Terms and Conditions

1. Introduction and Acceptance of Terms

Welcome to MindWell Psychology (“MindWell,” “we,” “us,” or “our”). These Terms and Conditions (“Terms”) govern your use of our website (www.mindwell.us) and the professional psychological services we provide, including psychological testing, assessments, and therapy services.

By accessing our website, scheduling an appointment, or engaging our services, you (“Client,” “you,” or “your”) agree to be bound by these Terms and Conditions. If you do not agree to these Terms, please do not use our website or services.

These Terms should be read in conjunction with our Privacy Policy and Notice of Privacy Practices, which are incorporated herein by reference.

2. About MindWell Psychology

2.1 Practice Structure

MindWell Psychology is a professional psychology practice founded in 2004. The practice consists of independent contractor psychologists who maintain their own individual practices while operating under the MindWell Philosophy and brand.

2.2 Services Provided

MindWell offers the following services:

• Psychological Testing and Assessment: Comprehensive psychoeducational testing, neuropsychological testing, developmental testing, autism spectrum evaluations (ADOS-2), IQ testing, and Independent Educational Evaluations (IEE)
• Therapy Services: Individual therapy for children, adolescents, and adults; family therapy; group therapy for adolescents; and specialized treatment for anxiety, depression, ADHD, learning disabilities, and related concerns
• Consultation Services: Professional consultation regarding assessment results and treatment planning

2.3 Independent Contractor Model

All psychologists affiliated with MindWell are independent contractors who:

• Maintain full autonomy over their schedules, appointments, methodology, and clinical decisions
• Are individually licensed doctoral-level psychologists (PhD or PsyD)
• Practice independently without supervision or oversight from MindWell as an entity
• Are solely responsible for their professional services and clinical judgments

3. Professional Relationship

3.1 Client-Psychologist Relationship

When you engage services at MindWell, you establish a professional relationship with a specific psychologist, not with MindWell Psychology as an entity. Your psychologist is independently responsible for:

• Clinical assessment and diagnosis
• Treatment planning and recommendations
• Maintaining clinical records
• Professional liability
• Ethical and legal compliance

3.2 Scope of Services

MindWell psychologists provide diagnostic, therapeutic, and consultative services within their areas of expertise. We do not provide:

• Emergency or crisis services
• Services for actively suicidal or homicidal individuals
• Treatment for active psychosis or severe psychiatric conditions requiring hospitalization
• Services for individuals with active substance abuse requiring detoxification
• Treatment for active eating disorders requiring medical monitoring
• Court-ordered evaluations or forensic services (unless specifically contracted)
• Medication management (psychiatric services)
• Tutoring, IEP writing, or educational advocacy services

3.3 Service Limitations

If your needs fall outside our scope of practice, we will provide appropriate referrals to specialists who can better serve your needs.

4. Appointments and Scheduling

4.1 Initial Contact and Consultation

When you contact MindWell:

• You will speak with intake staff who will explain the MindWell Philosophy
• You may schedule a 20-minute consultation with one of our psychologists
• You will be matched with a psychologist based on your needs and preferences
• You will receive intake paperwork to complete prior to your first appointment

4.2 Appointment Confirmation

You are responsible for:

• Arriving on time for scheduled appointments
• Completing required paperwork prior to appointments
• Providing accurate contact information
• Notifying us of any changes to your contact information

4.3 Cancellation Policy

Notice Required: We require at least 24 hours advance notice for appointment cancellations or rescheduling.

Late Cancellation Fee: Appointments cancelled with less than 24 hours notice or missed appointments (“no-shows”) may be subject to the full session fee unless the cancellation is due to emergency circumstances.

Emergency Exceptions: Cancellation fees may be waived for documented emergencies, severe illness, or circumstances beyond your control at the discretion of your psychologist.

Multiple Missed Appointments: Repeated missed appointments or late cancellations may result in termination of services or requirement of advance payment for future appointments.

4.4 Late Arrivals

If you arrive late for an appointment:

• The session will end at the scheduled time
• You will be responsible for the full session fee
• Your psychologist will use the available time to provide services

4.5 Virtual/Telemedicine Appointments

For telemedicine appointments:

• You must have access to reliable internet connection
• You must be physically located in a jurisdiction where your psychologist is licensed
• You are responsible for ensuring privacy and confidentiality in your location
• Technical difficulties on your end do not constitute grounds for fee reduction
• All cancellation policies apply to virtual appointments

5. Fees and Payment

5.1 Payment Terms

Payment Due: Payment is due at the time services are rendered unless other arrangements have been made in advance.

