Practice Policies

Last Updated: July 2026

The following outlines the policies and procedures for Kameryn Rose Therapy, aka Rose Therapy (hereinafter referred to as “the practice”). These policies are intended to promote clarity for a positive therapeutic experience.

Kameryn Rose Therapy provides telehealth therapy to clients in the state of California. A list of services can be found on the practice website at https://krosetherapy.com/services. 

I. Confidentiality and Privacy

At Kameryn Rose Therapy, maintaining the confidentiality and privacy of your personal and clinical information is of utmost importance.

To provide secure telehealth services, the practice utilizes a HIPAA-compliant Electronic Health Record (EHR) system for video sessions, clinical documentation, and billing. For insurance-based billing, the practice partners with a practice management platform (PMP). The practice might use SMS text messaging for certain types of communication with you, including potentially for administrative issues, such as billing, or for health-related issues, such as care reminders.

The EHR Privacy Policy: https://www.sessionshealth.com/privacy
The PMP Privacy Policy: https://headway.co/legal/privacy
The SMS Privacy Policy: https://sprucehealth.com/terms-and-privacy-policy

There are privacy limitations associated with electronic media, including text messaging and standard email, meaning confidentiality cannot be guaranteed for communications via these methods. These methods will be limited to use for scheduling and cancellations only. Please do not use email or text messaging to discuss therapeutic content or to request assistance for emergencies.

Your therapist does not accept friend or contact requests from current or former clients on any social networking sites. Adding clients as friends or contacts on these platforms can compromise your confidentiality and the privacy of both parties, and may blur the boundaries of the therapeutic relationship. If you have any questions or concerns about this policy, please feel free to discuss them with your therapist.

Please review the “Confidentiality” section of the Informed Consent form for the limits of confidentiality in the state of California.

II. Appointments and Scheduling

Telehealth Platforms

All telehealth sessions are conducted via secure, HIPAA-compliant Google Meet. You will receive your unique session link through the EHR portal. While you may receive administrative notifications from the PMP related to billing and insurance verification, please rely exclusively on the EHR for all scheduling and session links.

The primary method for communicating with the practice regarding therapy and appointments is the secure portal messaging system within the EHR. Clients are responsible for ensuring their account information is accessible to receive important updates from their therapist and the practice. 

Therapists will make reasonable efforts to respond to secure portal messages within a reasonable timeframe and are generally unavailable after hours, on weekends, and outside of scheduled appointments. Direct inquiries to your therapist regarding session scheduling should receive a response within 1-2 business days. If you do not receive a response within this timeframe, please follow up to ensure your message was received. 

Availability and Attendance Policy

Your therapist will discuss their availability for scheduling at the start of services. Sessions are scheduled as weekly or biweekly recurring slots. Please note that once a schedule is established, therapists have limited availability due to other client appointments and obligations. 

Regular attendance is encouraged. Frequent attendance disruptions, particularly for biweekly clients, can slow treatment progress, require modifications to the treatment plan, and affect the timeliness of individualized administrative or case management updates. If you have been absent for four (4) or more sessions within a 90-day period, your therapist reserves the discretion to provide referrals and discharge you from services due to disruption in treatment continuity until regular attendance is possible.

Late and Cancellation Policy

Cancellations, no-shows, or rescheduling requests made less than 24 hours before the appointment will incur a cancellation fee of $125.

  • If a client arrives more than 15 minutes late for a scheduled session, it will be considered a cancellation (no-show). 
    • If a client arrives less than 15 minutes late, the session will still end at the originally scheduled time. 
    • If a client is consistently late, their therapist will address time management strategies with them.
  • If services are paused for four (4) consecutive weekly sessions or two (2) consecutive biweekly sessions—whether through advance cancellation, late cancellation, no-shows, or other forms of absence—your recurring appointment slot may be released to the waitlist. In this case, you will receive notification and referrals via your provided contact information.
  • Emergency Cancellations: Please refer to “Fee Waiver Requests” in section IV, Payment and Fees.

Technology Requirements

For successful telehealth sessions, clients are responsible for meeting the following technology requirements and maintaining an appropriate environment:

  • Clients must have a stable internet connection and access to a functioning device equipped with a webcam and microphone that are compatible with the EHR.
  • Clients must ensure they have access to a safe, secure, and private environment for the duration of their telehealth sessions, free from potential interruptions. 
    • If at any point a client’s environment becomes compromised in terms of safety or privacy, they must communicate this to their therapist immediately so that an appropriate course of action can be discussed. This may include referral to in-person services, identifying local resources, rescheduling the session, or shifting the session agenda to address the environmental concern.
  • Clients are responsible for maintaining their own internet and device connections, as well as having a personal backup plan in case of technical difficulties on their end. 

