Policies
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Data Privacy
Your private information is stored with security and privacy best practices in mind.
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Credentials & License
Care is provided by licensed, credentialed professionals committed to ethical standards.
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Services & Payment
Services, payments, and appointments are managed with transparency and ease.
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Professional Boundaries
We maintain professional boundaries to ensure a safe, supportive space.
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Confidentiality & Limits
Your confidentiality is protected, with clear explanations of any limits.
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Research & Publications
Testing and assessment information is kept private and secure.
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HIPAA Notice of Privacy
Your health information is protected under strict HIPAA guidelines.
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Mindful Coaching
Coaching is a separate, non-clinical service focused on mindfulness, growth, resilience, and wellbeing.
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Courses & Workshops
Courses and workshops offer educational, experiential support for growth, resilience, leadership, and wellbeing.
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Yoga Participation
Yoga participation is voluntary — please check with your doctor if you have any health concerns.
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Digital Products
DesDigital products offer self-guided educational support for growth, resilience, and wellbeing.cription goes here
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External Resources
Links to federal and state guidelines are provided for your easy access and up-to-date information.
Data Privacy
Key Points:
Data is kept secure according to standards as outlined by Federal, State, and Local laws.
Your private health information is maintained only for billing and clinical documentation purposes.
Software programs used for business and clinical management are selected ensuring that they maintain compliance with data privacy and security guidelines.
Your private information is stored with security and privacy best practices in mind.
Data storage and retention processes
Data will be stored using a cloud-based, HIPAA compliant software program.
All data storage procedures and timelines will adhere to legal and professional standards for record keeping. Requirements for Ohio counselors regarding record keeping are linked here.
In the event that Flex Counseling & Wellness is unable to continue service provisions, records will be transferred to an alternate clinical practice.
All data will be maintained in a confidential manner, pursuant to all applicable Federal, State and Local laws.
Policy for the secure storage, recovery, and destruction of data
Client case notes and personal information will be housed on a secure, cloud-based, software system, currently Simple Practice. Client notes may be shared with a third party for claims and billing purposes.
The software vendor has service level, privacy and data retention processes.
Artificial intelligence may be used to transcribe sessions, using a HIPAA compliant and secure software program. Artificial intelligence vendors include Blueprint AI, Zoom Inc., and Simple Practice and software vendors meet criteria for HIPAA compliance regarding data collection, storage, and deletion. Transcripts will be used for documentation purposes, and transcripts shall be destroyed after documentation is created, which is typically within 14 days or less of a session.
Data Breach Procedures
In the event that there is a data breach, the notification procedures as outlined by the process below. Processes are subject to change pursuant to local, state and federal laws.
Notification: Breaches Affecting Fewer than 500 Individuals
If a breach of unsecured protected health information affects fewer than 500 individuals, a covered entity must notify the Secretary of the breach within 60 days of the end of the calendar year in which the breach was discovered. (A covered entity is not required to wait until the end of the calendar year to report breaches affecting fewer than 500 individuals; a covered entity may report such breaches at the time they are discovered.)
The covered entity may report all of its breaches affecting fewer than 500 individuals on one date, but the covered entity must complete a separate notice for each breach incident. The covered entity must submit the notice electronically by clicking on the link below and completing all of the fields of the breach notification form.
Submit a Notice for a Breach Affecting Fewer than 500 Individuals
If you have any questions, you may call HHS OCR toll-free at: 1-800-368-1019, TDD: 1-800-537-7697 or send an email to OCRPrivacy@hhs.gov.
HIPAA Notice of Privacy
The HIPAA Notice of Privacy document contains information regarding your protected health information including uses, disclosures, releases and exceptions.
All clients will receive a copy of this information at least once per year, and will sign and acknowledge the document as a condition of receiving services. The form and signature will be distributed using the client portal.
Credentials & License
Key Points:
Primary license in Ohio through the Counselor, Social Worker, Marriage and Family Therapist Board (CSWMFT).
Telehealth license in Ohio, Florida, and more states may be coming soon.