Accepted Payment Methods: We accept cash, checks, credit cards, HSA/FSA cards, and CareCredit (where applicable).

Payment Plans: Payment plans may be available for testing services. CareCredit offers 6-month interest-free financing options for eligible clients.

5.2 Insurance

Out-of-Network Providers: MindWell psychologists are generally out-of-network providers. We do not bill insurance companies directly.

Itemized Receipts: We provide detailed, itemized receipts (superbills) at the feedback session that you may submit to your insurance company for potential out-of-network reimbursement.

No Guarantee of Coverage: We cannot guarantee insurance reimbursement. You are responsible for full payment regardless of insurance coverage.

HSA/FSA: Testing and therapy fees are usually eligible for Health Savings Account and Flexible Savings Account reimbursement.

5.3 Independent Educational Evaluations (IEE)

School System Contracts: We contract with various school systems for IEE services. Payment arrangements vary by jurisdiction.

Financial Responsibility: Some counties pay our full fee; others require partial payment from families. This will be discussed during the initial consultation.

Contracted School Systems Include:

• Fairfax County Public Schools
• Loudoun County Public Schools
• Alexandria City Public Schools
• Arlington City Public Schools
• Prince William County Public Schools
• Stafford County Public Schools
• Fauquier County Public Schools
• Page County Public Schools
• Other systems by individual agreement

5.4 Additional Fees

Additional fees may apply for:

• Record review and preparation time beyond testing/therapy sessions
• Correspondence with schools, therapists, or other professionals (with your consent)
• Report preparation beyond standard assessment reports
• Court appearances or depositions (if agreed upon)
• Extended phone consultations beyond brief check-ins
• Copies of records beyond the initial provided report

5.5 Collection of Unpaid Fees

Outstanding Balances: Failure to pay for services may result in:

• Suspension of ongoing services
• Referral to collections agency
• Reporting to credit bureaus
• Legal action to collect payment

Collection Costs: You are responsible for all costs associated with collection of unpaid fees, including attorney fees and court costs.

6. Confidentiality and Privacy

6.1 HIPAA Compliance

MindWell psychologists comply with the Health Insurance Portability and Accountability Act (HIPAA) and maintain strict confidentiality of all client information.

Notice of Privacy Practices: You will receive our Notice of Privacy Practices, which details how your protected health information may be used and disclosed. Please review this document carefully.

6.2 Limits of Confidentiality

Confidentiality is maintained except in the following circumstances required or permitted by law:

Mandatory Reporting:

• Suspected child abuse or neglect
• Suspected elder or dependent adult abuse
• Danger to self (suicidal ideation with plan and intent)
• Danger to others (homicidal ideation with plan and intent)
• Court orders or subpoenas requiring disclosure

Permitted Disclosures:

• Communication with other treatment providers (with your written consent)
• Consultation with professional colleagues (information is de-identified)
• Billing and insurance purposes (with your authorization)
• As required for quality assurance and training purposes (information is de-identified)

6.3 Minor Clients

Parental Rights: Parents/legal guardians have the right to access their minor child’s health information unless restricted by court order.

Age-Appropriate Privacy: Psychologists may use clinical judgment to provide age-appropriate privacy to adolescent clients while keeping parents informed of treatment progress and safety concerns.

Communication Policy: The treating psychologist will discuss confidentiality boundaries with both parents and minor clients during the intake process.

6.4 Records Retention

Records are maintained in accordance with applicable laws and professional standards, typically for a minimum of 7 years after the last date of service (longer for minors until they reach age of majority plus statutory period).

