Notice of Privacy Complaint Process (Texas Health & Safety Code §181.105)
Evolution Counseling Services is committed to protecting the privacy and security of your protected health information in accordance with applicable federal and Texas law.
If you believe your protected health information has been used or disclosed in violation of privacy laws, you have the right to file a complaint.
Complaints may be submitted to:
Evolution Counseling Services
Privacy Officer
Email: info@evolcounsel.com
Phone: 713-819-2660
You may also file a complaint with the Texas Attorney General’s Office:
Office of the Attorney General of Texas
Consumer Protection Division
P.O. Box 12548
Austin, TX 78711-2548
Phone: (800) 621-0508
Website: https://www.texasattorneygeneral.gov
All complaints must be submitted in writing. Evolution Counseling Services will not retaliate against any individual for filing a complaint.
We take your privacy seriously and will investigate all complaints promptly and thoroughly.
Practice Policies
EVOLUTION COUNSELING SERVICES
Practice Policies
Please read the following policies carefully. These policies are designed to ensure that services run smoothly and that all clients understand the expectations of the practice.
Appointments and Cancellations
Clients are required to cancel or reschedule appointments at least 24 hours in advance. If a session is cancelled with less than 24 hours’ notice, or if you miss your appointment, you will be charged a $75 late cancellation/no-show fee.
Your appointment time is reserved exclusively for you. When cancellations occur without adequate notice, that time cannot be offered to another client.
If you arrive late to your session, the session will still end at the originally scheduled time. A 15-minute grace period is allowed to provide time to log into your appointment. If you have not joined the session within 15 minutes of the scheduled start time, the appointment will be considered a missed session.
Automated reminders are typically sent 48 hours and 15 minutes prior to your scheduled appointment via text or email. While we make every effort to ensure reminders are sent, system errors may occur. Clients remain responsible for keeping track of their scheduled appointments.
Payment Policy
Payment for services, including copayments, coinsurance, or self-pay fees, is due at the time of service. A valid credit card must be kept on file for all clients. Any outstanding balances may be charged to the card on file.
Insurance Coverage
While our administrative team may assist with verifying insurance benefits, clients are ultimately responsible for understanding their insurance coverage, including copayments, deductibles, and coinsurance.
If a claim is denied or returned unpaid by your insurance provider due to issues such as non-coverage or an unmet deductible, the client is responsible for the full balance. Any unpaid charges may be charged to the credit card on file.
Employee Assistance Program (EAP) Coverage
Employee Assistance Program (EAP) benefits can be a helpful way to begin therapy services. However, EAP plans typically provide a limited number of sessions that may not be sufficient to fully address ongoing concerns.
Clients are encouraged to understand their regular insurance benefits in order to continue therapy once EAP sessions have been exhausted. EAP benefits are generally accepted once per year per client, depending on the specific EAP plan.
Telephone Accessibility
If you need to contact the practice between sessions, please leave a voicemail or send a message through the client portal. Clinicians are often in session and may not be immediately available; however, someone from the practice will typically respond within 24 business hours.
Please note that electronic communication should not be used for emergencies.
Social Media and Electronic Communication
To protect client confidentiality and maintain appropriate professional boundaries, clinicians at Evolution Counseling Services do not accept friend or contact requests from current or former clients on social networking sites such as Facebook, Instagram, LinkedIn, or similar platforms.
Engaging in social media connections with clients could compromise confidentiality and blur the boundaries of the therapeutic relationship. If you have questions about this policy, please discuss them with your clinician during your session.
Minors
If the client is a minor, parents or legal guardians may have legal rights to certain information about treatment. Our clinicians will discuss with both the minor and the parent/guardian what information may be shared and what information may remain confidential in order to support the therapeutic process.
Telehealth Sessions
For telehealth sessions, clients must be stationary and located in a private, safe environment. Clients should not attend sessions while driving or operating a vehicle, as this creates safety concerns and may disrupt the quality of the connection.
Termination of Services
Ending therapy is an important part of the therapeutic process and should ideally include a planned termination discussion to allow for appropriate closure.
The practice may recommend terminating services if:
Therapy is no longer clinically appropriate
Treatment goals have been met
Payment obligations remain unpaid
The client repeatedly misses scheduled appointments
If a client misses, cancels, or reschedules three consecutive appointments, services may be discontinued.
Additionally, if a client does not schedule an appointment for three consecutive weeks, and no prior arrangements have been made, the professional relationship may be considered discontinued for legal and ethical reasons.
If services are terminated or a client requests a different provider, the practice can provide referrals to other qualified mental health professionals.