Areas of competence include: stress, trauma, grief, anxiety, depression, substance use disorders, life transitions, workplace challenges, and more.
Care is provided by licensed, credentialed professionals committed to ethical standards.
Counselor License Credentials
Counselors in Ohio are required to practice only within subject areas for which they have appropriate training, education, experience and supervision.
The standards of practice for counselors in Ohio are linked here.
Licenses
Ohio
Ohio Licensed Professional Clinical Counselor - with Supervisory Designation
E.2404878
Florida
Out of state telehealth provider
TPMC5857
Minnesota
Counseling compact
LPC-MN-531
Education
BA Psychology, Ursuline College, Pepper Pike OH
MS Criminal Justice, Michigan State University, East Lansing, MI
MA Community Counseling, John Carroll University, University Hts., OH
Yoga instruction 200 hour teacher training, Awaken Yoga School; continuing study in meditation and yoga practices, Brahmarishi Yoga School.
Yoga Alliance E-RYT 200 YACREP
Trauma informed yoga seminars including Street Yoga and Yoga Unchained certifications. Mindful Leadership certificate from Case Western Reserve University executive education program.
Continuing education in counseling, 30 hours every renewal period covering a variety of topics related to counseling best practices, including three hours in ethical practice for every renewal period.
Areas of Competence
Education and experience in the following areas: helping clients manage transitions and life changes including building healthy relationships and family connections, job and career path goals, and personal challenges or transitions, substance use treatment support, support for survivors of violence and sexual assault, stress management, resilience skills, wellness, grief, general mental health , and trauma-informed methods and practices.
We provide services for reaching personal and wellness goals, helping to build self-awareness skills, adopt self-regulation techniques, explore patterns in relationships, and build skills for overcoming challenges that may occur during life adjustments, transitions, or everyday stress.
State of Ohio Counseling, Social Work, Marriage and Family Therapy Board Resources
Link to Ohio Client Bill of Rights
Link to Ohio Counselor, Social Worker and Marriage and Family Therapist Board Website
Link to Ohio license verification lookup website
Link to Ohio Counselor and Social Worker Code of Ethical Practice
Limits of Services and Assumption of Risks:
Counseling sessions carry both benefits and risks. Counseling sessions can reduce the amount of distress someone is feeling, improve relationships, and/or resolve other specific issues. However, these improvements and interventions suggested cannot be guaranteed for any condition due to the many variables that affect these therapy sessions.
Experiencing uncomfortable feelings, discussing unpleasant situations and/or aspects of your life are considered risks of tcounseling sessions. In the event that a client's needs do not match the services provided by Flex Counseling & Wellness, we will make every effort to provide suggested clinicians or agencies that may better suit a client's current symptoms and clinical needs.
Impaired Practice
Counselors working on behalf of Flex Counseling & Wellness do not practice while experiencing mental, emotional or other impairments that prohibit the ability to provide professional and competent services for clients. In the event that an impairment develops that has the potential to impact current or former clients, all efforts will be made to work through a referral and clinical transition plan.
In the event that the counselor or business practices of Flex Counseling & Wellness are unable to be sustained, client records will be transitioned to an alternate provider.
Ohio counselor standards for avoiding impaired practice are linked here.
Counseling Compact
The counseling compact is an interstate compact among states allowing professional counselors licensed and residing in a compact member state to practice in other compact member states.
Find out more by visiting the link to the counseling compact site
We currently offer counseling in Ohio, Florida and Minnesota.
Services & Payments
Key Points:
Services include individual counseling, mindfulness coaching, professional workshops, webinars, and speaking engagements.
We are in network with several insurance providers or take direct payment for services.
In-person and secure online options are available.
Services, payments, and appointments are managed with transparency and ease.
Services Offered
Individual counseling in-person or using a HIPPA compliant, secure telehealth software system (i.e. Zoom with a BAA for HIPAA compliance, SimplePractice or Blueprint),
Community discussion groups,
Professional consulting on stress management and wellness programs,
Educational webinars and in-person seminars on mental health, stress management, wellness, mindfulness, yoga and meditation practices.
