Practice Policies

Contract Agreement – Therapeutic Context

 

Online Counselling Agreement 

 

My name is Jimi Dimitrios Katsis

I am an Accredited Counsellor with the British Association for Counselling and Psychotherapy (BACP). I conduct my counselling practice within the BACP ‘Ethical Framework for Counsellors’, and also the BACP Guidelines for Online Counselling and Psychotherapy. Information relating to both of these documents can be found at www.bacp.co.uk .

If at any point within your counselling you felt that I am in breach of these codes of ethics, I would hope that you feel comfortable to discuss this with me and that we could find a resolution to the situation. If we were unable to do so, I will provide you with contact details where you could express your concerns directly to the BACP.

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 I work in private practice offering online counselling. I have worked with clients across all age ranges, from age 7, up to and beyond retirement. I have the fullest commitment to offering a service which is welcoming to all backgrounds in a supportive and non-discriminatory manner.

What is online counselling?

 

Online counselling provides an opportunity to explore a personal difficulty in a confidential and supportive environment. This may include expressing feelings that are painful, and which many of us experience at certain times in our lives. When this happens it can be difficult to stay positive and cope with everyday life. Online Counselling can provide you with the opportunity to access counselling support at a time and in a place which is convenient to you and be supported in trying to find a positive way forward with personal issues or concerns. 

 

What sort of issues can I contact you about?

 

Online counselling may be able to help with a wide range of issues, including abuse, anxiety, stress, depression, eating difficulties, loneliness, relationship problems, bereavement, depression, self-esteem, sexual orientation, sexual abuse, discrimination, and many more.  

 

Not all types of issues can be resolved through online counselling and I will advise you if I consider that face-to-face counselling or some other form of support might be more appropriate to your personal needs and presenting issues. Where I consider that online counselling would not be the most suitable means of support, I will make every effort to assist you in a referral to a suitable alternative source of support. 

 

I am not able to provide online counselling to any person who is under the age of 18. If this applies to I can help with information on referral to other agencies providing face-to-face counselling services or online work which is specifically directed to a younger age group. 

 

What does the online counselling service offer?

 

We will agree an ‘appointment time’. This is the time when you will receive my email reply, or the time agreed to meet using secure synchronous chat. This could be weekly, or more frequently if you request this.  As I will need some time to read your previous email and consider a response, I will need you to send in your email at least 24 hours before I send you my reply. If you decide that you would prefer synchronous exchanges in ‘real time’, then we will agree an appointment time which is mutually convenient.

 

What happens if I have to cancel the appointment, or I have computer/connection problems which prevent me keeping the appointment?

 

If you have made payment for a session but are unable to meet at the appointed time due to unexpected or other personal commitments, I will retain the fee for the session and allow a reschedule without further cost. Where either party experiences a technological breakdown which prevents us meeting online or exchanging emails, we would discuss how to re-arrange the scheduled appointment. If this is not possible, you will receive a refund for the appointment. 

 

About the way I work

 

I will provide, to the best of my ability, online counselling opportunities that endeavour to create a supportive, non-judgmental environment in which you will be given time and space to understand and gain insight into your situation. This process can foster growth and lead to positive change in your life. There may be occasions where I ask questions about what you have written to me. This may be to seek a clearer view of your difficulty or to clarify a misunderstanding in our communication. You are free to ignore my questions and responses, or alternatively spend time between email exchanges reflecting on them. 

There may also be occasions where I may misunderstand something which you have tried to convey to me during synchronous meetings. I might therefore ask if you could clarify this for me. I hope you will feel comfortable in being able to do the same if you have misunderstood anything which I have said or that you feel I have implied.

Online counselling is different to face-to-face work, as misunderstandings may occur due to a lack of facial expressions and tone of voice. We should agree to think the best of each other and then try to express how we are feeling.

 

 

Confidentiality and Security

The content of your emails will not be communicated with a third party except for the purposes of supervision of my work. In this instance your identity will not be revealed. I do not hold or retain written records of sessions. I sometimes make notes during a session and these are “shredded” after the session ends. The only information that is held are your feedback emails and forms and your submitted details and the start of our relationship. No electronic records (apart from your name and an email address) will be stored after the ending of counselling. 

I am legally bound to make disclosure to the police authorities if a client reveals that they are at serious risk of causing harm to others. In addition, if at any point during the counselling you were in need of emergency support, I may ask for your consent to contact your GP. 

