Terms and Conditions

1.Definitions

1. Company: Legacy Family Services, Inc., an Oklahoma Corporation, hereinafter referred to as "Company," "Legacy Family Services," "we," "us," or "our."
2. Client: The individual receiving mental health services from the Company, hereinafter referred to as "Client," "you," or "your." In the case of minor Clients, references to "Client" shall include the minor's parent or legal guardian where applicable.
3. Provider: The licensed mental health professional providing services on behalf of the Company, including but not limited to licensed professional counselors, licensed clinical social workers, licensed marriage and family therapists, and psychologists.
4. Services: Mental health services provided by the Company, including but not limited to individual therapy, couples therapy, family therapy, group therapy, clinical assessments and evaluations, and telehealth services.
5. Protected Health Information (PHI): Individually identifiable health information related to your past, present, or future physical or mental health condition, the provision of healthcare services to you, or the payment for such services.
6. Telehealth: The delivery of mental health services through electronic communications, including video conferencing, telephone, and secure messaging platforms.
7. Business Days: Monday through Friday, excluding federal holidays and any days the Company is closed for business.
8. Minor: Any individual under the age of eighteen (18) years.

2.Acceptance of Terms

By scheduling an appointment, completing intake paperwork, or receiving Services from Legacy Family Services, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions. If you do not agree to these Terms and Conditions, please do not engage our Services.

These Terms and Conditions, together with our Privacy Policy, Notice of Privacy Practices, and any informed consent documents you sign, constitute the entire agreement between you and Legacy Family Services regarding your receipt of Services.

3.Services Provided

1. Scope of Services: Legacy Family Services provides outpatient mental health services, including but not limited to:
   1. Individual psychotherapy
   2. Couples and relationship counseling
   3. Family therapy
   4. Group therapy and support groups
   5. Telehealth and virtual therapy sessions
   6. Clinical assessments and evaluations
   7. Treatment planning and coordination of care
2. Nature of Services: Therapy is a collaborative process between you and your Provider. While therapy has been shown to have many benefits, results vary and cannot be guaranteed. Your progress will depend on many factors, including your motivation, effort, and the nature of the issues you bring to treatment.
3. Not Emergency Services: Legacy Family Services does not provide emergency or crisis services. If you are experiencing a psychiatric emergency, please call 911, go to your nearest emergency room, or contact the 988 Suicide and Crisis Lifeline by dialing 988.
4. Limitations: Our Providers are licensed mental health professionals. They do not provide legal advice, financial advice, medical advice outside the scope of mental health, or any other professional services for which they are not licensed.

4.Informed Consent for Treatment

1. Voluntary Participation: Your participation in therapy is voluntary. You have the right to refuse any recommended treatment or to terminate treatment at any time.
2. Risks and Benefits: Therapy may involve discussing difficult or painful experiences and emotions. While therapy is intended to help you address personal concerns, improve relationships, and develop coping strategies, it may also bring up uncomfortable feelings such as sadness, anger, anxiety, or frustration. There is no guarantee that therapy will be effective for every individual or every concern.
3. Alternative Treatments: Alternatives to psychotherapy may include psychiatric medication, support groups, self-help resources, or no treatment. You are encouraged to discuss treatment options with your Provider.
4. Provider Qualifications: Information regarding your Provider's licensure, credentials, and areas of specialty will be made available to you upon request or during your initial session.
5. Separate Consent Forms: You may be asked to sign additional informed consent documents specific to certain treatments, assessments, or telehealth services.

5.Client Responsibilities

1. Accurate Information: You agree to provide accurate and complete information during the intake process and throughout treatment, including information about your medical history, mental health history, current medications, and any safety concerns.
2. Active Participation: Therapy is most effective when you actively participate in the process. This includes attending scheduled appointments, completing any agreed-upon assignments or exercises between sessions, and communicating openly with your Provider about your progress and concerns.
3. Safety: You agree to inform your Provider immediately if you experience thoughts of harming yourself or others, or if your safety is at risk for any reason.
4. Communication: You agree to notify us promptly of any changes to your contact information, insurance coverage, or emergency contacts.
5. Respectful Conduct: You agree to treat all Company staff, Providers, and other Clients with respect and courtesy. Abusive, threatening, or disruptive behavior will not be tolerated and may result in termination of Services.

