Privacy and Confidentiality Policy
Your privacy and confidentiality are crucial to us. All information shared during therapy is kept confidential, with the following exceptions:
- Self-Harm: If you are in danger of hurting yourself, we must contact the appropriate authorities to ensure your safety.
- Harm to Others: If there is a risk of you harming someone else, we must take action to protect them.
- Abuse: If there are reasonable grounds to suspect any form of abuse (physical, emotional, sexual, etc.), we must report it to ensure safety.
- Child Protection: If a child under 16 is at risk of abuse or neglect, we are legally required to inform the authorities.
- Sexual Perpetrators: If a known sexual perpetrator is in close contact with a child under 16, we must report this.
- Professional Misconduct: If I become aware of sexual abuse by another professional, we must report it.
- Legal Requirements: If records are subpoenaed or a warrant is presented, we must comply.
- Complaints: If a complaint is made against us, we may need to share case notes with the regulatory body.
- Emergencies: If you are incapacitated during your session, we may contact a relative or decision-maker.
If you anticipate court involvement, please discuss this with me before waiving your right to confidentiality. You may be responsible for professional fees if I am required to participate.
Professional Records
We keep secure records of our sessions on a Canadian server managed by Owl Practice. You have the right to a copy of your file, which we recommend reviewing with your therapist or another professional. You can correct any information and request a copy be sent to another provider. Regardless of the therapist you work with, Vistas Psychotherapy and Wellness is the custodian of your health care files. Should your therapist leave the practice, you must provide written consent to have your files transferred to them should this be needed, or if you ever start work with a therapist not affiliated with the practice. An administrative fee may apply to cover time costs for this service.
Your file will be retained for a period of 10 years after termination of therapy. If, after termination of therapy, you need a copy of your files, please reach out to info@vistaswellness.ca.
If your information is breached, you will be notified immediately. For complaints, contact the Information and Privacy Commissioner of Ontario at info@ipc.on.ca or 1-800-387-0073. For more information, visit PHIPA.
Policy on Administrative Fees, Acceptance of Letters, and Scope of Practice for Vistas Psychotherapy and Wellness
1. Administrative Fees
- Administrative fees may apply for services such as preparing letters, forms, and other documentation. Clients will be informed of any fees in advance.
2. Acceptance of Letters from Therapists
- Please be aware that not all organizations or institutions accept letters from psychotherapists. It is the client's responsibility to verify the acceptability of such letters with the intended recipient.
3. Scope of Practice
- In any letters prepared by Vistas Psychotherapy and Wellness, the scope of practice will be clearly defined. Psychotherapists at Vistas cannot diagnose mental health conditions. Instead, they provide therapeutic support and interventions within their professional competency as outlined by the College of Registered Psychotherapists of Ontario (CRPO).
4. Guidelines for Letter Writing
- In accordance with the CRPO's "Practice Matters" guidelines for letter writing, therapists will:
- Ensure the letter is clear, accurate, and appropriately detailed.
- Avoid providing opinions or statements beyond their scope of practice.
- Include relevant information about the client's therapeutic process and progress without making clinical diagnoses.
- Maintain confidentiality and obtain client consent before sharing any information.
- Provide a disclaimer stating the limitations of the therapist's role and the non-diagnostic nature of the letter.
For further details, please refer to the CRPO's article on letter writing.
Cancellation and No-Show Policy
At Vistas Psychotherapy and Wellness, we value your time and aim to provide high-quality care to all our clients. To ensure that we can accommodate everyone efficiently, we have a 48-hour cancellation policy.
Cancellation Policy:
- Appointments must be cancelled or rescheduled at least 48 hours in advance.
- Cancellations made less than 48 hours before the appointment time will incur a cancellation fee of 50% of the session cost
- Cancellations made less than 24 hours before the appointment time will incur a cancellation fee equivalent to the full cost of the session
Same-Week Rescheduling Benefit:
- Should you need to cancel within the 24-48 hour window, we offer a same-week rescheduling benefit. If we can find a mutual time within the same week, the cancellation fee will be waived. This option is dependent on availability.