All personal information disclosed will be kept confidential and not used for any purposes other than a counselling record. All client material is treated in complete confidence and is removed from my computer at the end of our work together.  

 

Maintaining the privacy of your online exchanges with a counsellor

 

Please ensure that you secure your computer and emails against unauthorised viewing by third parties. This may include adopting the use of password protection for all personal email accounts and documents etc. It is recommended that you do not engage in online counselling using a public computer where the content of exchanges could be viewed by others in the close proximity.

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Guidelines for emergency contact

 

Online counselling cannot provide an emergency service for clients.

 

In the event of an emergency arising whilst you are engaged in online work, I will discuss with you the appropriate support that you could access during this period.

 

If you found yourself in a major crisis and were considering serious self harm it would be vital to get immediate help. This could include contacting your GP, or your nearest accident and emergency service (A & E). You could also call the Samaritans on 0345909090 This agreement shall be construed and governed in all respects in accordance with the laws of England and Wales and any dispute or differences in relation to this agreement shall be subject to the exclusive jurisdiction of the English Courts.

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What is my therapeutic Pathway

 

Embarking on this journey with me. It's a big step, and I'm here to navigate it alongside you. Think of this as a shared exploration—a way to discover more about yourself, your thoughts, your emotions, and how you connect with the world and people around you. Together, we’ll find the right tools and approaches that resonate with you.

 

Starting Out: Understanding Yourself and the Therapy Landscape

 

We'll begin by setting the scene—getting a grasp on what therapy can offer and why knowing a bit about psychological principles can be incredibly empowering. It's akin to having a map in hand before we start exploring.

 

Simultaneously, we'll dive into your personal story. This part is all about you—your experiences, your relationships, and the events that have shaped you. This isn't just about looking back; it’s about understanding how your past influences your present and how we can work with that insight.

 

Choosing Our Tools: A Tailored Approach

 

As we move forward, we'll select from a wide array of therapeutic approaches, tailoring our journey to suit your needs. Whether it's Dialectical Behaviour Therapy (DBT) to help manage emotions, Cognitive Behavioural Therapy (CBT) to tackle challenging thought patterns, narrative therapy to reshape your personal story, family therapy to understand relational dynamics, or somatic therapy to connect with your body's wisdom, we'll use whatever fits your needs at the moment. The key is flexibility and adaptation to your evolving needs.

 

What to Expect

 

Our sessions are designed to be a space where you can be open and honest—a place for true self-expression without judgment.

 

Partnership; This journey is collaborative. Your insights, experiences, and feedback are crucial in guiding our way forward.

 

Growth through challenges: Yes, there will be challenges, but they're opportunities for growth. We'll tackle them together, learning and building resilience along the way.

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Informed Consent for Psychotherapy

The therapeutic relationship is unique in that it is a highly personal and at the same time, a contractual agreement. Given this, it is important for us to reach a clear understanding about how our relationship will work, and what each of us can expect. This consent will provide a clear framework for our work together. Feel free to discuss any of this with me. Please read and indicate that you have reviewed this information and agree to it by filling in the checkbox at the end of these documents.

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The Therapeutic Process You have taken a very positive step by deciding to seek therapy. The outcome of your treatment depends largely on your willingness to engage in this process, which may, at times, result in considerable discomfort. Remembering unpleasant events and becoming aware of feelings attached to those events can bring on strong feelings of anger, depression, anxiety, etc. There are no miracle cures. I cannot promise that your behaviour or circumstance will change. I can promise to support you and do my very best to understand you and repeating patterns, as well as to help you clarify what it is that you want for yourself.

 

Confidentiality; The session content and all relevant materials to the client’s treatment will be held confidential unless the client requests in writing to have all or portions of such content released to a specifically named person/persons. Limitations of such client held privilege of confidentiality exist and are itemised below:

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1. If a client threatens or attempts to commit suicide or otherwise conducts themselves in a manner in which there is a substantial risk of incurring serious bodily harm.

2. If a client threatens grave bodily harm or death to another person.

3. If the therapist has a reasonable suspicion that a client or other named victim is the perpetrator, observer of, or actual victim of physical, emotional or sexual abuse of children under the age of 18 years.

4. Suspicions as stated above in the case of an elderly person who may be subjected to these abuses.

5. Suspected neglect of the parties named in items #3 and # 4.

6. If a client is in therapy or being treated by order of a court of law, or if information is obtained for the purpose of rendering an expert’s report to a solicitor.