6.Fees and Payment

1. Fee Schedule: The current fee schedule for Services will be provided to you prior to your first appointment and is available upon request. Fees are subject to change with reasonable notice.
2. Payment Due: Payment is due at the time of service unless other arrangements have been made in advance. We accept cash, check, and major credit cards.
3. Returned Payments: A fee of $35.00 will be charged for any returned check or declined payment.
4. Outstanding Balances: Accounts with balances overdue by more than sixty (60) days may be subject to collection efforts. In the event your account is sent to collections, you will be responsible for any collection fees, attorney's fees, and court costs incurred.
5. Good Faith Estimate: If you are uninsured or choose not to use insurance, you have the right to receive a Good Faith Estimate of expected charges under the No Surprises Act. You may request a Good Faith Estimate at any time.
6. Sliding Scale: Legacy Family Services may offer sliding scale fees based on financial need. Availability is limited and subject to approval. Please inquire if you are experiencing financial hardship.
7. Self-Pay Evaluations: Adult diagnostic evaluations, including autism, ADHD, and ADA workplace accommodation evaluations, are offered on a flat-fee, self-pay basis and are not billed to insurance. The full evaluation fee is due at the time of booking in order to reserve your appointments. You will receive a paid receipt for your records. Booking, reschedule, and refund terms for evaluations are described in Article 8(g).

7.Insurance and Billing

1. Insurance Verification: If you plan to use health insurance, it is your responsibility to verify your mental health benefits, including coverage, copays, deductibles, and any prior authorization requirements, before your first appointment.
2. Filing Claims: As a courtesy, we will file claims with your insurance company on your behalf if we are an in-network provider with your plan. You are responsible for providing accurate and current insurance information.
3. Client Responsibility: You are ultimately responsible for payment of all Services rendered, regardless of insurance coverage. If your insurance company denies a claim or does not pay in full, you agree to pay the remaining balance.
4. Copays and Deductibles: Copays and any amounts applied to your deductible are due at the time of service.
5. Out-of-Network Services: If we are not in-network with your insurance plan, we can provide you with a superbill that you may submit to your insurance company for potential out-of-network reimbursement.
6. Information Disclosed to Insurance: By using your health insurance benefits, you authorize us to disclose certain PHI to your insurance company, including your diagnosis, dates of service, and types of services provided. Please be aware that we cannot control how your insurance company uses or stores this information.
7. Confidentiality Concerns: If you have concerns about information being shared with your insurance company, you may choose to pay out of pocket for Services.

8.Cancellation and No-Show Policy

1. Cancellation Notice: If you need to cancel or reschedule an appointment, please provide at least twenty-four (24) hours' notice. You may cancel by phone, email, text message, or through the client portal.
2. Late Cancellation Fee: Appointments canceled with less than twenty-four (24) hours' notice will be subject to a late cancellation fee equal to the full session fee.
3. No-Show Fee: If you do not show up for a scheduled appointment without any notice, you will be charged the full session fee.
4. Insurance and Fees: Please note that late cancellation and no-show fees are not covered by insurance and are your personal responsibility.
5. Emergencies: We understand that emergencies happen. If you have a genuine emergency that prevents you from keeping your appointment or providing adequate notice, please contact us as soon as possible to discuss your situation.
6. Repeated Cancellations: Repeated late cancellations or no-shows may impact our ability to continue providing Services to you and may result in termination of treatment.
7. Evaluation Bookings and Refunds: The following terms apply to adult diagnostic evaluations (autism, ADHD, and ADA workplace accommodation) and govern over the general session cancellation terms above for those services:
   1. Reschedules requested at least forty-eight (48) hours before your first scheduled appointment are made at no charge.
   2. Cancellations requested at least forty-eight (48) hours before your first scheduled appointment are refunded, less a non-refundable booking fee of $200.00 that covers reserved clinician time and evaluation setup.
   3. Within forty-eight (48) hours of your first scheduled appointment, or once your evaluation appointments have begun, the full evaluation fee is non-refundable.
   4. The evaluation fee is fully earned once your evaluation appointments are completed, and is non-refundable at that point regardless of the findings, any third party's or employer's decision, or your decision to receive or use the resulting report, because the professional service has been performed.

