Privacy Policy – HealingRoots Psychiatry

At HealingRoots Psychiatry, your privacy matters. We are committed to creating a space that feels safe, respectful, and trustworthy—starting with how your information is handled.

Information We Collect

When you reach out through our website, we may collect:

  • Your name, email address, and phone number

  • Insurance or scheduling details

  • Information you choose to share in contact forms

How Your Information Is Used

We use your information to:

  • Respond to your inquiry and help you get scheduled

  • Communicate about services and next steps

  • Support care, coordination, and administrative needs

Your Privacy & Health Information

We take your privacy seriously. Any protected health information (PHI) is stored in secure, HIPAA-compliant systems used for clinical care.
Please note: information submitted through website forms is not guaranteed to be secure, so we recommend keeping details general until you are established as a patient.

Tools That Support Your Care

We partner with trusted platforms (such as scheduling and electronic health record systems) to provide care efficiently and securely. These systems follow their own privacy and security standards.

Website Data

This site may use cookies or similar tools to improve your experience and understand how visitors use the site.

Your Rights

You have the right to request access to or updates to your personal information at any time.

Questions

If you have questions about your privacy, please reach out to HealingRoots Psychiatry.

  • Notice of Privacy Practices

    Your trust matters here.

    HealingRoots Psychiatry follows the standards set by HIPAA to protect your protected health information (PHI). Your information is used only as needed to support your care, coordinate services, and manage operations.

    We use secure, HIPAA-compliant systems to store and manage your records.

    A full Notice of Privacy Practices will be provided during your intake process and is always available upon request.

  • By using this website, you agree to the following:

    For Information Only

    This website is designed to provide general information and help you learn more about services. It is not a substitute for medical or psychiatric advice.

    When Care Begins

    Reaching out through this site does not create a provider-patient relationship. Care begins only after your intake appointment and completion of required documentation.

    Telehealth Care

    Services are provided through telehealth. You must be physically located in a state where the provider is licensed at the time of your session.

    Boundaries & Responsibility

    We aim to provide clear, accurate information, but we cannot guarantee outcomes or be responsible for how information on this site is used outside of care.

    Content Use

    All content on this site reflects the work and voice of HealingRoots Psychiatry and may not be copied or reused without permission.

  • Reaching out is an important first step—and we want you to feel supported in doing that.

    How We Communicate

    By submitting your information, you agree to be contacted by HealingRoots Psychiatry via phone, email, or text.

    A Note on Privacy

    While we do our best to protect your information, email and text are not always secure. We recommend avoiding sensitive or urgent details in initial messages.

    Response Time

    We aim to respond within 1–2 business days. Thoughtful, timely communication is important to us.

    If You Need Immediate Support

    This practice does not provide emergency services.
    If you are in crisis or need immediate help, please call 911 or go to your nearest emergency room.

  • We value your time and are committed to providing consistent, attentive care. To support this, we ask that the following policies are respected.

    Scheduling & Required Forms

    Intake forms are sent after booking and must be completed at least 48 hours prior to your appointment to avoid rescheduling.

    • Please upload any relevant records through the patient portal before your visit

    • Mentorship appointments require completion of a required form at least 48 hours prior to the appointment

    Incomplete forms may result in your appointment being rescheduled.

    Appointment Format

    All appointments are conducted via telehealth unless otherwise specified.

    Please plan to attend your session on time and in a private, distraction-free space.

    Late Arrival Policy

    We understand that delays can happen.

    • A 15-minute grace period applies to intake appointments and 30-minute mentorship sessions

    • A 10-minute grace period applies to 20-minute follow-up visits

    • Appointments are not held beyond the scheduled time

    Arrival beyond the applicable grace period will result in the appointment being canceled and marked as a no-show.

    Cancellation & Rescheduling

    Appointments must be canceled or rescheduled at least 48 hours in advance.

    • This allows us to offer the time to another patient who may be waiting for care

    • Late cancellations (less than 48 hours) will incur a fee

    Fees

    Late cancellations and no-shows will incur the following fees:

    • Self-pay patients: Full appointment fee

    • Insurance patients: $100 late cancellation/no-show fee

    • These fees are not covered by insurance and are the patient’s responsibility

    • Fees are nonrefundable

    • All fees must be paid prior to scheduling future appointments or receiving services

    No-Show Policy

    A no-show is defined as:

    • Missing a scheduled appointment without notice

    • Not joining your telehealth session

    • Arriving after the designated grace period

    No-show appointments will be charged accordingly and may impact your ability to continue scheduling future appointments.

    Consistency of Care

    Consistent attendance is an important part of progress.

    Repeated missed appointments or late cancellations may result in a reassessment of scheduling availability or continuation of care.

    Emergencies & Exceptions

    We understand that emergencies happen. Fees may be waived in cases of true emergencies at the provider’s discretion.

    Acknowledgment

    By scheduling an appointment, you acknowledge and agree to these policies.

  • Where Services Are Provided

    Care is available only to individuals located in states where the provider is licensed at the time of the appointment.

    Insurance

    Insurance coverage varies by plan and is not guaranteed. We will help guide you, but final responsibility for coverage remains with the patient.

    Treatment Approach

    Care is personalized and collaborative. Treatment decisions, including medication, are based on clinical judgment and individual needs. Specific outcomes or prescriptions cannot be guaranteed.