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Occasionally I may need to consult with other professionals in their areas of expertise in order to provide the best treatment for you. Information about you may be shared in this context without using your name.

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If we see each other accidentally outside of the therapy office, I will not acknowledge you first. Your right to privacy and confidentiality is of the utmost importance to me, and I do not wish to jeopardise your privacy. However, if you acknowledge me first, I will be more than happy to speak briefly with you, but feel it appropriate not to engage in any lengthy discussions in public or outside of the therapy office.

MS CONTAINED IN THIS DOCUMENT.

PRACTICE POLICIES

APPOINTMENTS AND CANCELLATIONS

Please remember to cancel or reschedule 24 hours in advance. You may be responsible for the entire fee if cancellation is less than 24 hours.

The standard meeting time for psychotherapy is 50 minutes. It is up to you, however, to determine the length of time of your sessions. Requests to change the 50-minute session needs to be discussed with the therapist in order for time to be scheduled in advance.

Cancellations and re-scheduled session are normally subject to a full charge if NOT RECEIVED AT LEAST 24 HOURS IN ADVANCE. This is necessary because a time commitment is made to you and is held exclusively for you. If you are more than 5 minutes late for a session, i may request that you reschedule at no cost to you. 

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It is expected that clients attend a session 5 minutes before the session is due to begin. If a client is late more than 5 minutes after the session was due to start its possible that the session will be canceled and will need to be rescheduled unless an email stating that a late attendance is received.

 

TELEPHONE ACCESSIBILITY If you need to contact me between sessions, please leave a message on my answered service (number on main website)  I am often not immediately available; however, I will attempt to return your call within 24 hours. My answered service operates 24 hours a day 7 days a week. When you leave a message i am instantly contacted on my electronic devices, the same is true when an email is sent to any of my email addresses. 

 

SOCIAL MEDIA AND TELECOMMUNICATION

Due to the importance of your confidentiality and the importance of minimising dual relationships, I do not accept friend or contact requests from current or former clients on any social networking site (Facebook, LinkedIn, etc). I believe that adding clients as friends or contacts on these sites can compromise your confidentiality and our respective privacy. It may also blur the boundaries of our therapeutic relationship. If you have questions about this, please bring them up when we meet and we can talk more about it.

 

ELECTRONIC COMMUNICATION

I cannot ensure the confidentiality of any form of communication through electronic media, including text messages. If you prefer to communicate via email or text messaging for issues regarding scheduling or cancellations, I will do so. While I may try to return messages in a timely manner, I cannot guarantee immediate response and request that you do not use these methods of communication to request assistance for emergencies.

 

TERMINATION Ending relationships can be difficult. Therefore, it is important to have a termination process in order to achieve some closure. The appropriate length of the termination depends on the length and intensity of the treatment. I may terminate treatment after appropriate discussion with you and a termination process if I determine that the psychotherapy is not being effectively used. I will not terminate the therapeutic relationship without first discussing and exploring the reasons and purpose of terminating. If therapy is terminated for any reason or you request another therapist, I will provide you with a list of qualified psychotherapists to treat you. You may also choose someone on your own or from another referral source.

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NOTICE OF PRIVACY PRACTICES

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

 

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 do not hold or create records of my interactions or conversations with you. During a session I may make notes as elements of our session are shared, but these are shredded immediately after our session. Emails and feedback forms as well as the initial information provided by you i.e name, address, contact details are stored and held securely.

 

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:

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• 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.

 

 

 

CERTAIN USES AND DISCLOSURES REQUIRE YOUR AUTHORISATION:

 

Psychotherapy Notes. I do not keep or hold “psychotherapy notes” of any kind. 

 

CERTAIN USES AND DISCLOSURES DO NOT REQUIRE YOUR AUTHORISATION. Subject to certain limitations in the law, I can use and disclose the information I have, including (if required) legal statements about your treatment and my therapeutic opinion,  without your Authorisation for the following reasons:

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1. When disclosure is required by 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 Authorisation 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 are performing duties authorised 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. Specialised government functions, including, ensuring the proper execution of military missions; 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 Authorisation from you,

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

.YOU HAVE THE FOLLOWING RIGHTS WITH RESPECT TO YOUR INFORMATION:

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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 Authorisation. 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 get a paper copy of this Notice, and you have the right to get a copy of this notice by e-mail. And, even if you have agreed to receive this Notice via e-mail, you also have the right to request a paper copy of it.

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