9.Appointment and Scheduling Policies

1. Scheduling: Appointments may be scheduled by phone, email, or through our online scheduling system. We will make reasonable efforts to accommodate your scheduling preferences.
2. Session Length: Standard therapy sessions are approximately 50 to 55 minutes unless otherwise arranged. Extended sessions or specialized assessments may be longer and will be billed accordingly.
3. Late Arrivals: If you arrive late for your appointment, your session will still end at the originally scheduled time. You will be charged the full session fee.
4. Provider Availability: Your Provider's availability may vary. If your regular Provider is unavailable due to illness, vacation, or other reasons, we will make reasonable efforts to notify you and offer rescheduling options or coverage by another qualified Provider.

10.Confidentiality

1. Commitment to Confidentiality: Legacy Family Services is committed to protecting the confidentiality of all information shared during the course of your treatment. We adhere to all applicable federal and state laws regarding the confidentiality of mental health records, including the Health Insurance Portability and Accountability Act (HIPAA) and Oklahoma state law.
2. Privacy Policy and Notice of Privacy Practices: Our Privacy Policy and Notice of Privacy Practices describe in detail how your PHI may be used and disclosed. These documents are available on our website and will be provided to you upon request.
3. Confidential Communications: Communications between you and your Provider are confidential and will not be disclosed to third parties without your written authorization, except as permitted or required by law.
4. Psychotherapy Notes: Psychotherapy notes, which document or analyze the contents of your therapy sessions, receive heightened protection and are maintained separately from your general treatment record. Disclosure of psychotherapy notes requires your specific written authorization except in limited circumstances permitted by law.

11.Limits of Confidentiality

1. Exceptions to Confidentiality: While we are committed to protecting your confidentiality, there are certain circumstances under which we may be permitted or required by law to disclose your PHI without your authorization:
   1. Danger to Self: If your Provider believes you pose an imminent risk of harm to yourself, they may take protective action, including disclosing information to emergency services, family members, or others who may help ensure your safety.
   2. Danger to Others: If your Provider believes you pose a serious and imminent threat to an identifiable third party, they may be required to warn the potential victim or notify law enforcement.
   3. Abuse or Neglect: Our Providers are mandated reporters under Oklahoma law. If we have reasonable cause to believe that a child, elderly person, or vulnerable adult is being abused or neglected, we are required to report this to the appropriate authorities.
   4. Court Orders: We may be required to disclose your PHI in response to a valid court order or subpoena. We will make reasonable efforts to notify you and limit the scope of any such disclosure.
   5. Healthcare Oversight and Legal Requirements: We may disclose PHI to health oversight agencies or as otherwise required by federal, state, or local law.
2. Consultation: Your Provider may consult with other professionals regarding your case in order to provide you with the best possible care. In such consultations, your identity will be protected to the extent possible.
3. Notification: Whenever possible and legally permissible, we will inform you of any disclosure made pursuant to the exceptions described above.

12.Communication Policies

1. Preferred Contact Method: During intake, you will be asked to indicate your preferred method of contact and whether we may leave messages for you. We will make reasonable efforts to honor your preferences.
2. Response Time: We strive to respond to non-urgent communications within one to two (1 to 2) Business Days. Please do not use email, text, or voicemail for urgent or emergency matters.
3. Email and Text Communication: Email and text messaging are not completely secure methods of communication. By providing your email address or mobile phone number and consenting to electronic communications, you acknowledge and accept the risks associated with these communication methods.
4. Between-Session Contact: Therapy occurs during scheduled sessions. While your Provider may be available for brief communications between sessions, this is not a substitute for therapy and may be limited. Extensive between-session contact may be billed accordingly.
5. After-Hours Contact: Our office is not staffed 24 hours a day. If you need to reach us after hours for a non-emergency matter, please leave a voicemail or send an email, and we will respond during the next Business Day. For emergencies, see Article 14.