Online educational materials,
Yoga instruction in-person, over livestream or via recordings,
Mindfulness coaching for clients outside of areas where counseling licenses are held.
Note - For individuals seeking services while located in a state where counseling services are offered, counseling policies, informed consent procedures, and applicable clinical standards will apply to those services.
Payment and Appointment Policies
Payment for self-pay clients is due in full at the time of service.
If you bill through insurance, fees may vary depending on your insurance policy coverage. If you choose to bill your insurance as an out of network provider, a detailed superbill will be provided to you.
Schedule of fees*
Individual counseling* - $75-175 per hour
Individual coaching* - $100 per hour
Individual counseling diagnostic interview* - $150-$250
Discussion groups - Drop in - $20 per group; discounts may be available
Professional education or consulting - $250 per hour
Webinars - prices range for online courses based on duration, number of participants, and complexity from $20-$2500.
Workshops - prices range based on duration, number of participants, and complexity. General rates are $20 per attendee, per hour. Discounts often available.
Public speaking engagement - custom pricing based on format and geographic location.
*Discounts may be available for services purchased as packages. When a client is using insurance, the amount paid may vary based on the client's coverage.
Payments
All payments are due at the time of service, unless an agreement is made to bill through your insurance company. All co-payments are due at time of service.
Payments accepted in the form of credit cards processed through the client portal on the secure therapy management software system.
Electronic payments are accepted based on client's preferences, such as Zelle, Venmo, Paypal or other electronic payment systems.
Requirements for Ohio counselors regarding payment for services are linked here.
Cancellation Policy
Cancellations for individual counseling or coaching sessions may be made by phone, text or online up to 48 hours prior to the appointment time.
Any cancellation within 48 hours, or appointment no show, will be subject to a $50 fee the first time and the full session charge for any subsequent instances. The counselor reserves the right to waive the fee in certain circumstances.
The late fee or no show fee will be automatically charged to your card on file, no exceptions.
Group fees and webinar fees are collected only for those groups that a person attends. There are no refunds for group or webinars, however you may receive credit for a future group or webinar.
Professional service provisions will be outlined in a service agreement before consulting or professional services are rendered.
At times, discounts, incentives and packages may be made available.
All fees are subject to change. Existing clients will receive notification 30 days in advance, if fees are adjusted. Note, insurance billed fees are subject to the insurance company’s guidelines, notification processes and other processes.
Teletherapy
The services offered by Flex Counseling and Wellness are offered via a teletherapy platform, which means that engagement between the counselor and the client is done in an online or remote manner. The counselor will evaluate whether this form of engagement is appropriate for potential clients in the initial intake assessment interview.
In the event that it is determined that the services offered by Flex Counseling and Wellness are not appropriate for a client, including teletherapy services, a referral will be made to other providers who may be better suited for the client.
Note that teletherapy requires access to functional electronic equipment such as a personal computing device, mobile device, functioning internet connection and the ability to communicate via electronic devices.
Reasonable accommodations shall be made where feasible for clients with disabilities. Verbal or written communication using an electronic device are requirements for receiving teletherapy services.
Ohio counselor standards for teletherapy and electronic services are linked here.
Florida telehealth provider link.
Service Distinctions
Counseling is a licensed clinical service and is offered only in states where the clinician is authorized to practice.
Coaching is a separate, non-clinical service focused on education, support, mindfulness, resilience, habits, and personal or professional growth. Coaching does not include diagnosis, assessment, psychotherapy, or treatment of mental health conditions.
Coaching services are not offered to current counseling clients as a separate paid service. If an individual is located in a state where counseling services are offered and is seeking clinically appropriate support within the scope of counseling, those services may be addressed through counseling rather than coaching.
If a person seeking coaching presents with needs that are clinical in nature, outside the scope of coaching, or require mental health treatment, coaching may be declined or discontinued and appropriate referrals may be provided.
Professional Boundaries
Key Points:
Boundaries are the cornerstone of an effective therapeutic relationship.
Counselors maintain appropriate professional relationships with clients, and avoid potentially harmful interactions.