7. Client Rights and Responsibilities

7.1 Your Rights

You have the right to:

• Receive professional, ethical, and competent services
• Be treated with respect and dignity
• Participate in treatment planning and goal setting
• Ask questions about assessment procedures, diagnoses, and treatment recommendations
• Obtain copies of your records (subject to applicable laws and reasonable fees)
• Refuse or discontinue services at any time
• File a complaint with the appropriate licensing board if you believe your psychologist has acted unethically or unprofessionally

7.2 Your Responsibilities

You are responsible for:

• Providing accurate and complete information relevant to your care
• Attending scheduled appointments or providing adequate cancellation notice
• Following through with recommended treatments and interventions
• Paying for services rendered
• Informing your psychologist of any changes in your condition or circumstances
• Being respectful to staff and other clients
• Complying with office policies and procedures

7.3 Termination of Services

Client-Initiated Termination: You may discontinue services at any time. We request that you discuss your decision with your psychologist to ensure appropriate transition or referral.

Psychologist-Initiated Termination: Your psychologist may terminate services if:

• You repeatedly miss appointments without adequate notice
• You fail to pay for services
• You engage in threatening or abusive behavior toward staff
• Your needs exceed the psychologist’s scope of practice
• The therapeutic relationship is no longer beneficial
• You are non-compliant with treatment recommendations

Termination Process: If services are terminated, your psychologist will provide appropriate referrals and transfer records as requested.

8. Testing and Assessment Services

8.1 Assessment Process

Our comprehensive assessment process includes:

Pre-Testing:

• Initial consultation and information gathering
• Completion of questionnaires by parents, teachers, or other relevant individuals
• Review of previous records and documentation
• Development of individualized testing battery

Testing Session(s):

• One-on-one interaction with doctoral-level psychologist
• Administration of standardized, norm-referenced assessments
• Behavioral observations
• Clinical impressions and analysis

Post-Testing:

• Scoring and interpretation of all measures
• Integration of data from multiple sources
• Research into diagnostic criteria and best practices
• Report preparation (20-40 pages)
• Feedback session with parents/client
• Provision of specific recommendations

8.2 Testing Battery Customization

Testing batteries are customized based on:

• Referral questions and concerns
• Child’s age and developmental level
• Previous testing history
• Behavioral observations during testing
• Emerging patterns requiring deeper exploration

8.3 Report and Recommendations

Report Contents:

• Background and developmental history
• Testing procedures and measures administered
• Test scores with interpretations
• Behavioral observations and clinical impressions
• Diagnostic conclusions (when appropriate)
• Educational, therapeutic, and parenting recommendations
• Resources and referrals

Report Ownership: You will receive a complete copy of the assessment report. The report is your property, but the raw test data and psychologist’s notes remain the property of the psychologist.

8.4 Diagnostic Limitations

Clinical Judgment: Diagnoses are based on available information at the time of assessment. MindWell psychologists will only provide diagnoses when data supports such conclusions.

No Guarantees: We cannot guarantee:

• School eligibility for special education services
• School implementation of our recommendations
• Acceptance of our recommendations by third parties
• Specific outcomes or changes based on recommendations

School Decisions: Public school eligibility decisions are made by IEP teams, not by our evaluations alone. Private school admission decisions are made by individual schools.

8.5 Retesting

Retesting may be recommended after appropriate time intervals (typically 2-3 years minimum) to assess progress, changes in functioning, or new concerns.

9. Therapy Services

9.1 Treatment Approach

MindWell psychologists use evidence-based treatment approaches including:

• Cognitive Behavioral Therapy (CBT)
• Play therapy (for younger children)
• Dialectical Behavior Therapy (DBT) skills
• Family systems therapy
• Mindfulness-based interventions
• Other scientifically validated approaches

9.2 Treatment Planning

Treatment plans are:

• Developed collaboratively with clients/families
• Based on assessment results and presenting concerns
• Regularly reviewed and updated
• Individualized to each client’s needs

9.3 Therapy Expectations

Time Commitment: Therapy is typically weekly or bi-weekly, though frequency may vary based on treatment needs.

Duration: Treatment duration varies. Some clients achieve goals in several months; others require longer-term support.

Active Participation: Successful therapy requires active participation, including:

• Attending sessions consistently
• Completing homework or practice exercises
• Implementing strategies between sessions
• Communicating openly with your therapist

9.4 Group Therapy

Adolescent Groups: We offer specialized group therapy for teens focusing on coping skills and social problem-solving.

Group Expectations: Participants must:

• Respect confidentiality of other group members
• Participate appropriately
• Follow group rules and structure
• Commit to regular attendance

9.5 Family Involvement

Parent Training: For child clients, parent training and involvement is essential for success.

Family Sessions: When appropriate, we may integrate family members into therapy sessions.

Communication: We maintain regular communication with parents regarding treatment progress while respecting age-appropriate confidentiality for adolescent clients.

10. Website Use and Digital Content

10.1 Website Terms

Use of Website: Our website is for informational purposes only. Content on the website does not constitute:

• Professional advice or consultation
• A client-psychologist relationship
• A guarantee of services or outcomes
• Medical or psychological advice

Accuracy: While we strive to keep information accurate and current, we make no warranties about the completeness or accuracy of website content.

10.2 Intellectual Property

All content on the MindWell website, including text, graphics, logos, and images, is the property of MindWell Psychology or its content suppliers and is protected by copyright laws.

Prohibited Uses: You may not:

• Reproduce, distribute, or modify website content without permission
• Use content for commercial purposes
• Frame or mirror website pages
• Use automated systems to access or scrape website data

10.3 Contact Forms and Email

Not for Emergencies: Do not use website contact forms or email for emergencies or urgent situations. Call 911 or go to the nearest emergency room.

Response Time: We typically respond to inquiries within 24-48 business hours. If you have not received a response within this timeframe, please call our office.

Security: Email and contact forms are not completely secure. Do not include sensitive personal or health information in initial contact.

10.4 Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the content, privacy practices, or terms of use of these external sites.

11. Disclaimers and Limitations of Liability

11.1 No Guarantees

We do not guarantee:

• Specific outcomes or results from testing or therapy
• Insurance reimbursement
• School compliance with recommendations
• Resolution of all presenting concerns
• Improvement in specific timeframes

11.2 Professional Judgment

All clinical decisions, diagnoses, and recommendations are based on professional judgment using available information at the time of service. Clinical opinions may change with new information or over time.

11.3 Limitation of Liability

To the fullest extent permitted by law, MindWell Psychology and its affiliated psychologists shall not be liable for:

• Indirect, incidental, or consequential damages
• Decisions made by schools, employers, or other third parties based on our reports
• Outcomes of treatment recommendations implemented by others
• Actions taken or not taken based on information provided

Individual Psychologist Liability: Each psychologist maintains their own professional liability insurance and is individually responsible for their professional services.

11.4 Website Disclaimer

Our website is provided “as is” without warranties of any kind, express or implied. We do not warrant that the website will be uninterrupted, error-free, or free from viruses or other harmful components.

12. Dispute Resolution

12.1 Informal Resolution

If you have concerns about services provided, we encourage you to first discuss them directly with your psychologist or contact our intake coordinators.

12.2 Professional Complaints

If you believe a psychologist has acted unethically or violated professional standards, you may file a complaint with:

• The appropriate state licensing board
• The American Psychological Association (APA)
• Other relevant professional organizations

12.3 Legal Disputes

Governing Law: These Terms shall be governed by the laws of the Commonwealth of Virginia (or applicable jurisdiction where services were provided).

Jurisdiction: Any legal action arising from these Terms or the services provided shall be brought in the appropriate courts of the jurisdiction where services were provided.

Mediation: We encourage mediation before pursuing litigation for disputes related to services or fees.

13. Changes to Terms and Conditions

13.1 Modification Rights

We reserve the right to modify these Terms and Conditions at any time. Changes will be effective immediately upon posting to our website.

13.2 Notification

We will make reasonable efforts to notify active clients of material changes to these Terms through:

• Website notification
• Email notification (if we have your email address)
• Notification during scheduled appointments

13.3 Continued Use

Your continued use of our services after changes to these Terms constitutes acceptance of the modified Terms.

14. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

15. Entire Agreement

These Terms and Conditions, together with our Privacy Policy and Notice of Privacy Practices, constitute the entire agreement between you and MindWell Psychology regarding the use of our services and website.

16. Acknowledgment

By using our services or website, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.

These Terms and Conditions were last updated on October 14th, 2025. Please check our website periodically for updates.

Important Notice: These Terms and Conditions are for general informational purposes and do not constitute legal or professional advice. MindWell Psychology reserves the right to modify these terms at any time. If you have specific questions about how these terms apply to your situation, please discuss them with your psychologist or contact our office.