13.SMS and Text Message Communications

1. Consent to Receive Text Messages: By providing your mobile phone number to us, you consent to receive text messages (SMS and MMS) from Legacy Family Services. These messages may include, but are not limited to:
   1. Appointment reminders and confirmations
   2. Appointment cancellation or rescheduling notices
   3. Billing and payment reminders
   4. Care coordination communications
   5. Responses to your inquiries
   6. Marketing or promotional messages, only if you have separately opted in to receive such messages
2. Message Frequency: The frequency of text messages will vary depending on your interaction with our Services. Appointment-related messages are typically sent 24 to 48 hours prior to scheduled appointments, with possible follow-up reminders.
3. Message and Data Rates: Standard message and data rates may apply depending on your mobile carrier and service plan. Legacy Family Services is not responsible for any fees charged by your carrier.
4. Opting Out of Text Messages: You may opt out of receiving text messages at any time by replying STOP to any message you receive from us. Upon receipt of your STOP request, we will confirm your removal from our messaging list. Please note that opting out of text messages may impact our ability to send you timely appointment reminders and other service-related communications.
5. Consent Not Required for Services: Your consent to receive text messages is not a condition of receiving Services from us. If you prefer not to receive text messages, you may contact us at info@legacyfs.org to arrange alternative communication methods.
6. Assistance: For help or questions regarding our text messaging program, reply HELP to any message or contact us at info@legacyfs.org or (405) 370-4594.

14.Emergency Procedures

1. Not an Emergency Service: Legacy Family Services does not provide emergency or crisis services. Our office is not equipped to handle psychiatric emergencies.
2. In Case of Emergency: If you are experiencing a psychiatric emergency, including but not limited to thoughts of suicide or self-harm, thoughts of harming others, or a psychotic episode, please take one or more of the following actions immediately:
   1. Call 911
   2. Go to your nearest hospital emergency room
   3. Call the 988 Suicide and Crisis Lifeline by dialing 988
   4. Contact the COPES Crisis Line at (405) 522-2673 (Oklahoma City area)
3. Emergency Contact: During intake, you will be asked to provide emergency contact information. By providing this information, you authorize us to contact your designated emergency contact and disclose limited information if we believe there is an imminent risk to your health or safety.
4. Safety Planning: If clinically appropriate, your Provider may work with you to develop a safety plan that identifies warning signs, coping strategies, and resources to use in times of crisis.

15.Telehealth Services

1. Availability: Legacy Family Services offers telehealth services as an alternative to in-person sessions. Telehealth services are subject to availability and clinical appropriateness as determined by your Provider.
2. Technology Requirements: To participate in telehealth services, you must have access to a device with a camera and microphone, a stable internet connection, and a private location where you can speak freely without being overheard.
3. Informed Consent: Prior to receiving telehealth services, you may be asked to sign a separate Telehealth Informed Consent form acknowledging the unique risks and benefits of telehealth.
4. Platform Security: We utilize HIPAA-compliant telehealth platforms that employ encryption and other security measures. However, no electronic transmission is completely secure, and you acknowledge and accept the inherent risks of electronic communication.
5. Recording: Telehealth sessions are not recorded by Legacy Family Services unless expressly agreed upon in writing. You agree not to record telehealth sessions without the prior written consent of your Provider.
6. Location Requirement: You must be physically located in a state where your Provider is licensed at the time of your telehealth session. Please inform us if you will be traveling out of state.
7. Technical Difficulties: In the event of technical difficulties that prevent the completion of a telehealth session, your Provider will attempt to contact you by phone. If the session cannot be completed, you will be offered the opportunity to reschedule.
8. Emergency Protocols: At the beginning of telehealth services, your Provider will confirm your physical location and identify local emergency resources. In the event of an emergency during a telehealth session, your Provider may contact emergency services in your area.