For technical difficulties that occur during a telehealth session:

  • If the issue requires more than a few minutes to troubleshoot, the therapist may suggest rescheduling the remainder of the session.
  • Depending on the nature of the issue and clinical appropriateness, the therapist may offer to continue the session via chat or telephone if feasible and agreed upon by the client.
  • If the technical difficulties are on the therapist’s side, the session will be rescheduled at no cost to the client.

III. Treatment Expectations

Relationship Therapy Guidelines

All members engaging in relationship therapy are strongly encouraged to be engaged in their own individual therapy. This support may be provided by the practice (subject to availability and clinical appropriateness) or an outside provider. Individual therapy involvement by all parties increases the efficacy of relational therapy.

While an active Release of Information (ROI) is not required for the individual provider as a condition of treatment, coordination of care is preferred.

  • Relational therapy is most effective when providers are aligned on treatment goals and safety planning. Your therapist may request an ROI to strengthen your care team if clinical relevance increases.
  • If participants wish for the therapist to collaborate with their individual provider, an ROI must be signed through the client portal.

Therapist Limitations in Emergencies

The practice provides services appropriate for mild to moderate risk levels and is not a crisis intervention facility. The limitations of remote support during emergencies are important considerations for telehealth services, as outlined in the informed consent process. While your therapist can support you in developing or refining your safety plan and provide resources for higher levels of care, they cannot provide direct, on-site crisis intervention remotely.

Accessibility

If you have any specific needs or require accommodations to increase accessibility and participate fully in your sessions, please discuss these with your therapist so you can explore appropriate solutions within reasonable limitations.

Referrals for Higher Level Needs

As a telehealth practice focused on mild to moderate mental health concerns, there may be instances where your needs are better addressed by services outside of your therapist’s current scope or expertise. In such situations, your therapist will work with you to provide referrals to other qualified professionals or specialized programs that can offer the support you require.

Intolerable Behavior

The practice has a zero-tolerance policy for negative, assaultive, or threatening behavior towards any member of the team. In such instances, your therapist reserves the right to refuse or terminate services without explanation.

IV. Payment and Fees

  • Individual Sessions: $175 per session
  • Partner & Family Sessions: $250 per session

Sliding fee scale (SFS) and pro bono slots are available but limited. If you demonstrate a need for SFS, you will likely be waitlisted. Pro bono slots are limited to 4 targeted sessions to increase availability; following a needs assessment, the sessions will focus on tools and resources to address one specific objective.

The practice accepts payments through credit cards, debit cards, and HSA/FSA cards, and in-network insurance. The practice requires all private-pay and commercial insurance clients to keep a valid credit, debit, or HSA/FSA card on file. Your card information is securely stored on the EHR. The practice will automatically charge your card on file for any balances due, including standard session fees, insurance copays or co-insurance, and late cancellation and no-show fees.

The practice does not accept insurance for relationship therapy.

  • Why? Most insurance companies do not cover relationship therapy as a standalone service. Instead, they cover “family therapy” when it is strictly medically necessary to treat a mental health diagnosis for one identified individual, with other members present only as “collateral” support. The goal of relationship therapy at Kameryn Rose Therapy is to address the dynamic between multiple people, not to treat the medical diagnosis of an individual “identified patient.” As a result, relationship services are offered as private-pay only.

For clients with Cigna or Carelon insurance benefits, billing and claims are processed through the PMP. You may receive automated financial notifications or receipts from their system following your session.

The full, updated list of insurance plans your therapist is in-network with can be found here: https://krosetherapy.com/services/

For clients with out-of-network insurance benefits, your therapist can provide a superbill that you can submit to your insurance provider for potential reimbursement. Please contact your insurance provider directly to understand your out-of-network benefits.

Insurance Coverage

It is your responsibility to provide accurate and timely updates regarding your insurance information and payment methods. While the practice may offer courtesy reminders or assistance where feasible, the practice is not responsible for billing issues or any resulting disruption in care due to a client’s failure to provide updated information in a timely manner.

Standard payment policies will apply in all cases: if a claim cannot be submitted or processed, or is denied due to coverage ineligibility, an insurance lapse, or a third-party administrative error, you remain directly responsible for the full session fee. Unresolved session balances will be charged directly to the payment method on file within 30 days of the session date. Once paid, a superbill can be provided upon request for you to seek direct reimbursement from your insurer.

Late Payment Policy

Payment for services is expected at the time of service. If there is an outstanding balance, a reminder will be sent. If payment is not received within 30 days of the service date, a late fee of $25 may be applied to the outstanding balance. Continued failure to pay may result in the suspension of services and potential referral to a collections agency.

Fee Waiver Requests

Situations that almost always constitute an emergency that qualifies for a fee waiver include:

  • Hospitalization or death of yourself or a loved one (including pets).
  • Admission to an inpatient facility or other higher level of care.
  • Otherwise unavoidable enforced legal action.
  • Experiencing a significant trauma event.

