Client Portal, Video Links, & Company Policies

Attendance Commitment Policy

The practice uses an Attendance Commitment Policy, which is designed to balance flexibility with consistent engagement in care. If a session needs to be cancelled, it may be rescheduled and attended:

• At any time prior to the original appointment,
• During the same week as the appointment, or
• Within two weeks following the original appointment.

When the rescheduled session takes place within this timeframe, no additional fee is applied.

If the appointment does not take place within this rescheduling window, an Attendance Commitment fee equal to the full session fee will be charged ($120 for 45 minutes and $165 for 60 minutes).

This policy is intended to support consistency, therapeutic momentum, and progress toward treatment goals. We are here to discuss any thoughts, questions, or concerns you may have.

The Client Portal is available at practhera.sessionshealth.com.

Rescheduling and Cancelling Appointments

You can manage your appointments in the client portal at any time. Appointments can be cancelled through the portal up until the minute before your appointment starts. You can also request an attendance recovery session through the Client Portal. 

To avoid the cancellation fee:  You may cancel or reschedule appointments at any time as long as the appointment is rescheduled and attended within  2 weeks of the originally scheduled appointment.

Lateness

In order to meet therapeutic goals, it is important to attend all sessions on time. 

You do not need to inform your therapist if you are running late. Your therapist will remain on the video call for 9 minutes. 

If you arrive 10 minutes or later to a session, the session will be considered canceled, and it will need to be rescheduled and attended within 2 weeks of the originally scheduled appointment in  order to avoid a cancellation fee. 

Private & Safe Space

Clients should be in a private space, free from distractions, during the duration of each session. If a client is not in such a space to attend the session, the session will have to be rescheduled. An attendance commitment policy fee may be charged if the session is not rescheduled & attended within the 2 week period following the original appointment.

Holidays

Your therapist will sometimes be available for sessions on certain holidays. If you and your therapist did not discuss cancelling or rescheduling a session due to a holiday, then it is safe to assume that you will be having your regularly scheduled session, regardless of the holiday.

Changes in the schedule

In order to accommodate other requested appointments from clients (for reasons of emergency sessions or changes in their availability), your therapist may at times ask to make scheduling changes. Sometimes these changes will work out in your favor and sometimes they will not. Please know that you can always reject these requests if they would inconvenience you.

Appointment Management

You can manage your appointments in your client portal. You may also call or text the Practical Online Therapy main number 347-450-5542 (voicemails are checked regularly throughout the day).

Please feel free to discuss any questions or concerns with Practical Online Therapy admin staff. We’re always happy to help!

Session Length:

You and your therapist will determine a day and time to conduct regular sessions. Each session is 45-60 minutes long, depending on your needs, insurance limitations (if any), & availability. Sessions are held at minimum once per week, but can be more frequent if necessary.

Final 5 minutes of every session

Please note that the final 5 minutes of each session will be utilized by the clinician to reflect on your session, plan for the next session, and document a session note. This is to ensure the highest quality of care.

Session Lengths

Individual Sessions

• Intake (first) session for individuals, up to 45 mins
• 45 min individual sessions
  • Actual time with therapist: 38-40 mins
• 60 min individual sessions
  • Actual time with therapist: 53-55 mins

Family/ Couples Sessions (using insurance)

• Intake (first) session for families/ couples, up to 45 minutes
• 50 minute family/ couples session with MORE than one client present
  • Actual time with therapist: 43-45 mins
• 45 minute family/ couples session with only one client present
  • Actual time with therapist: 38-40 mins

Family/ Couples Sessions (private pay only)

• Intake (first) session for families/ couples, up to 60 minutes
• 50 min family/ couples sessions with more than one client present
  • Actual time with therapist: 43-45 mins
• 45 min family/ couples sessions with only one client present
  • Actual time with therapist: 38-40 mins

Therapist's Responsibilities with Regard to Confidentiality 

In order to maintain confidentiality, the therapist agrees to:

1. Conduct sessions from a private office.
2. Use a password-protected privately owned computer to conduct sessions.
3. Use a password-protected internet connection.
4. Utilize a password protected HIPAA compliant software called Sessions Health.

Confidentiality Through Remote Communication

• Anything personal that you would like to share with your therapist deserves confidential dedicated face-to-face time and the opportunity to be thoughtfully explored together. Please save personal experiences, emotional updates, treatment concerns, and other therapy-related topics for your scheduled session rather than sending them electronically.
• If something comes up that you would like to discuss sooner, you are welcome to request an additional appointment through the portal. 
• Please note that text message is not a confidential form of communication as messages can be read by others.

Privacy Risks of Using the Internet and Technology

• The therapist takes all precautions necessary to ensure the client's information is kept confidential, and clients should ensure privacy on their end.
• However even with these security measures in place, very unlikely interruptions and unauthorized access may occur.
• If confidentiality cannot be maintained due to the use of telementalhealth, the client and/ or therapist may choose to discontinue telehealth sessions.