Privacy, HIPAA & Practice Policies

Confidentiality is fundamental to the therapeutic relationship. Whimsical Therapy PLLC is bound by Washington State law, HIPAA, and professional ethical codes to protect the privacy of all client information.

General Confidentiality

Information disclosed in therapy sessions will not be shared with anyone without your explicit written consent, except in the circumstances described below. Even the fact that you are a client of this practice is confidential.

Exceptions to Confidentiality

Washington State law and professional ethics require us to break confidentiality in the following circumstances:

• Imminent Danger to Self: If you express a specific plan and intent to harm yourself (RCW 71.05.120), we may be required to take protective action, including contacting emergency services or initiating an involuntary commitment evaluation.
• Imminent Danger to Others: Under Washington's Tarasoff-informed duty-to-protect (RCW 71.05.120), we are required to warn identifiable third parties and/or law enforcement if you pose a serious and imminent threat to another person.
• Mandated Reporting — Child Abuse/Neglect: As a mandated reporter under RCW 26.44, we are required to report reasonable suspicion of child abuse or neglect to Child Protective Services (CPS).
• Mandated Reporting — Vulnerable Adults: Under RCW 74.34, we are required to report suspected abuse, neglect, or financial exploitation of vulnerable adults to Adult Protective Services (APS).
• Court Order or Legal Process: If a judge issues a court order requiring disclosure of records or testimony.
• Professional Consultation: We may consult with other licensed professionals on a case basis. Such consultations are conducted without identifying information wherever possible.
• Supervision: Licensed associate therapists are required to participate in clinical supervision. Your information may be discussed in supervision with identifying details protected.
• Medical Emergency: In the event of a medical emergency during a session.

Limitations of Electronic Communication

Email and text message communication carry inherent privacy risks. We use a HIPAA-compliant client portal for clinical communication. Standard email or text should only be used for scheduling, not for sharing clinical information.

Whimsical Therapy PLLC welcomes clients of all ages. The following policies apply when the identified client is a minor (under 18 years of age).

Consent for Treatment

In Washington State, a parent or legal guardian must generally provide consent for mental health treatment of a minor. However, Washington law (RCW 71.34.530) permits minors aged 13 and older to consent to outpatient mental health treatment without parental consent under certain circumstances. We will clarify the applicable rules at the time of intake.

Parental Access to Records

Parents or legal guardians of minor clients generally have the right to access their child's treatment records. However, we may withhold information if disclosure would harm the therapeutic relationship or the minor's wellbeing. 13 to 17-year-olds must sign a Release of Information (ROI) form to allow the sharing of information with parents, in accordance with Washington State law (RCW 70.02.265). We will discuss this with all parties at the outset of treatment.

Confidentiality for Minors

We believe that minors benefit from having some degree of privacy in therapy. We will work collaboratively with the minor and their guardians to establish appropriate boundaries of confidentiality at intake. We will always disclose information required by law (see Confidentiality section).

Custody & Divorce Situations

If parents are separated or divorced, we require documentation of legal custody prior to beginning services. We do not take sides in custody disputes and will not provide evaluations for custody proceedings. If subpoenaed, we will provide records as required by law.

Assent

While parents provide legal consent, we also seek the minor client's assent (agreement) to participate in therapy. We respect the minor's voice throughout the therapeutic process.

Types of Records

Whimsical Therapy PLLC maintains the following types of records:

• Intake and assessment documentation
• Psychotherapy notes (separately stored and protected under HIPAA)
• Treatment plans and progress notes
• Consent forms and authorizations
• Billing and payment records
• Correspondence related to your care

Record Retention

In accordance with Washington Administrative Code (WAC 246-809-135) and RCW 70.02.160, client records are retained for a minimum of:

• Adult clients: Seven (7) years from the date of last service
• Minor clients: Three (3) years from the date the minor reaches age 18, or seven (7) years from the last service — whichever is later

Requesting Records

You may request a copy of your records at any time by submitting a written request and signed Release of Information. We will respond within 15 business days. A reasonable copying fee may apply. Records will be provided in the format you request if readily producible.

Transfer of Records

We will transfer records to another provider with your written authorization. We retain the right to provide a treatment summary in lieu of a full record transfer when clinically appropriate.

Psychotherapy Notes

Psychotherapy notes are maintained separately from your general health record and receive heightened protection under HIPAA. They may not be released without your specific written authorization, except in very limited circumstances defined by law.

Session Fees

Payment

Payment is due at the time of service. We accept the following forms of payment:

• Major credit/debit cards (Visa, Mastercard, American Express, Discover)
• Health Savings Account (HSA) and Flexible Spending Account (FSA) cards

Insurance

Whimsical Therapy PLLC accepts the following insurance plans:

• Aetna
• Anthem
• Blue Cross
• Blue Shield
• BlueCross and BlueShield
• Cigna and Evernorth
• First Choice Health | FCH
• Kaiser (Out-of-Network)
• LifeWise
• Molina Healthcare
• Premera Blue Cross
• Wellpoint | Amerigroup

If we are out-of-network with your plan, we can provide a monthly Superbill (itemized receipt) that you may submit to your insurance for potential reimbursement. We strongly encourage you to contact your insurance provider to understand your out-of-network mental health benefits before beginning services.

Good Faith Estimate

Sliding Scale Fees

We are committed to making mental health care accessible. A limited number of sliding scale fee slots are available for clients experiencing financial hardship. Sliding scale fees are determined collaboratively and based on income and financial circumstances. Please speak with your therapist to inquire about availability.

Your appointment time is reserved exclusively for you. We ask that you provide adequate notice if you need to cancel or reschedule, so that your time may be offered to another client in need.

Cancellation Notice Required

• 24-hour notice: Cancellations with at least 24 hours' notice will not be charged a cancellation fee.
• Late cancellation (less than 24 hours): A fee of $185 will be charged for cancellations made with less than 24 hours' notice.
• No-show (missed appointment): A fee of $185 will be charged for appointments missed without notice. Arriving more than 15 minutes late will be considered as a missed appointment.

Repeated Cancellations

Consistent attendance is important for therapeutic progress. Three or more late cancellations or no-shows within a 90-day period may result in a discussion about the therapeutic relationship and, if necessary, referral to another provider.

Therapist Cancellations

In the event your therapist must cancel or reschedule an appointment, you will be notified as soon as possible and offered the earliest available alternative time. Therapist-initiated cancellations are never charged to clients.