Situations that generally do not constitute an emergency:

  • Scheduling conflicts, including being called in for work or non-emergency appointments.
  • Forgetting or oversleeping, even if due to non-emergency circumstances such as brain fog, a flare-up of symptoms, or needing to use the restroom.
  • Traveling, including driving at the time of session.

Legal Proceedings

Your therapist’s primary role is to provide clinical treatment, not legal testimony. In the event your therapist is required to participate in any legal matter related to treatment, all associated fees are the responsibility of the party requesting involvement or issuing the subpoena. Legal services, including record preparation and testimony, are billed at a flat rate of $350 per hour with a non-refundable four-hour minimum ($1,400) required as a retainer 72 hours prior to the therapist’s participation.

V. Emergency and Crisis Procedures

The practice is not a crisis intervention facility and does not provide 24/7 on-call services. The practice’s services are designed to support clients with mild to moderate mental health concerns. If you experience a mental health emergency, please take one of the following actions:

VI. Documentation and Records Requests

Outside Documentation

Requests for outside documentation (e.g., housing letters or treatment summaries) will be considered only after you have been in continuous, regular treatment with your therapist for at least 60 days, subject to clinical appropriateness and ethical guidelines. Once documentation is discussed and agreed upon, please allow a minimum of 10 business days for completion.

Unannounced mail, forms, or records received from third parties without prior notice and a release of information (ROI) on file will not be processed or added to your record.

The practice does not conduct forensic evaluations or serve as the primary certifying provider for short-term or long-term disability claims. Primary management and certification of disability claims should be directed to a primary care physician (PCP), psychiatrist, or other doctorate-level specialist. Upon request and with a signed ROI, the practice can provide clinical treatment summaries directly to your primary provider to support care coordination.

Preparation of custom documentation, specialized forms, or third-party consultations conducted outside of scheduled session time falls outside standard covered insurance benefits and is billed directly to the client at an administrative rate of $45 per 15 minutes.

Records Requests and Third-Party Disclosures

You have the right to request copies of your clinical records in writing. In accordance with California law, records will be provided within 15 calendar days of receiving a written request, subject to standard copy fees ($0.25 per page) where applicable. For relational therapy, written authorization from all involved adult parties is required prior to release. The practice reserves the right to withhold records if access is clinically determined to pose a risk of detrimental consequences to the client.

Releasing full mental health records to third parties (e.g., courts, attorneys, insurance companies, employers) carries privacy implications that are not always disclosed by requesting parties. Clinical notes are maintained for therapeutic treatment, not forensic or legal proceedings. To protect your privacy and prevent the exposure of irrelevant personal details, the practice strongly encourages discussing third-party requests with your therapist to explore safer alternatives allowed under California law, such as providing a signed treatment summary.

Amendment Requests

State and federal laws require an accurate, objective record of your treatment. Clinical notes capture diagnoses, functional impairments, thought patterns, emotions, defense mechanisms, treatment response, and core factors influencing your symptoms. To maintain clinical and legal integrity, prospective requests to exclude, filter, or censor clinical topics from ongoing documentation cannot be honored; your therapist retains sole professional discretion over what clinical details are recorded in your chart.

Requests regarding non-clinical administrative details (such as chosen names, pronouns, or contact preferences) will be updated promptly upon request. Clinically accurate past records will not be altered or erased; however, under California law and HIPAA, you may submit a formal written amendment request or attach a statement of disagreement (up to 250 words per item) to your official record.

VII. Other Rights

You have the right to receive a Good Faith Estimate for the total expected cost of any non-emergency healthcare services, including mental health care services. The practice provides clients who don’t have insurance or who are not using insurance an estimate of the expected charges for services. For questions or more information about your right to a Good Faith Estimate, visit www.cms.gov/nosurprises.

The practice is committed to providing services to all clients without discrimination based on race, ethnicity, national origin, religion, age, sex, gender identity, sexual orientation, disability, socioeconomic status, or any other legally protected characteristic. The practice strives to create an inclusive and equitable environment.

To file a complaint against a licensed professional (Marriage and Family Therapists, Licensed Educational Psychologists, Clinical Social Workers, or Professional Clinical Counselors), you can contact the California Board of Behavioral Sciences (BBS) to file a claim online or by mail. The BBS receives and responds to complaints regarding services provided within their scope of practice. You may contact the board online at www.bbs.ca.gov, or by calling (916) 574-7830.

VIII. Acknowledgement

The practice reserves the right to modify these policies. Clients will be notified of any significant changes, with the most current version available on the website or upon request. Continued engagement in services constitutes acceptance of the updated policies.

Scroll to Top

Interested in working together?

Start Here