Practice Policies

SMR Mental Health Counseling, LLC — Practice Policies & Guidelines

Welcome to SMR Mental Health Counseling, LLC. To maintain a clear, supportive, and effective therapeutic relationship, please review our practice policies below. These guidelines apply to both in-person and telehealth services.

🗓️ 1. Appointments, Attendance, and Cancellations

  • The 24-Hour Rule: Your session time is reserved exclusively for you. If you need to cancel or reschedule, please provide at least 24 hours' advance notice.

  • Late Cancellations & No-Shows: Cancellations or modifications made with less than 24 hours' notice will incur a $100 late cancellation fee. Please note: Health insurance plans do not reimburse for missed or late-canceled sessions.

  • Late Arrivals: Standard individual sessions are 53 minutes in length. If you arrive late to your appointment (in-person or telehealth), your session will still end at the scheduled time to ensure subsequent appointments begin on time.

  • Attendance Policy: Consistent attendance is crucial for therapeutic progress. Accumulating more than three (3) late cancellations or no-shows without proper notice may result in safe termination of services with appropriate local referrals.

  • Therapist Absences: Your clinician may periodically take time off for professional training, vacations, or unforeseen illness. We will make every effort to notify you well in advance.

🏢 2. In-Person Office Policies

  • Arrival & Waiting Area: Please arrive no more than 5–10 minutes prior to your scheduled time. When you arrive at the Kendall office suite, please take a seat in the waiting area, and your therapist will come out to greet you at your scheduled time.

  • Illness & Health Guidelines: If you are experiencing symptoms of a contagious illness (e.g., fever, coughing, flu-like symptoms), please do not come to the office. Contact us as early as possible to convert your appointment to a telehealth session or reschedule.

  • Accompaniment & Minor Children: To protect client privacy and confidentiality in the waiting area, only scheduled clients are permitted in therapy rooms.

💻 3. Telehealth Guidelines & Requirements

  • Florida Residency Mandate: In compliance with Florida Statute § 456.47, you must be physically located within the State of Florida at the exact time of your video session.

  • Approved Environments: Sessions must take place in a quiet, indoor, fully private space (such as a private room or office with a closed door) to safeguard your HIPAA privacy and data security.

  • Prohibited Environments: For your safety and confidentiality, telehealth sessions will not be conducted while you are driving, sitting in a motor vehicle, or located in public outdoor spaces (e.g., parks, public walkways).

📝 4. Documentation, Assessments, and Scope Limitations

  • FMLA & Disability Paperwork: If you are seeking FMLA or short/long-term disability documentation, please note that assessments will only be considered after completing three (3) full therapy sessions. Completion is subject to clinical review, and many forms ultimately require physician (MD/DO) execution. A $50 administrative fee applies to review and complete disability or leave documentation.

  • Emotional Support Animals (ESA): SMR Mental Health Counseling, LLC does not perform evaluations or issue documentation for ESAs. Referrals to specialized evaluators can be provided upon request.

  • Legal & Court Proceedings: Our practice scope is strictly therapeutic. We do not perform forensic evaluations or voluntarily participate in legal, divorce, or custody proceedings. Subpoena guidelines and forensic fee schedules are outlined in your intake portal.

📱 5. Communication & Social Media Boundaries

  • Social Media: To preserve clinical boundaries and client confidentiality, your therapist does not accept friend or contact requests from current or former clients on personal or professional social platforms.

  • Electronic Communication: Email and standard text messages are not secure or HIPAA-encrypted. Please use text/email strictly for basic scheduling inquiries and refrain from sending detailed clinical information.

🚪 6. Termination of Services & Account Continuity

  • Clinical Closing: Ending therapy is an important part of the healing process. If therapy is no longer meeting your goals, we will work collaboratively to structure a healthy conclusion and provide qualified referrals.

  • Administrative Discharge (3-Week Rule): Regular communication is required to maintain active client status. If you do not schedule or attend a session for three (3) consecutive weeks without prior clinical arrangements, your file will be administratively closed for ethical reasons.

📞 Contact & Inquiries

If you have questions regarding these guidelines or are ready to schedule your appointment, please contact our office directly:

  • Office Phone: 754-222-2914