⚠️ This is template content and must be reviewed and finalized by the practice's California-licensed attorney and compliance officer before publication. The document signed at intake is the binding version and supersedes anything published here.
1. Scheduling and Confirmation
Sessions are scheduled in advance with your clinician and confirmed by our care coordinator. Standard outpatient sessions are 50 minutes; intake assessments and select intensive sessions may run longer. You will receive automated appointment reminders by email or text in advance of each session, consistent with the contact preferences you set at intake.
2. Cancellations and No-Shows
Because session time is reserved specifically for you, we ask for at least twenty-four (24) hours' notice for cancellations and reschedules.
- Sessions cancelled with at least 24 hours' notice are not billed a cancellation fee.
- Sessions cancelled with less than 24 hours' notice may be billed at the full self-pay session rate.
- Sessions you do not attend without prior notice ("no-shows") may be billed at the full self-pay session rate.
- Insurance carriers do not reimburse late-cancellation or no-show fees; those fees are the client's responsibility.
- Genuine emergencies, illness, and family crises will be reviewed in good faith and the fee may be waived at clinical discretion.
3. Lateness
If you arrive late to a scheduled session, your clinician will, where possible, see you for the time remaining in the session. The session will still end at its scheduled stop time so that the next client is not delayed. Sessions are billed at the full session rate even when shortened by lateness.
4. Communication Between Sessions
Routine clinical and scheduling questions are best directed to our care coordinator at 626-354-6440 or office@pasadenaclinicalgroup.com during business hours.
- We aim to respond to non-urgent communication within one (1) business day.
- Email and text messaging are not fully secure communication channels and should not be used to share sensitive clinical content. Approved communication channels will be set up at intake.
- Substantive clinical work happens in scheduled sessions, not via email or text.
- We do not provide between-session crisis or therapy support by text. If you are in crisis, please call or text 988 or call 911.
5. After-Hours and Emergencies
Pasadena Clinical Group is an outpatient practice and does not provide 24/7 emergency or crisis services. After-hours messages are reviewed during the next business day. If you are in crisis or at imminent risk:
- Call or text 988 (Suicide & Crisis Lifeline);
- Call 911;
- Or go to the nearest emergency room.
You may also contact the Los Angeles County Department of Mental Health 24/7 Help Line at (800) 854-7771.
6. Court Appearances, Subpoenas, and Forensic Work
Pasadena Clinical Group is a treatment practice; we do not perform forensic evaluations and do not serve as expert witnesses on behalf of clients. If you require a forensic evaluator, we will be glad to provide referrals.
If your records or testimony are sought through subpoena, court order, or any other legal process, the following fees apply (subject to specific written agreement):
- Records review and document preparation in response to a subpoena: hourly rate.
- Attorney correspondence, depositions, and court appearances: hourly rate, with a minimum-block charge that includes travel and waiting time.
- You agree to pay these fees regardless of which party in the matter requests our involvement.
7. Insurance and Payment
Co-payments, co-insurance, and deductible amounts are due at the time of service. We retain a credit card on file for billing convenience, with your authorization. If your insurance is denied or non-payable, the balance becomes the client's responsibility per the rates discussed at intake. Out-of-network superbills are available upon request.
Under the federal No Surprises Act, you may be entitled to a Good Faith Estimate; please see our No Surprises Act / Good Faith Estimate notice.
8. Termination of Services
You may end services at any time. We strongly encourage at least one termination session to discuss progress, transition, and any aftercare or referral recommendations.
We may end services where: (a) treatment goals have been substantially met; (b) clinical needs are outside our scope; (c) attendance has lapsed without contact for an extended period; (d) fees are unpaid per the agreed schedule; (e) practice policies are violated, or threats or harassment occur; or (f) circumstances make continued treatment unsafe or contraindicated. Where appropriate, we provide referrals.
9. Social Media and Dual Relationships
To protect the boundaries of the therapy relationship and the privacy of all clients, our clinicians:
- Do not accept "friend," "follow," or similar requests from current or former clients on personal social-media accounts;
- Do not engage with clients via direct messages on social media platforms;
- Do not solicit, respond to, or acknowledge online reviews in a way that confirms a treatment relationship;
- Avoid dual relationships (such as personal friendships or business arrangements) with current clients, consistent with the ethics codes of the California Board of Psychology and the Board of Behavioral Sciences.
If a clinician encounters a current or former client in public, the clinician will follow the client's lead in deciding whether to acknowledge the encounter, in order to protect confidentiality.
10. Recording and Photography
Audio or video recording of sessions, in person or via telehealth, is prohibited without specific written authorization from your clinician. Photography in the waiting area or other shared office space is not permitted, in order to protect the privacy of other clients.
11. Office Conduct
We expect all clients, family members, and visitors to treat staff, clinicians, and other clients with courtesy and respect. Threats, harassment, intoxicated behavior, weapons on premises, or interference with the safe operation of the practice may result in termination of services and, where appropriate, referral to law enforcement.
12. Children, Pets, and Visitors
Because Pasadena Clinical Group serves adults, we ask that children not accompany you to sessions unless previously arranged with your clinician. Service animals as defined under the Americans with Disabilities Act are welcome at all times. Pets that are not service animals are not permitted in clinical space, in order to protect clients with allergies and the integrity of clinical sessions.
13. Records
You have rights regarding your clinical record under HIPAA and California law, as described in our HIPAA Notice of Privacy Practices. Most record requests are completed within fifteen (15) business days. Reasonable per-page copy fees, where allowed by law, may apply.
14. Changes to These Policies
We may update these office policies from time to time. The most current version will be posted at this URL with an updated "Last updated" date. Material changes will be reviewed with you at your next session.
15. Contact
Pasadena Clinical Group
301 N. Lake Ave, STE 600
Pasadena, CA 91101
Phone: 626-354-6440
Email: office@pasadenaclinicalgroup.com
This document is sample/template language. Final published versions should be reviewed by California-licensed counsel and the practice's compliance officer.