New Client Doc #3 - How Keith's Hypnotherapy Practice Works

Journey Inward | Journey Outward Hypnosis is a business in which I am a solo practitioner. For my business to operate effectively, efficiently, and profitably, a few policies are necessary: 

Cancellations & Rescheduling 

There is no problem with appointments that are cancelled or rescheduled with at least 24 hours notification. Life happens so, if you must reschedule, please give me as much lead time as possible. You can reschedule or cancel an appointment on the appointment confirmation you received. 

Late for a Session 

I will consider habitual lateness and/or cancellations a cause for concern about your readiness for hypnosis and will discuss these issues with you before hypnosis continues. 

If you arrive 10 minutes late or more, your appointment time will be reduced by the amount of time you were late to accommodate the next client’s scheduled appointment. 

After 10 minutes, I will end the Zoom session and that session will be forfeited. 

No Shows 

A “no-show” is someone who misses a scheduled appointment without canceling or rescheduling 24 hours in advance of their scheduled appointment. “No-shows” will forfeit their session. If a client accumulates three “No-shows”, he or she may be asked to leave the practice. 

Recordings 

I do not record sessions. You are free to use your personal recording device to record sessions if you desire.

Confidentiality 

What is said in the practice...stays in the practice. I will not divulge the fact that you are or have been a client without your permission. 

I will not release any information to anyone without a written authorization from you, except as provided for by law. You have a right to be allowed access to my written record about you. 

Everything that takes place in hypnosis sessions is treated with respect, discretion, and strict confidentiality. I will keep confidential notes to assist with future sessions in secure files when not in use. Your GP, family, spouse, employer, or place of study will not know anything about your sessions unless informed by you. 

There are a few exceptions to this policy for legal or safety reasons including but not limited to: If I believe you are about to cause harm to yourself, others, or children. In some cases, to give me the best possible care and to further enhance the effectiveness of hypnosis, I suggest that your hypnosis care be carried out with the knowledge of your General Practitioner or other health care professional. However, you are responsible for making this notification happen. 

From time to time, I use anonymized material from client sessions in teaching materials and publications. In addition, I may discuss your case with other qualified hypnotists as part of my regular continuous professional development. I will not identify you in these sessions. 

The Information You Provide to Me 

Your information is used to provide the services specified under my agreement with you - to help me tailor your hypnosis program to support you to meet your goals for working with me. 

In addition, I use it to contact you to arrange sessions; to send you additional information to support your work with me; to send you the occasional email or newsletter about topics you’ve said you’re interested in; to contact you if I need to obtain or provide additional information; to check that my records are right and to check every now and then to make sure you’re happy and satisfied.
I will hold your personal information for as long as it is necessary for the relevant service to be provided, and for eight years thereafter (or until you reach 25 in the case of someone 18 years old and below) as required by relevant professional codes of practice. 

My Technology 

I use a third-party provider, Calendly, to manage my online bookings. I will provide you with access to my calendar so that you can schedule your appointments as meets your needs. Otherwise, I will enter your name, email and mobile phone number in order to book you onto the system. 

I use a different third-party provider, MailChimp, to deliver the occasional newsletter or group email to those who have opted in for these services. I gather statistics around email opening and clicks using industry standard technologies to help me monitor and improve my online communications. 

I use Zoom to enable online sessions. Should we lose connectivity during our sessions together, I will try to reconnect with you immediately, and after a further minute. Should this fail, I will call you and we will agree whether to continue by phone, try to reconnect once more, or reschedule the remainder of our session. 

I use Zoom AI to make session notes and to provide me with a summary of our time together. You are entitled to receive that summary if you so desire.