16.Third-Party Communication Platforms

1. Use of Third-Party Platforms: Legacy Family Services utilizes third-party software platforms and service providers to facilitate communications with you, including but not limited to electronic health record systems, scheduling software, email service providers, text messaging services, and telehealth platforms.
2. Data Sharing: In order to communicate with you effectively and provide Services, we may share certain information with these third-party service providers, including your name, contact information, appointment details, and billing information. We share only the minimum information necessary to facilitate the intended purpose.
3. Third-Party Privacy Practices: These third-party service providers are contractually obligated to protect your information and comply with applicable privacy laws. However, we encourage you to review the privacy policies of any third-party platforms through which you interact with us.
4. Platform Security: We select third-party platforms that maintain appropriate security measures and, where applicable, comply with HIPAA requirements. However, we cannot guarantee the absolute security of any information transmitted through third-party platforms.

17.Clinical Versus Marketing Communications

1. Clinical Communications: Certain communications are necessary for the provision of Services and the operation of our practice. These clinical communications include, but are not limited to:
   1. Appointment scheduling, reminders, and confirmations
   2. Treatment-related information and follow-up care instructions
   3. Billing statements and payment information
   4. Coordination of care with other healthcare providers, as authorized by you
   5. Responses to your inquiries regarding your care
   Clinical communications are not considered marketing and are sent as part of our treatment relationship with you.
2. Marketing Communications: Marketing communications encourage you to purchase or use additional products or services, or promote goods or services of third parties. We will only send marketing communications to you if you have affirmatively opted in to receive such communications.
3. Your Choices: You may opt out of marketing communications at any time. Opting out of marketing communications does not affect our ability to send you clinical communications necessary for your care.

18.Minor Clients

1. Consent for Treatment: In general, a parent or legal guardian must provide consent for mental health treatment of a minor. However, Oklahoma law permits minors to consent to their own treatment in certain circumstances.
2. Parental Access to Records: Parents and legal guardians generally have the right to access their minor child's treatment records. However, there are circumstances in which a minor's records may be protected from parental access, including when disclosure may endanger the minor or when the minor has lawfully consented to treatment without parental involvement.
3. Confidentiality and Minors: To facilitate effective therapy with minor Clients, your Provider will discuss with you at the outset of treatment how confidentiality will be handled. Generally, your Provider will encourage open communication between parents and minors while respecting age-appropriate privacy.
4. Divorced or Separated Parents: In cases involving divorced or separated parents, access to a minor's treatment records will be governed by applicable custody agreements, court orders, and state law. We may require documentation of custody arrangements before disclosing information to either parent or before beginning treatment.

19.Coordination of Care

1. Communication with Other Providers: With your written authorization, we may communicate with other members of your treatment team, including physicians, psychiatrists, and other healthcare providers, for purposes of coordinating your care.
2. Referrals: If your Provider determines that you would benefit from services outside our scope of practice, they may provide referrals to other professionals. The decision to pursue such referrals is yours.
3. Medication Management: Our Providers do not prescribe medication. If medication may be beneficial, your Provider may recommend that you consult with a psychiatrist or your primary care physician.

20.Termination of Services

1. Client-Initiated Termination: You have the right to terminate therapy at any time. We request that you discuss your decision with your Provider so that appropriate closure can be achieved and referrals can be provided if needed.
2. Provider-Initiated Termination: Your Provider may terminate treatment if they determine that therapy is no longer beneficial, if you fail to comply with treatment recommendations, if you fail to pay for Services, if you engage in threatening or abusive behavior, or for other clinically appropriate reasons. In such cases, your Provider will make reasonable efforts to provide referrals to other providers.
3. Abandonment: We will not abandon you while you are in need of treatment. If your Provider becomes unavailable for an extended period, we will make reasonable efforts to arrange for coverage or transfer of care.
4. Outstanding Balances: Termination of Services does not relieve you of responsibility for any outstanding balances owed to Legacy Family Services.

21.Records Retention and Access

1. Retention Period: We retain mental health treatment records in accordance with applicable federal and state law. Generally, adult Client records are retained for a minimum of seven (7) years following termination of treatment. Records of minor Clients are retained until the later of seven (7) years following termination of treatment or three (3) years after the minor reaches the age of eighteen (18).
2. Access to Records: You have the right to request access to your treatment records. Requests must be made in writing. We may charge a reasonable fee for copying records as permitted by law.
3. Limitations on Access: In limited circumstances, your Provider may determine that access to certain portions of your record could be harmful to you or others. In such cases, your Provider will discuss the matter with you and may offer a summary or provide records to another Provider of your choosing.
4. Amendment of Records: If you believe that information in your record is inaccurate, you may request an amendment. We will respond to such requests in accordance with HIPAA requirements.

