Telehealth Policy

Effective Date: July 17, 2026 | Last Reviewed: July 2026

Purpose and Scope

This Telehealth Policy (the “Policy”) establishes the terms under which MindView Therapy (the “Practice”) provides mental health services by telehealth. MindView Therapy delivers care through MindView New York Mental Health Counseling, PLLC in New York and MindView Therapy, LLC in Indiana, operating under the shared brand MindView Therapy.

The Practice provides therapy to adult clients through secure, real-time video sessions. Telehealth improves access to care for clients who cannot or prefer not to meet in a traditional office setting. This Policy addresses the legal, privacy, clinical, operational, and compliance standards that govern those services.

All telehealth services comply with applicable federal and state law, including the Health Insurance Portability and Accountability Act (HIPAA) and the laws of New York and Indiana governing confidentiality, informed consent, licensure, and mandatory reporting. This Policy is reviewed periodically and updated as laws change or as the Practice expands into new states.

Definitions

Telehealth (Teletherapy). The delivery of mental health counseling using real-time, two-way electronic communication in which the client and the provider are in separate physical locations. Telehealth is delivered primarily through live interactive video and may, when video is unavailable, include audio-only telephone contact to support continuity of care.

Client. The individual receiving services from the Practice by telehealth. The Practice currently serves adults age 18 and older. Telehealth services for minors are not offered at this time.

Provider (Therapist). A licensed mental health professional affiliated with MindView Therapy who is licensed and authorized to practice in the state where the client is physically located at the time of the session.

Protected Health Information (PHI). Individually identifiable health information protected under HIPAA, including session notes, mental health history, treatment plans, and personal identifiers in any form. Electronic PHI (ePHI) refers to such information in electronic form.

SimplePractice Platform. The HIPAA-compliant electronic health record (EHR) and telehealth system the Practice uses for scheduling, documentation, secure video sessions, and storage of client records.

Originating Site. The physical location of the client during the session (for example, the client’s home or another private location).

Distant Site. The physical location of the provider during the session.

Eligibility and Geographic Practice Limitations

MindView Therapy offers telehealth services to clients who are physically located in New York or Indiana at the time of service.

Client Location. Telehealth may lawfully be provided only when the client is physically present in a state where the treating provider is licensed. At present, that means New York and Indiana. The provider will confirm the client’s physical location at the start of each session. If a client is located in a state where the provider is not licensed, the session cannot proceed and will be paused, rescheduled, or referred to appropriate local care.

Provider Licensure. Every provider is licensed in the state where they deliver care and practices within the scope of that license. Providers maintain their licenses in good standing and comply with the telehealth, consent, and reporting requirements of the state in which the client is located.

Adults Only. Telehealth services are provided to adults age 18 and older. The Practice does not currently offer telehealth to minors.

Clinical Appropriateness. Telehealth is provided only when it is clinically appropriate for the client’s needs. The Practice and its providers reserve the right to determine that telehealth is not suitable for a particular client or situation and, in that event, will discuss alternatives and provide referrals. See Limitations of Telehealth below.

Future Expansion. MindView Therapy anticipates offering telehealth in additional states over time. As it does, it will obtain the necessary licenses or authorizations and update this Policy to reflect the states in which services are available. Telehealth will never be provided in a state or location where it is not legally permitted.

Informed Consent to Telehealth

Consent Requirement. Clients must provide informed consent to receive telehealth services, consistent with New York and Indiana law and professional ethics. Before or at the first session, the client will review this Policy and any supplemental telehealth consent form. By proceeding with telehealth, the client confirms they understand the information provided and agree to the terms of telehealth treatment. The provider will document consent in the medical record. Consent is voluntary and may be withdrawn by the client at any time.

Right to Decline or Withdraw. The client may decline or discontinue telehealth at any time without penalty to their right to seek future services. If the client prefers not to use telehealth, or if telehealth is not clinically appropriate, the provider will discuss alternatives and provide referrals to other care, which may include in-person providers in the client’s area. Some MindView services are available by telehealth only; where that is the case, the provider will explain the available options and refer the client as needed.

Ongoing Reassessment. The appropriateness of continuing telehealth is assessed throughout treatment and discussed with the client. Telehealth is a well-established mode of therapy, but it may not suit everyone, and its suitability can change if the client’s circumstances change. If telehealth is no longer effective or appropriate, the provider will help arrange suitable alternative care, including referral to in-person services or crisis resources as needed. Raising concerns about telehealth will never, by itself, result in termination of services.

No Waiver of Rights. Consent to telehealth does not waive any right or protection under applicable law. The client retains all rights to confidentiality and to access their own health information, and the provider remains bound by the same standards of care and professional conduct that apply to in-person services.

Technology and Equipment Requirements

Required Technology. To participate, the client needs a device with a camera, microphone, and internet access (a smartphone, tablet, or computer). The client is responsible for securing an internet connection with adequate speed and stability for video. A private, secure, high-speed connection is recommended; public Wi-Fi should be avoided when possible. The telehealth platform is accessed through a modern web browser or the platform’s application, which may require installation before the first session.

Client Equipment. The client is responsible for ensuring their own device is functional, charged, updated, and compatible with the platform, and for installing any required application ahead of time. Before the first appointment, the client should test their device, camera, microphone, and connection. The Practice may offer a brief test connection or guidance before the first session.

Joining Sessions. At the scheduled time, the client must be ready to join through the secure link or application provided. The client is responsible for joining on time. If the client has trouble connecting, they should contact the provider or the office for assistance.

Approved Tools Only. Sessions are conducted only through the Practice’s HIPAA-compliant platform (currently SimplePractice’s telehealth video system) or another encrypted tool authorized by the Practice. Consumer applications such as FaceTime, standard Skype, or social-media video are not permitted for clinical sessions. Email and text are limited to scheduling and administrative matters. Therapy is not conducted by email or text, and any clinical correspondence outside of sessions becomes part of the medical record and is handled under applicable privacy standards.

Privacy, Security, and Confidentiality

HIPAA Compliance. The Practice conducts telehealth in compliance with HIPAA and all applicable confidentiality laws. The telehealth platform uses industry-standard security, including encryption of audio and video. All ePHI, including session notes and client records, is stored on secure, encrypted systems that meet or exceed HIPAA requirements. The Practice maintains a Business Associate Agreement (BAA) with SimplePractice. Session content is not stored on providers’ personal devices; all records are maintained in the secure EHR.

Confidentiality of Sessions. The confidentiality of telehealth sessions is legally and ethically equivalent to in-person sessions. Information disclosed during telehealth is confidential and protected, and will not be disclosed except with the client’s written authorization or as required by law (for example, in cases of imminent danger to self or others, mandatory reporting of abuse or neglect, or a valid court order).

Mandatory Reporting. Standard exceptions to confidentiality apply equally to telehealth. Providers remain bound by the mandatory reporting and duty-to-protect obligations of the state in which the client is located, including those of New York and Indiana. Using telehealth does not change these legal obligations.

Private Environment. Both the provider and the client conduct sessions from a private, quiet location where reasonable efforts have been made to prevent others from seeing or overhearing the session. Clients are encouraged to use a room with a door, avoid public or shared spaces, and use headphones when possible. If either party becomes aware of an interruption to privacy, they will inform the other, and the session may be paused until privacy is restored.

No Recording. Sessions are not recorded by the provider or the client without the prior written consent of both parties. The provider will not record sessions, and the client agrees not to record by audio, video, or screenshot. Any request to record would require a separate written agreement specifying scope and use, and such requests are generally discouraged. Unauthorized recording may result in termination of services. The telehealth platform does not record sessions by default, and the Practice does not enable recording in routine care.

Client’s Role in Security. No electronic system can be guaranteed fully secure. The Practice uses encryption and HIPAA-compliant technology to minimize risk but cannot eliminate it entirely. The client should take reasonable precautions on their own devices and networks: use a secure, password-protected connection; keep security software current; protect their login credentials and not share them; and avoid conducting sessions on public or shared devices. The Practice is not responsible for privacy breaches caused by the client’s failure to use secure practices on their own devices or networks.

Identity Verification. For security and clinical reasons, the provider may verify the client’s identity at the start of services, which may include viewing a government-issued photo ID by camera for new clients. The platform’s unique client login also serves as identity verification. The client agrees to represent their identity accurately at all times. Impersonation or misrepresentation is grounds for termination of services.

Breach Notification. In the event of a breach of unsecured PHI, the Practice will notify affected clients in accordance with HIPAA’s Breach Notification Rule and any stricter applicable New York or Indiana requirement, without unreasonable delay. Notification will describe, to the extent known, what occurred, the information involved, steps the client may take, and what the Practice is doing in response.

Telehealth Session Procedures and Conduct

Scheduling and Length. Telehealth sessions are scheduled through the Practice’s usual process. Individual therapy sessions are typically 50 minutes, unless otherwise arranged. The client should be ready to join a few minutes before the scheduled start to resolve any technical issues. The Practice’s standard cancellation and no-show policies apply to telehealth appointments.

Professional Standards. Telehealth is a professional service, and both provider and client are expected to conduct themselves as they would in an in-person session. The provider maintains professional attire, a neutral and distraction-free setting, and adequate lighting. The client is expected to be appropriately dressed and free from distractions. Sessions should not take place while the client is driving, working, or attending to others. If the client is in a situation that compromises safety or the therapeutic process, the provider may require rescheduling.

Client Environment. The client is responsible for creating a safe, private, and quiet environment: minimizing interruptions, silencing unrelated notifications, and informing others in the home that they should not be disturbed. Headphones are recommended when others are present. Where privacy cannot be assured, the session may be paused or rescheduled.

No Unapproved Participants. Only the scheduled client and the provider should be present, unless another person’s involvement is clinically appropriate and agreed in advance (for example, couples work or, in an emergency, a support person). The client is responsible for ensuring no unapproved person overhears or joins the session.

Location and Emergency Contact. At the start of each session, the provider will confirm the client’s current physical location and may confirm an emergency contact and phone number. This protects the client’s safety in the event of a crisis, so that emergency services can be directed to the correct location. The client agrees to provide truthful location information and to inform the provider promptly if their location has changed.

Technical Difficulties and Backup Plan. Because technology can fail, the provider and client will agree on a backup method of contact, usually telephone. At the start of treatment, they will confirm a phone number where the client can be reached during session time. If the video connection drops, the client should try to rejoin; if reconnection is not possible within a few minutes, the parties will use the backup phone contact to continue or reschedule.

Rescheduling. If technical problems prevent a meaningful session, the provider will handle it fairly on a case-by-case basis, either completing the session by another means, rescheduling at no charge, or applying the standard policy where appropriate.

Session Records. The provider documents telehealth sessions in the same manner as in-person sessions, noting that the encounter occurred by telehealth. All records are kept confidential in the secure EHR. The client may access their records as permitted by law through the Practice’s records-request process.

Emergency and Crisis Management

Not for Emergency Use. Telehealth is not appropriate for all emergencies. If the client is experiencing a life-threatening emergency, including serious suicidal thoughts with intent or a medical crisis, the client must not wait for a session. The client should call 911 or go to the nearest emergency room. The 988 Suicide and Crisis Lifeline is available by call or text for immediate mental health support. The Practice does not provide real-time emergency intervention by telehealth, and providers may not be available outside scheduled sessions.

Safety Planning. As part of intake, the provider and client will discuss a safety plan describing what steps will be taken if a crisis occurs during or between sessions, including warning signs, coping strategies, local resources, and emergency contacts.

During Sessions. If the provider assesses that the client is at risk of harm to self or others, or needs a higher level of care than telehealth can provide, the provider may take steps to protect safety. These may include encouraging the client to contact emergency services or go to an emergency room, contacting the client’s designated emergency contact, or, if necessary, contacting local emergency services to request a wellness check at the client’s location. By engaging in telehealth, the client understands the provider may disclose information as required to protect safety, consistent with legal and ethical standards. The provider will make reasonable efforts to discuss the plan with the client first, unless the situation is too urgent to permit delay.

Emergency Contact Use. If the provider cannot reach the client during a known crisis, or has serious concern for the client’s safety, the client’s emergency contact may be notified. This contact is used only in genuine emergencies. The client is responsible for keeping emergency contact information current and for choosing a person willing to act in that role. The provider will inform the client when the emergency contact has been called, whenever feasible.

Local Resources. The client should know their local emergency number and nearest hospital for the location where they will be during sessions. The provider may ask the client to identify the nearest hospital or crisis unit at the start of therapy, particularly if the client is not near the provider.

Limits of Provider Intervention. Because of the physical distance inherent in telehealth, the provider cannot take direct action beyond phone or online communication and cannot guarantee the timing of emergency response. The client agrees not to delay seeking in-person emergency help when needed.

Limitations of Telehealth

Telehealth is an effective, research-supported mode of therapy for many concerns, but it has limitations clients should understand.

Technical Limitations. Poor connectivity, software problems, or hardware failure may interrupt or degrade a session, sometimes at important moments. The Practice and client work together to reduce these issues, but a residual risk of inconvenience remains.

Reduced Non-Verbal Cues. Video and audio may not convey all body language and physical cues as fully as in-person contact, which can affect assessment and rapport. Both parties should communicate clearly and verbalize as needed. Some techniques that rely on physical presence may be adapted or may not be possible by telehealth.