We avoid situations that may compromise the professional relationship, and discuss situations that could lead to a conflict of interest.
We maintain professional boundaries to ensure a safe, supportive space.
Clear and appropriate boundaries help to build trust and support open communication, and are keys to establishing a healthy therapeutic relationship with a counselor or coach.
Counselors, social workers, or marriage and family therapists must avoid multiple relationships and conflicts of interest with any client/consumer-of-services, ex-clients, family members of clients or ex-clients, or other persons encountered in professional or non-professional setting, which are not in the best interest of the client and might impair professional judgment or which increases the risk of client/consumer-of-services exploitation.
Requirements for avoiding multiple relationships for counselors in Ohio are linked here.
Maintaining Professional Relationships
To ensure appropriate boundaries are maintained, counselors will not begin an individual support relationship with anyone with whom a multiple relationship may exist. Examples include establishing a counseling relationship with the counselor's personal friends, relatives, colleagues, or acquaintances.
This extends to establishing a counseling relationship with the counselor's colleagues, peers or other professional acquaintances.
In addition, if the counselor uncovers a previously unknown relationship exists, they shall take steps to ensure that the relationship does not have the potential to negatively impact the client. In the event that potential harm may come from the relationship, the counselor will work with the client by providing appropriate referrals.
Avoiding Sexual Relationships
Under no circumstances shall a counselor working on behalf of Flex Counseling & Wellness pursue or engage in a sexual or romantic relationship with a current or former client, or with clients' relatives or other individuals with whom clients maintain a close personal relationship.
In the event that a sexual or romantic relationship is uncovered after a professional relationship has been established, an appropriate referral and transition plan will be enacted for the client.
Requirements for avoiding sexual relationships for counselors in Ohio are linked here.
Avoiding Conflicts of Interest
To ensure clarity and protect the well-being of clients, any counselor working for Flex Counseling and Wellness shall adhere to guiding principles regarding conflicts of interest to maintain transparent and professional standards of conduct when working with clients.
Avoidance of Conflicts
Counselors will avoid engaging in personal, financial, or other relationships that could impair professional judgment or objectivity, or that might exploit or harm clients. This includes avoiding dual relationships that could lead to conflicts of interest.
Transparency and Disclosure
If a potential conflict arises, your counselor will promptly discuss it with the client, document the discussion, and seek informed consent to continue a professional relationship. This ensures that you are fully aware of any circumstances that might affect you.
Maintaining Professional Boundaries
Counselors will not accept gifts beyond a nominal value from clients, as such gifts can create or appear to create conflicts of interest. This policy helps maintain clear professional boundaries and prevents any undue influence .
Commitment to Your Best Interests
Our primary responsibility is to act in your best interests. If at any point we believe that a conflict of interest may compromise our ability to provide objective and effective services, we will take reasonable steps to address the situation, which may include referring you to another qualified professional.
Confidentiality and Limits
Key Points:
Information discussed in the course of mental health treatment is confidential with some key exceptions.
Licensed professionals have a duty to warn and protect, and must disclose credible threats of harm to others. Both authorities and the intended victim are notified should a threat be disclosed to a mental health provider.
Licensed professionals have a duty to report confirmed or suspected neglect or abuse of children or vulnerable adults.
There are NO EXCEPTIONS to this duty to report.
Your confidentiality is protected, with clear explanations of any limits.
Confidentiality
What you discuss during your counseling session is kept confidential. No contents of the counseling sessions, whether verbal or written may be shared with another party without your written consent or the written consent of your legal guardian. There are exceptions to this as outlined by local, state, and federal laws and ethical standards for licensed professionals.
Limits of Confidentiality:
The following conditions may require information about the client to be disclosed. Any information disclosure will occur pursuant to applicable local, state, and federal laws.
The mandatory reporting requirements for counselors in Ohio are linked here.
Duty to Warn and Protect
If you disclose a plan or threat to harm yourself, the therapist shall take action to secure crisis intervention services, including possible intervention by legal authorities. In addition, if you disclose a plan to threat or harm another person, the therapist is required to warn the possible victim and notify legal authorities.