- If we are able to replace your late-cancelled space with another client, the fee will again be waived.
- You may cancel, schedule, or reschedule any appointments via our client portal https://aws-portal.owlpractice.ca/amandacarver
No-Show Policy:
- Clients who do not show up for their scheduled appointment without prior notice will be charged the full session fee.
Emergency Exceptions:
- We understand that emergencies happen. Please contact us as soon as possible if you are unable to attend your appointment due to unforeseen circumstances, and we will handle such cases on a situational basis.
Thank you for your understanding and cooperation. We look forward to supporting your journey to better mental health.
Payment and Fee Policy:
Insurance:
Please note that we do not have direct contact with insurance companies. Each insurance organization has different standards and rules regarding what they will or will not cover for mental health services. It is your responsibility to check with your insurance provider to understand your coverage.
Session Fees:
Our fees are based on our therapists’ experience, ranging from $100 to $170. For a full list of services and fees, please visit our fees and services page. Sliding scale options may be available.
Payment Methods:
Our preferred payment method is e-transfer, though cash or credit card may be made available.
Non-Payment:
If you refuse to pay your debt, I reserve the right to use an attorney or collection agency to secure payment. I will contact you before reaching out to a collection agency to give you a final opportunity to make payments.
Non-Insured Health Benefits (NIHB) and Indian Residential Schools Resolution Health Support Program, Missing and Murdered Indigenous Women and Girls:
We will bill directly to any of the above programs and apply for funding for mental health services on your behalf. However, please be aware that these programs do not cover late cancellations and no shows. You are responsible for covering those fees in this circumstance.
If you refuse to pay your debt, I reserve the right to use an attorney or collection agency to secure payment. I will contact you before reaching out to a collection agency to give you a final opportunity to make payments.
Informed Consent Policy:
Purpose of Therapy:
Therapy aims to help you achieve your personal goals and improve your mental health and well-being. The therapeutic process involves exploring your thoughts, feelings, and behaviors, and may include various techniques and interventions.
Therapist Qualifications:
Your therapist is a licensed professional with the necessary training and experience to provide mental health services. For more information about your therapist's qualifications, please refer to our website or ask your therapist directly.
Therapeutic Process and Participation:
Therapy is a collaborative process, and your active participation is essential for progress. You have the right to ask questions and discuss any concerns about your treatment at any time. You also have the right to withdraw from therapy at any point, with or without providing a reason.
Risks and Benefits:
Therapy can bring up difficult emotions and may sometimes feel challenging. However, it can also lead to significant personal growth, improved relationships, and better mental health. It is important to communicate openly with your therapist about your experiences during therapy.
Telehealth Policy:
Definition of Teleconsultation Services
Teleconsultation services are a form of real-time psychotherapy where both the client and the psychotherapist communicate via electronic devices (e.g., computer, tablet, or cell phone) using secure internet technology. These services have the same purpose and intention as in-person psychotherapy.
Technology Requirements
To participate in teleconsultation, you will need:
- A computer, tablet, or cell phone with internet access and webcam capability.
- Immediate access to a telephone in case of technical difficulties.
Teleconsultation Service Platform
Your psychotherapist uses Doxy.me as the secure video-conferencing platform for teleconsultation. After reviewing their services and required privacy and confidentiality standards, this platform was chosen to ensure secure teleconsultation.
In Case of Disruption
If contact is lost during a teleconsultation, your therapist will phone, email, or text you. You are also invited to do the same. It is imperative that both parties check their voicemails, emails, or texts if the teleconsultation is disrupted.
Risks, Rights, and Responsibilities in Using Teleconsultation Services
- You have the right to withdraw consent at any time without affecting your right to further psychotherapy treatment.