22.Group Therapy

1. Nature of Group Services: Legacy Family Services may offer group therapy, support groups, or workshops. By participating in group services, you acknowledge that confidentiality cannot be guaranteed by Legacy Family Services.
2. Confidentiality in Groups: While we require all group participants to maintain the confidentiality of information shared by other group members, we cannot control the actions of other participants. Please consider carefully what personal information you choose to disclose in group settings.
3. Group Agreements: Participants in group services may be asked to sign a group agreement acknowledging their commitment to maintaining confidentiality and adhering to group guidelines.

23.Complaints and Grievances

1. Internal Complaints: If you have a complaint or concern about your treatment or any aspect of our Services, we encourage you to discuss it with your Provider or contact our office at info@legacyfs.org or (405) 370-4594.
2. Licensing Board Complaints: You have the right to file a complaint with the Oklahoma State Board of Behavioral Health at any time. Contact information:
   Oklahoma State Board of Behavioral Health Licensure
   3815 N. Santa Fe Ave., Suite 110
   Oklahoma City, OK 73118
   Phone: (405) 522-3267
   Website: www.ok.gov/behavioralhealth
3. HIPAA Complaints: If you believe your privacy rights have been violated, you have the right to file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights. Information is available at www.hhs.gov/ocr.

24.Limitation of Liability

1. No Guarantee of Results: Therapy outcomes vary based on many factors, including the nature of your concerns, your engagement in the therapeutic process, and external circumstances. Legacy Family Services makes no guarantees or warranties regarding the outcome of treatment.
2. Limitation: To the fullest extent permitted by law, Legacy Family Services, its owners, officers, employees, and Providers shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or related to your receipt of Services.
3. Maximum Liability: In no event shall the total liability of Legacy Family Services exceed the amount you have paid for Services during the twelve (12) months preceding the claim.
4. Exceptions: Nothing in this section shall limit liability for gross negligence, willful misconduct, or any liability that cannot be excluded or limited by law.

25.Indemnification

You agree to indemnify, defend, and hold harmless Legacy Family Services, its owners, officers, employees, and Providers from and against any claims, damages, losses, or expenses (including reasonable attorney's fees) arising out of or related to your breach of these Terms and Conditions or your misuse of Services.

26.Governing Law and Dispute Resolution

1. Governing Law: These Terms and Conditions shall be governed by and construed in accordance with the laws of the State of Oklahoma, without regard to its conflict of laws principles.
2. Informal Resolution: Before initiating any formal dispute resolution process, you agree to contact us at info@legacyfs.org to attempt to resolve the dispute informally.
3. Arbitration: Any dispute arising out of or relating to these Terms and Conditions or your receipt of Services that cannot be resolved informally shall be submitted to binding arbitration in Oklahoma City, Oklahoma, in accordance with the rules of the American Arbitration Association. You agree to waive any right to a jury trial or to participate in a class action.
4. Exceptions: Notwithstanding the foregoing, either party may seek injunctive or other equitable relief in a court of competent jurisdiction to prevent irreparable harm.

27.Modifications

Legacy Family Services reserves the right to modify these Terms and Conditions at any time. Material changes will be communicated to you via email or notice posted in our office. Your continued receipt of Services following any modifications constitutes your acceptance of the revised Terms and Conditions.

28.Severability

If any provision of these Terms and Conditions is held to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.

29.Waiver

The failure of Legacy Family Services to enforce any right or provision of these Terms and Conditions shall not constitute a waiver of such right or provision.

30.Entire Agreement

These Terms and Conditions, together with our Privacy Policy, Notice of Privacy Practices, and any additional consent forms you sign, constitute the entire agreement between you and Legacy Family Services with respect to the subject matter hereof.

31.Contact Information

If you have any questions about these Terms and Conditions, please contact us at: