Policies

Axiom Family Counseling Services Inc.

SMS / Text Messaging Policy

‍Axiom Family Counseling Services Inc.

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1. Purpose

The purpose of this policy is to establish guidelines for the appropriate, secure, and compliant use of SMS (text messaging) communication between Axiom Family Counseling Services Inc. ("the Clinic") and its clients. This policy ensures adherence to HIPAA regulations, protects client confidentiality, and maintains appropriate clinical boundaries.

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2. Scope

This policy applies to:

  • All clinical and administrative staff
  • All clients who opt in to SMS communication
  • All devices and platforms used for text messaging on behalf of the Clinic

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3. Permitted Uses of SMS Communication

SMS communication may be used solely for administrative purposes, including:

  • Appointment reminders
  • Appointment confirmations
  • Scheduling or rescheduling requests
  • Notifications of cancellations or office closures

SMS must not be used for:

  • Clinical counseling or therapy services
  • Diagnostic or treatment-related discussions
  • Medication-related communications
  • Crisis intervention or emergency response

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4. Client Consent

  • Written informed consent must be obtained prior to initiating SMS communication.
  • Consent must include:
    • Acknowledgment of potential privacy risks
    • Description of the types of messages that may be sent
    • Instructions for opting out
  • Consent must be documented and stored in the client's clinical record.

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5. Privacy and Confidentiality

  • SMS messages must adhere to the minimum necessary standard under HIPAA.
  • Messages must not include protected health information (PHI) beyond what is necessary for administrative communication.
  • Sensitive information such as diagnoses, treatment details, or clinical content is strictly prohibited.

Example of acceptable message: "Reminder: You have an appointment scheduled for tomorrow at 3:00 PM."

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6. Emergency and Crisis Communication

  • SMS messaging is not monitored continuously and must not be used for emergencies.
  • Clients must be informed that:
    • Text messages are not appropriate for crisis situations
    • In emergencies, they should call 911 or 988 (Suicide & Crisis Lifeline)
  • Staff must not attempt to manage crises via SMS.

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7. Response Time and Availability

  • SMS messages will be responded to during regular business hours only.
  • The Clinic does not guarantee immediate responses.
  • Standard response time is within one (1) business day.

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8. Staff Responsibilities

  • Staff must use only Clinic-approved devices and platforms for SMS communication.
  • Personal devices may only be used if authorized and secured in compliance with HIPAA standards.
  • Staff must maintain professional boundaries and appropriate communication tone at all times.
  • SMS communication outside business hours should be limited and clinically justified when applicable.

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9. Security Requirements

Devices used for SMS must have:

  • Password protection
  • Automatic locking features
  • Encryption when available
  • Remote wipe capability

Whenever possible, HIPAA-compliant messaging platforms should be utilized instead of standard SMS.

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10. Documentation

Relevant SMS communications must be documented in the client's electronic health record (EHR), including:

  • Appointment changes
  • Missed appointments
  • Any clinically relevant exchanges

Documentation must be timely and accurate.

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11. Opt-Out Procedures

Clients may opt out of SMS communication at any time by:

  • Replying "STOP" to messages, or
  • Notifying Clinic staff directly

Opt-out requests must be honored immediately and documented in the client record.

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12. Record Retention

SMS communications related to client care must be retained in accordance with:

  • HIPAA requirements
  • Pennsylvania state record retention laws

Messages may be stored directly or summarized in the clinical record.

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13. Compliance and Enforcement

Failure to comply with this policy may result in disciplinary action, up to and including termination. Any suspected breaches of confidentiality must be reported immediately and handled in accordance with the Clinic's HIPAA breach notification procedures.

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14. Review and Updates

This policy will be reviewed annually and updated as necessary to remain compliant with federal and state regulations.

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1. Introduction

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‍Terms & Policies

Welcome to Axiom Family Counseling Services, Inc. By accessing or using this website, you agree to the following terms and policies. If you do not agree, please do not use this site.

This website is intended to provide general information about our behavioral health services and is not a substitute for professional medical or mental health advice.

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2. No Clinical Relationship

Use of this website, including submitting forms or contacting us, does not establish a therapist-client relationship. A formal relationship is only established after completing intake procedures and receiving confirmation from our practice.

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3. Not Emergency Services

This website is not monitored for emergencies. If you are experiencing a mental health crisis, please:

  • Call 911, or
  • Contact the 988 Suicide & Crisis Lifeline (U.S.)

Do not rely on this website for urgent care.

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4. Privacy Policy

a. Information We Collect

We may collect:

  • Name, email, phone number (via contact forms)
  • Basic demographic or inquiry information
  • Website usage data (cookies, analytics)

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b. How We Use Information

Your information is used to:

  • Respond to inquiries
  • Schedule appointments
  • Improve website functionality

We do not sell or share your personal information for marketing purposes.

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c. HIPAA & Confidentiality

While we take privacy seriously, communication through this website may not be fully secure. Please avoid sharing sensitive health information through forms or email. Once you become a client, your information will be protected in accordance with HIPAA and applicable laws.

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5. Telehealth Policy

If you participate in telehealth services:

  • You consent to receiving services via secure video platforms
  • You understand potential risks (e.g., technical issues, privacy limitations)
  • You are responsible for ensuring a private setting during sessions

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6. Website Use

You agree not to:

  • Use this site for unlawful purposes
  • Attempt to gain unauthorized access to systems
  • Misuse content or impersonate others

All content is provided for informational purposes only.

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7. Intellectual Property

All content on this website (text, logos, graphics) is the property of Axiom Family Counseling Services, Inc. unless otherwise stated and may not be reproduced without permission.

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8. External Links

This website may contain links to third-party sites. We are not responsible for the content, privacy practices, or accuracy of those sites.

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9. Disclaimer

We strive to provide accurate and up-to-date information; however, we make no guarantees regarding completeness or accuracy. Content is subject to change without notice.

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10. Limitation of Liability

Axiom Family Counseling Services, Inc. is not liable for any damages resulting from:

  • Use of this website
  • Reliance on information provided
  • Technical issues or interruptions

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11. Changes to Terms

We may update these Terms & Policies at any time. Changes will be posted on this page with an updated effective date.

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12. Contact Information

If you have questions about these Terms & Policies, please contact:

Axiom Family Counseling

225 West Pittsburgh Street

Delmont, PA 15626

866-472-9466