- You are responsible for submitting payment via Interac e-transfers for any teleconsultation services.
- Your therapist has the right to determine that teleconsultations are no longer appropriate for your situation and will recommend alternative treatment modalities if necessary.
- Teleconsultation services are not suitable for clients actively at risk of harm to self or others. If this is the case, your therapist will recommend more appropriate services.
- The laws and professional standards that apply to psychotherapy services apply equally to teleconsultation services (see www.crpo.ca for further information).
Confidentiality and Security
The exceptions to client confidentiality that exist for in-person consultations also apply to teleconsultation services. Information shared during teleconsultation is confidential except when:
- Legal requirements demand disclosure.
- Disclosure is required to prevent clear and imminent danger to yourself or others.
- A child or elderly person needs protection.
- You have been sexually abused by a health care professional.
- Your therapist shares information during clinical supervision.
- Your therapist’s professional college audits files.
- You give written permission to share information with other health care professionals.
You are responsible for creating a comfortable, safe, and secure, private environment for the teleconsultation.
Despite best efforts to ensure high encryption and secure technology, there is always a risk of transmission being breached. Both parties are advised to have up-to-date antivirus software and firewalls installed on their electronic devices.
The teleconsultation will not be audio or video recorded at any time, and both parties will disable all recording devices.
Sliding Scale Fee Policy
At Vistas Psychotherapy and Wellness, we are committed to making mental health services accessible to everyone. To ensure that our services are available to clients with varying financial situations, we offer a sliding scale fee structure. This policy provides an adjustable fee based on your income and financial circumstances.
Eligibility:
The sliding scale fee is available to clients who demonstrate a genuine need for financial assistance.
Fee Structure:
Our standard session fee ranges from $100 to $170. The sliding scale fee is dependent on your financial situation.
Application Process:
- Initial Consultation: During your initial consultation, discuss your financial situation with your therapist to determine eligibility for the sliding scale fee.
- Agreement: Once eligibility is confirmed, you and your therapist will agree on a reduced fee based on the sliding scale.
- Review: Sliding scale fees are subject to periodic review to ensure continued eligibility. Please notify us if your financial situation changes.
Confidentiality: All financial information provided for the sliding scale fee assessment is kept confidential and will only be used to determine your eligibility.
Commitment to Ethical Practice
At Vistas Psychotherapy and Wellness, we are dedicated to upholding the highest standards of ethical practice. We strictly adhere to the Code of Ethics and Standards of Practice set by the Canadian Counselling and Psychotherapy Association (CCPA), the Ontario Society of Registered Psychotherapists (OSRP) and the College of Registered Psychotherapists of Ontario (CRPO).
Professional Conduct: As professionals, we promote ethical conduct at all times. If you have concerns about your therapy, we encourage you to discuss them with us. Your feedback is taken seriously and handled with care and respect.
Client Rights:
- Respect and Safety: You have the right to considerate, safe, and respectful care without discrimination based on race, ethnicity, colour, gender or sexual orientation, age, religion, or national origin.
- Feedback and Complaints: You have the right to voice complaints to the CCPA or CRPO. You may also request a referral to another therapist or end therapy at any time.
- Information: You have the right to ask questions about any aspect of your therapy and my specific training and experience.
- Boundaries: You can expect that I will not engage in social or sexual relationships with clients or former clients.
- Supervision: If you are working with a therapist who is being supervised by Amanda Carver, you also have the right to share your concerns directly with her via Amanda@vistaswellness.ca.
Learn More: For detailed information, you can review the following documents:
Contact Information:
If you feel you are not receiving ethical, competent care, or have questions or concerns, you have the right to bring these to me for a transparent and honest discussion. You may also bring any complaints to the CRPO at:
College of Registered Psychotherapists of Ontario 375 University Avenue, Suite 803 Toronto, ON M5G 2J5 Tel: 416-479-4330 or 1-844-712-1364 Fax: 416-639-2168 info@crpo.ca