Crisis Response. The inability to be physically present limits the provider’s ability to respond immediately in a crisis. Telehealth is not recommended for clients currently in acute crisis or with conditions that frequently lead to emergencies without immediate in-person support.

Not Suitable for All Conditions. Telehealth may not be appropriate for certain individuals or conditions, including active psychosis that severely impairs communication, severe substance intoxication during sessions, frequent violent or explosive behavior, or acute suicidal or homicidal intent requiring close supervision. In such cases, in-person treatment or a higher level of care may be recommended. The Practice reserves the right to determine that telehealth is not clinically appropriate and to decline or discontinue telehealth on that basis, always with appropriate referrals and never to abandon a client.

Privacy Risks. Telehealth introduces privacy risks that would not exist in a controlled office, such as others overhearing or the theoretical compromise of digital communication. The client accepts these risks and agrees to follow recommended precautions.

Efficacy Differences. For some clients, building rapport through a screen can be more challenging, and some modalities that rely on physical presence or materials may not translate fully. The provider adapts methods appropriately, and the client is encouraged to raise any concerns about effectiveness so the approach can be adjusted.

Advantages. Telehealth also offers meaningful benefits, including convenience, access for those who cannot travel, and the comfort of being in one’s own environment. For many common concerns, research supports telehealth as comparably effective to in-person care. The Practice offers telehealth because it expands access while maintaining clinical quality.

Accessibility and Language Access

Accommodations. The Practice is committed to accessible care. Clients who need accommodations to participate in telehealth are encouraged to contact the office so reasonable arrangements can be made where feasible.

Language Access. Clients who prefer to receive services in a language other than English, or who need interpretation, are encouraged to notify the office. The Practice will work to arrange appropriate language support consistent with clinical and confidentiality standards.

Client Responsibilities

By participating in telehealth, the client agrees to the following.

• Accurate Information. Provide true and current information about identity, contact details, and physical location at each session, and promptly report any changes to phone number, address, or emergency contact.
• Secure Environment. Take reasonable steps to keep each session private and free from interruption, including ensuring others cannot overhear.
• Technology Preparation. Keep the device charged and updated, install any required application in advance, and be ready at the session start time. Seek help with the technology before the session if unfamiliar with it.
• Prompt Communication. Notify the provider as soon as possible if unable to attend or running late. Use the client portal or the office line for scheduling and administrative matters, and do not use text or standard email for sensitive clinical issues.
• Emergency Plan. Participate in creating the safety plan and follow it if a crisis arises, using identified crisis resources, the emergency contact, or emergency services rather than waiting.
• No Recording or Distribution. Do not record, screenshot, or share any portion of a session, and do not forward session links to unauthorized persons.
• Insurance and Billing Honesty. Provide accurate insurance information, report changes, and understand responsibility for payment where a service is not covered. Do not misrepresent a telehealth session as in-person for insurance purposes; claims will accurately indicate that services were provided by telehealth.
• Licensure Compliance. Inform the provider in advance of any session from a new location. Understand that services may be paused if the client is in a state where the provider is not licensed, and do not misrepresent location to circumvent licensure law.
• Follow Clinical Recommendations. Give good-faith consideration to reasonable clinical recommendations, including referrals to a higher level of care or in-person services, and communicate any decision to decline so risks can be discussed.

Provider Responsibilities

MindView Therapy and its providers agree to the following.

• Standard of Care. Deliver telehealth with the same standard of care, professionalism, and ethics as in-person services, consistent with professional guidelines for telebehavioral health.
• Licensure and Competence. Practice telehealth only in states where licensed, maintain licenses in good standing, and pursue appropriate training in telehealth delivery and remote emergency management.
• Informed Consent. Explain the telehealth process, answer questions about this Policy, obtain and document consent, and provide license information and a means for the client to verify credentials. Never pressure a client to use telehealth against their preference.
• Privacy Measures. Conduct sessions from a private location on secure devices and networks, close unrelated programs, and take care that no one can overhear the client’s information.
• No Improper Recording or Handling. Not record sessions without explicit written consent and a documented reason, and handle all records and any transmitted PHI securely and in compliance with HIPAA.
• Communication. Clarify how clients may reach the provider between sessions for routine matters, respond within a reasonable timeframe (typically one business day for routine matters), and make clear that providers are not available for emergencies, for which crisis resources should be used.
• Emergency Protocols. Develop a safety plan with each client, keep relevant emergency information accessible, and act on the plan when needed, using professional judgment consistent with legal and ethical standards.
• Therapeutic Effectiveness. Monitor progress and engagement, address technical or modality-related obstacles, and discuss alternatives with the client if telehealth appears to be limiting care.
• Duty to Refer or Discontinue. If telehealth is clearly not effective or appropriate, inform the client and recommend alternatives, discontinuing telehealth only when in the client’s best interest and with appropriate referrals, conducted ethically and never as abandonment.

