🔐 Privacy Policy

1. Introduction

Apex Counseling Clinic (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information.

2. Information We Collect

a. Personal Identification Information: Name, email, phone number, date of birth, address, insurance details, emergency contacts.
b. Health & Counseling Information: Mental health history, treatment plans, session notes, diagnosis, progress assessments.
c. Usage Data: IP address, browser type, device information, pages visited on our website or portal.
d. Billing Data: Payment method, billing address, insurance claims information.

3. How We Collect Data

Information you provide directly (e.g., intake forms, appointment booking).

Information from insurance companies, labs, or referring professionals, with your consent.

Automated collection via website cookies and analytics tools.

4. Use of Information

To provide counseling services and personalize your care.

To schedule appointments, process billing, submit insurance claims.

To maintain medical records and communicate securely.

To improve our services and website functionality.

To comply with legal and regulatory obligations (e.g., mandated reporting, audits).

5. Disclosure of Information

We may share your information with:

Healthcare providers (e.g., psychiatrists, referrals)—with your consent.

Insurance carriers and billing processors.

Legal authorities, if required by law (e.g., subpoena, reporting danger to self or others).

Business partners (with de-identified data for quality and service improvements).

In emergencies, to prevent immediate harm.

6. Third‑Party Services

We may use third-party providers (e.g., EMR platforms, payment processors, analytics tools). These vendors are contractually obligated to safeguard your data in accordance with this policy.

7. Cookies & Tracking

Our website uses cookies and similar technologies to enhance user experience. You can disable cookies via browser settings, though this may limit site functionality.

8. Security of Your Information

We implement physical, technical, and administrative safeguards (e.g., encryption, secure servers, access controls). While we take all reasonable measures, no system is 100% secure.

9. Your Rights & Choices

Access & Correction: You may request to view, update, or correct your personal information.

Opt-Out: You may opt out of non-essential communications.

Retention & Deletion: We retain records per state and HHS/insurance regulations; you may request deletion of non-essential or duplicate info.

10. Children’s Privacy

Services are intended for individuals aged 18+, or minors with parental consent. We do not intentionally collect information from children under 18 without such consent.

11. Changes to This Policy

We may update this Privacy Policy. Notice of material changes will be provided at least 30 days before implementation and posted on our website.

📜 Terms of Service

1. Acceptance of Terms

By scheduling or attending services, you agree to these Terms. Services include therapy, assessments, workshops, telehealth, etc.

2. Services Provided

Apex offers mental health services delivered in-person or via secure telehealth platforms. Services include but are not limited to individual, family, and group therapy.

3. Client Responsibilities

Provide accurate, truthful information.

Attend scheduled sessions timely.

Follow agreed-upon care plans.

Notify us in advance to cancel or reschedule (at least 24 hours notice, except emergencies).

4. Fees & Payment

Fees are as outlined in our Welcome Packet or intake documents.

We bill your insurance or accept direct payment (credit card, cash, check).

You are responsible for co-pays, deductibles, and non-covered services at the time of service.

Late payments may incur a fee of up to $25 per billing cycle.

5. Insurance & Claims

We submit claims with your authorization.

You’re responsible for non-covered services or insurance-denied claims.

You must provide accurate insurance details and notify us of changes.

6. Cancellation & No‑Show Policy

Cancellations with less than 24 hours notice or no-shows may be charged the full session fee.

Exceptions may be made for emergencies or serious illness.

7. Confidentiality & Limits

Sessions are confidential except when disclosure is legally required:

Suspected abuse/neglect

Threats of harm to self or others

Court orders/subpoenas

Insurance audits or billing inquiries

See Privacy Policy for more details.

8. Telehealth Services

Provided via secure, HIPAA-compliant platforms.

You’ll need reliable internet and a private location.

Risks and benefits of telehealth will be explained, and your consent obtained.

9. Termination of Services

You may end services anytime by notifying your clinician.

We reserve the right to terminate services for unethical conduct, non-payment, or lack of progress, with referral assistance provided.

10. Disclaimer of Warranties

Our services are delivered in good faith. We make no guarantees regarding specific outcomes, diagnoses, or results.

11. Limitation of Liability

To the greatest extent permitted by law:

We are not liable for indirect, incidental, special or consequential damages.

Total liability is limited to the amount paid by you for the last 12 months of services.

12. Dispute Resolution

Disputes will first attempt informal resolution. If unsuccessful, binding arbitration under Oklahoma law will be pursued.

Each party is responsible for its arbitration costs.

13. Modifications to Terms

We reserve the right to modify these Terms. Changes are effective 30 days after posting. Continued use of services after notification constitutes acceptance.

14. Governing Law

These Terms are governed by the laws of the State of Oklahoma, excluding choice-of-law provisions.

15. Contact Information

For questions, concerns, or requests:
Apex Counseling Clinic
Email: [email protected]
Phone: (580) 308-9570
Address: 3006 Turner, Ponca City OK 74601