Electronic Communication Guidelines

The use of various types of electronic communications is increasingly common and many individuals prefer electronic methods of communication over other forms of communication, both in their personal and professional lives. However, many of these common modes of communication put your privacy at risk and the law and standards of the counselling profession require the protection of your privacy. Kansas Counseling Center communications policy (ECP) has been prepared to assure the security and confidentiality of your treatment, and to assure that it is consistent with professional ethics and the law.

This document is intended to clarify our use of electronic communication during your therapy. Reviewing these policies (ECP and SMP) will help you navigate online communication with your mental health professional. It will also help you understand how you can expect them to respond to various interactions that may occur online. Providing you with this information helps you understand the benefits and limitations of electronic communication and helps ensure that you can give informed consent to such communication.

As new technology develops there may be a need to update this policy. Clients will be notified in writing of any policy changes, and a copy of the updated electronic communications policy will be provided upon request. The most current version of this policy will be found online. It is important that as we communicate, we also protect the confidentiality that is vital to therapy.

Non-Secure Electronic Communication Overview

Email, text and other forms of electronic messages provide convenient methods of communication. Please be advised that these methods, in their typical form, are not confidential means of communication. Therefore, Kansas Counseling Center prefers to use email communication and text messaging only with your permission, and only for administrative purposes unless we have made another arrangement. If you use these methods to communicate with your counsellor or with the practice, there is a reasonable chance that a third party may be able to gain access to those messages. The types of parties that may intercept these messages include, but are not limited to:

Those who have access to your phone, computer, or other devices that you use to read and write messages
Your employer, if you use your work email to communicate with us
Internet server administrators and others who monitor Internet traffic

If there are people in your life that you do not want accessing these communications, please talk with your counsellor about ways to keep your communications safe and confidential. Let your counsellor know if you have any questions, comments, or concerns about this.

Email (for administrative purposes)

Email is not a confidential form of communication. Therefore, Kansas Counseling Center chooses not conduct counseling by email, except for administrative purposes, such as arranging or changing appointments and for forwarding links to articles, meditations, books and other resources to enhance your therapy.

Due to HIPAA Regulations regarding email: Therapy questions sent over email will not be responded to via email, but addressed at your next session to maintain confidentiality and compliance with HIPAA.

There is still a possibility that your privacy may be compromised when appointment times and resources are sent electronically. Please read below for more information:

1. No form of encryption is used by the practice for outgoing emails.

2. KCC sends appointment reminders via email. If you do not wish to receive reminders via email, please inform us of that preference.

3. Emails will generally be responded to within two business days (unless your counsellor is unavailable for some reason).

4. Please identify the purpose of emails, and their urgency, in the subject line (for example: “Question- Non-urgent”, or “Cancellation, request to Rebook- Urgent”)

5. Email messages become part of your counselling records and may be shared along with your record should the documents be subpoenaed by the courts or other governing agencies.

6. You may revoke your consent for email communication at any time. You may discuss any questions or concerns with your counsellor further in your next session.

Between Session Contact

Between session contact with your counsellor is normally limited to short messages regarding scheduling sessions. Longer contact is possible, by arrangement, and the charge will be prorated per your session fees. Phone calls lasting longer than 5 minutes or emails (or multiple emails) requiring more than 5 minutes to read will be considered as additional counseling services and billed accordingly.

Collection And Storage Of Personal Information

Storage and collection of client information is in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and in accordance with professional guidelines.

Emergencies

Kansas Counseling Center is not an emergency service. Please do not contact KCC as an emergency resource. If you are in crisis or require emergency mental health assistance please call 911, go to the emergency department of your nearest hospital, or contact a crisis line in your area.