Abuse of Children and Vulnerable Adults
If you disclose, or it is suspected, that there is abuse or harmful neglect of children or vulnerable adults (i.e. the elderly, disabled or legally incompetent), the therapist must report this information to the appropriate state agency and/or legal authorities.
Minors/Guardianship
Parents or legal guardians of non-emancipated minor clients have the right to access the clients’ records.
Insurance Providers
Insurance companies and other third-party payers are given information that they request regarding services to the clients.
The type of information that may be requested includes: types of service, dates/times of service, diagnosis, treatment plan, description of impairment, progress of therapy, case notes, summaries, etc.
In the event that insurance billing is part of the payment arrangement between the counselor and client, the counselor agrees to provide necessary information to the insurance provider to ensure adherence to provider regulations. The client agrees to allow for release of necessary information to properly process insurance claims. In the event the client chooses to remove permission to release records, a self-pay agreement will be enacted.
In the event that it is necessary to coordinate care with another healthcare provider, the client will sign a release of information document if the client wishes information to be disclosed to the other provider. The release will specify what information may be disclosed, and to whom, along with the timeline during which the disclosure applies.
Special considerations for group sessions:
What happens in group, stays in group. By participating in a group session, attendees agree not to disclose who is in group and what they share.
HIPAA
Key Points:
Clients are required to read and sign off on the HIPAA Notice of Privacy document annually.
Protected Health Information (PHI) is stored and used according to HIPAA regulations.
Your health information is protected under strict HIPAA guidelines.
The HIPAA Notice of Privacy document contains information regarding your protected health information (PHI) including uses, disclosures, releases and exceptions.
All clients will receive a copy of this information at least once per year, and will sign and acknowledge the document as a condition of receiving services.
Clients receive the notice through the electronic health management software system.
Research,& Publications
Key Points:
Testing and assessment data will be maintained according to data security best practices.
In the event that research is conducted, all ethical standards will be applied, including de-identifying personal data.
Confidentiality will be maintained in any publications.
Testing and assessment information is kept private and secure.
Testing and Assessments
In the event that testing or assessments are used with clients, all data and information will be maintained in a confidential manner. Where possible, data collected will not include client identifying information. In the event that the client provides consent to submitting identifying information, the information will be used only for targeted research or progress measurement, and the usage will be clearly communicated in advance.
Any data collected or instruments used will align with the standards provided for Ohio counselors that are linked here. The client may revoke permission to use information, provided it is feasible.
Research and Publications
In the event that any research is conducted by Flex Counseling and Wellness, all standards for human subjects research, including ensuring cultural competence and maintaining confidentiality of participants' data shall be applied. Informed consent and permission for clients' data to be used for research purposes will be collected prior to any data collection activities. A client may revoke permission for data to be included in research, provided such revocation is feasible. Ohio requirements for counselors participating in research are linked here.
Mindful Coaching
Key Points:
Coaching supports mindfulness, habits, resilience, and wellbeing.
Coaching is distinct from therapy and is not offered as a separate paid service to current counseling clients.
If clinical needs arise, appropriate referrals may be provided.
Coaching is a separate, non-clinical service focused on mindfulness, resilience, and wellbeing.
At Flex Counseling & Wellness, coaching is offered as a non-clinical service for individuals seeking support with personal growth, resilience, mindfulness, wellness habits, stress management, and professional development. Mindfulness coaching is only for clients who are located outside of areas in which practitioners are licensed as counselors.
Coaching is educational and supportive in nature. It does not include diagnosis, clinical assessment, psychotherapy, treatment planning, or treatment of mental health conditions. Coaching is not a substitute for counseling, medical care, or crisis services.
Coaching services are offered only to individuals located outside the states in which counseling services are provided. Coaching is also separate from counseling and is not offered as a separate paid service to current counseling clients.
If concerns arise during coaching that are better addressed through counseling or another healthcare service, coaching may be paused, declined, or discontinued and appropriate referrals may be provided.
