecting the President of the United States, conducting intelligence or counter-intelligence operations, or, helping to ensure the safety of those working within or housed in correctional institutions.

9. For workers’ compensation purposes. Although my preference is to obtain an Authorization from you, I may provide your PHI in order to comply with workers’ compensation laws.

10. Appointment reminders and health-related benefits or services. I may use and disclose your PHI to contact you to remind you that you have an appointment with me. I may also use and disclose your PHI to tell you about treatment alternatives, or other healthcare services or benefits that I offer.

V. CERTAIN USES AND DISCLOSURES REQUIRE YOU TO HAVE THE OPPORTUNITY TO OBJECT.

Disclosures to family, friends, or others:

I may provide your PHI to a family member, friend, or another person that you indicate is involved in your care or the payment for your health care, unless you object in whole or in part. The opportunity to consent may be obtained retroactively in emergency situations.

VI. YOU HAVE THE FOLLOWING RIGHTS WITH RESPECT TO YOUR PHI:

1. The Right to Request Limits on uses and disclosures of Your PHI.

   You have the right to ask me not to use or disclose certain PHI for treatment, payment, or health care operations purposes. I am not required to agree to your request, and I may say “no” if I believe it would affect your health care.

2. The Right to Request Restrictions for Out-of-Pocket Expenses Paid for In Full.

   You have the right to request restrictions on disclosures of your PHI to health plans for payment or health care operations purposes if the PHI pertains solely to a health care item or a health care service that you have paid for out-of-pocket in full.

3. The Right to Choose How I Send PHI to You.

   You have the right to ask me to contact you in a specific way (for example, home or office phone) or to send mail to a different address, and I will agree to all reasonable requests.

4. The Right to See and Get Copies of Your PHI. Other than “psychotherapy notes”.

   You have the right to get an electronic or paper copy of your medical record and other information that     I have about you. I will provide you with a copy of your record, or a     summary of it, if you agree to receive a summary, within 30 days of receiving your written request, and I may charge a reasonable, cost-based fee for doing so.

5. The Right to Get a List of the Disclosures I Have Made.

   You have the right to request a list of instances in which I have disclosed your PHI for purposes other than treatment, payment, or health care operations, or for which you provided me with an     Authorization. I will respond to your request for an accounting of disclosures within 60 days of receiving your request. The list I will give you will include disclosures made in the last six years unless you request a shorter time. I will provide the list to you at no charge, but if you make more than one request in the same year, I will charge you a reasonable cost-based fee for each additional request.

6. The Right to Correct or Update Your PHI.

   If you believe that there is a mistake in your PHI, or that a piece of important information is missing from your PHI, you have the right to request that I correct the existing information or add the missing information. I may say “no” to your request, but I will tell you why in writing within 60 days of receiving your request.

7. The Right to Get a Paper or Electronic Copy of this Notice.

   You have the right to receive a paper copy of this Notice, and you have the right to get a copy of this notice by e-mail. This notice is also available in your client portal at all times.

You have the right to receive a “Good Faith Estimate” explaining how much your medical and mental health care will cost.  Under the law, healthcare providers need to give patients who don’t have insurance or who are not using insurance an estimate of the expected charges for medical services, including psychotherapy services.  

You have the right to receive a Good Faith Estimate for the total expected cost of any non-emergency healthcare services, including psychotherapy services.

You can ask your healthcare provider and any other provider you choose for a Good Faith Estimate before you schedule a service.  

If you receive a bill that is at least $400 more than your Good Faith Estimate, you can dispute the bill. Make sure to save a copy or picture of your Good Faith Estimate. 

For questions or more information about your right to a Good Faith Estimate, visit www.cms.gov/nosurprises.

Nix Baker Wellness and Therapy provides a Good Faith Estimate to all clients, as we are out-of-network providers. This can be provided to you at the time of scheduling. All fees are shared transparently in our practice paperwork and require acknowledgment and signature from clients and those responsible for billing.

Nix Baker Wellness and Therapy is known for professionalism and high-quality individualized care. However, we are human and make mistakes at times. We encourage clients to speak with this therapist. If you feel like an ethical boundary has been crossed, you contact the appropriate licensing board with your complaint.

Colorado:

Submit complaints online via the DORA portal or download and mail forms to 1560 Broadway, Suite 1350, Denver, CO 80202.

Illinois:

Complete a complaint form online at the IDRFPR Website: Complaint form

Texas:

Complaints must be submitted using the Texas Behavioral Health Executive Council’s complaint form. The completed form can be sent by email to Enforcement@bhec.texas.gov or by mail to 1801 Congress Avenue, Suite 7.300, Austin, Texas 78701.

For additional information on filing complaints in Texas: TBHEC Complaints

Arkansas:

The primary method is directly through the Arkansas Social Work Licensing Board. All forms and information can be found on the licensing board website above.