Courses and Workshops
Key Points:
Courses and workshops are designed for learning, reflection, and practical skill-building.
Offerings draw from experience in facilitation, business, mindful leadership, wellness, and yoga.
Participation does not create a counselor-client relationship or replace clinical care.
Courses and workshops offer educational, experiential support for mindfulness, growth, resilience, leadership, and wellbeing.
Courses and workshops are offered as educational and experiential services grounded in years of facilitation, business experience, wellness training, mindful leadership, and yoga instruction.
These offerings may include resilience education, stress management, mindfulness, mindful leadership, wellness practices, yoga-based tools, professional development, and group learning experiences. Depending on the format, services may include teaching, facilitation, reflection, guided practices, discussion, and consulting-informed education.
Courses and workshops are designed to support learning, insight, skill-building, and practical application. They are not individualized counseling, psychotherapy, crisis care, or medical treatment. Participation in a course, workshop, webinar, or group experience does not establish a counselor-client relationship.
Some offerings may be appropriate for professionals, organizations, teams, or community groups seeking support with leadership, resilience, communication, wellbeing, or sustainable performance. Any consulting, training, or facilitation provided through these services is educational and professional in nature and is tailored to the goals of the group, program, or organization.
If a participant needs individualized clinical support, separate counseling services or outside referrals may be recommended when appropriate.
Counseling clients receive access tao online course materials and workbooks for free with a discount code.
Yoga
Key Points:
Yoga participation may have risks.
Any participation in physical activity during a workshop, class, or offering is voluntary.
You should confirm with your physician whether yoga or other physical activity is appropriate for you.
Yoga participation is voluntary — please check with your doctor if you have any health concerns.
By participating in any yoga or other wellness activity provided by Flex Counseling and Wellness, LLC, you expressly acknowledge that you have carefully read the Yoga Participation agreement and fully understand its contents.
You acknowledge that you voluntarily participate in the physical movements demonstrated and you assume any risk you may incur as a result of your voluntary participation. You acknowledge that you agree to stop participation any time you experience personal discomfort. If you determine that a paid physical activity is not appropriate for you, contact your instructor to discuss exchanging for an alternate service.
Yoga classes are taught by trained instructors. Eileen Xenarios holds an ERYT-200 and is credentialed through Yoga Alliance.
Digital Products
Key Points:
Digital products are designed for independent learning, reflection, and practical application.
Use of a digital product does not create a counseling or coaching relationship.
Resources may support resilience, mindfulness, leadership, wellness, and personal development.
Digital products offer self-guided educational support for growth, resilience, and wellbeing.
.digital products are offered as educational, self-guided resources designed to support learning, reflection, and practical skill-building. These offerings may include workbooks, toolkits, recorded trainings, downloadable resources, guided practices, handouts, and other wellness or resilience-based materials.
Digital products may draw from professional experience in counseling, facilitation, consulting, mindful leadership, mindfulness practices, and yoga instruction. They are intended to provide general education and supportive tools related to areas such as resilience, stress management, wellness, mindfulness, leadership, and personal growth.
Digital products are not individualized counseling, psychotherapy, medical care, crisis support, or clinical treatment. Purchase or use of any digital product does not establish a counselor-client relationship or coaching relationship.
Because digital products are self-guided, each person is responsible for choosing how and whether to apply the material to their own life, work, or wellness practices. If individualized clinical support is needed, counseling or other appropriate professional services may be more appropriate.
Due to the nature of digital materials, including immediate access to downloadable content or recorded resources, digital product purchases are generally non-refundable unless otherwise stated at the time of purchase.
External Resources
Key Points:
These links take you to the websites for various regulatory agencies that oversee the practice of counseling.
You may confirm licensing status through the state licensing links.
Links to federal and state guidelines are provided for your easy access and up-to-date information.
US Health and Human Service Summary of HIPPA Regulations
Link to Ohio Client Bill of Rights
Link to Ohio Counselor, Social Worker and Marriage and Family Therapist Board Website
Link to Ohio license verification lookup website
Link to Ohio Counselor and Social Worker Code of Ethical Practice