Fees and Insurance

Telehealth services are billed at the same fee rate as equivalent in-person services. There is no additional charge for delivering a session by telehealth. A telehealth session is generally treated as a substitute for an in-person session and is subject to the same copayment, deductible, or fee schedule that applies.

Insurance Coverage. Many plans cover telemental health comparably to in-person therapy, and both New York and Indiana have parity requirements affecting telehealth coverage. Coverage still varies by insurer and plan. The client is responsible for verifying their own coverage for telehealth before starting, including any special requirements. The Practice can provide procedure codes and information the insurer may need, but the responsibility to confirm coverage rests with the client. If a plan does not cover telehealth, the client is responsible for the full session fee, as with any uncovered service.

Out-of-State Considerations. Some plans limit coverage when the client is located outside their home state, or require the provider to be licensed in the client’s state. Clients participating from a different approved state should confirm how their plan handles this. Where sessions are not covered, the client may need to self-pay or postpone until coverage applies.

Private Pay. For clients not using insurance, fees are set out in the financial agreement and typically match in-person session fees. Payment is handled securely through the client portal or an authorized secure payment method.

Billing Procedure. After each session, the provider documents the encounter with the appropriate telehealth code and modifier. The Practice charges the payment method on file or submits a claim as applicable. The client is responsible for copays and coinsurance and for maintaining a valid payment method. Where a technical problem disrupts a session, billing will be adjusted fairly.

Cancellation Policy. The Practice’s standard cancellation policy applies to telehealth, including a 24-hour notice requirement to avoid a late-cancellation or no-show fee, as described in the financial agreement. Technical problems within the client’s control that prevent a session may be treated as a no-show. Outages or issues on the provider’s side will not count against the client. Both parties are expected to act in good faith.

Cross-State and Future Expansion Considerations

Clients Temporarily in Another State. If an established client travels to or temporarily resides in another state, they must inform the provider in advance. The provider will determine whether they can lawfully continue sessions during that period. Some states permit limited practice for continuity of care; many do not. Where the provider cannot lawfully provide services, therapy may be paused or referred until the client returns to an approved state.

Interstate Compacts and Additional States. As MindView Therapy’s providers obtain authority to practice in additional states, the Practice will update this Policy to list those states. Clients may ask their provider which states are currently covered. The Practice will not begin a session in an unapproved state.

International Sessions. This Policy is focused on telehealth within the United States. Services to clients located outside the United States are generally not available and would be considered only on a case-by-case basis in compliance with applicable law. Clients should be aware that HIPAA protections may not apply abroad.

Applicable Law. A telehealth interaction is treated as occurring both at the provider’s licensed location and at the client’s location. Both New York or Indiana law, as applicable, and the law of the client’s location may govern. Where laws conflict, the Practice follows the stricter or more applicable requirement and seeks guidance from counsel or licensing boards as needed. Clients are not expected to navigate these complexities; the Practice will inform the client if any legal constraint requires a change in how services are provided.

Modification of This Policy

MindView Therapy may update this Policy to remain compliant with changing law or to improve safety and service quality. Clients will be notified of material changes by email, through the client portal, or by notice on the Practice’s website, and the current version will always be available on the website. Continued use of telehealth services after a change constitutes acknowledgment and acceptance of the updated terms. Where a regulatory change requires different procedures, the Practice will implement them promptly. In the event of any conflict, applicable law supersedes this Policy.

Acknowledgment and Acceptance

This Telehealth Policy is provided to all clients for informational purposes. By scheduling or participating in a telehealth session with MindView Therapy, you acknowledge that you have read and understood this Policy and agree to abide by its terms. While no physical signature is collected on this web page, your voluntary participation in telehealth services implies consent to the practices described above. If you have any questions about this Policy or about telehealth at MindView Therapy, please discuss them with your provider or contact our office before continuing with telehealth sessions.

MindView Therapy is committed to protecting your privacy, ensuring the quality of your care, and upholding legal and ethical standards in all telehealth services.

Contact Information

For questions about this Policy or to request a copy, contact MindView Therapy:

• Phone: (646) 493-4007
• Email: admin@mindviewtherapy.com
• Administrative Office: 89-14 Parsons Boulevard, Suite 24, 5th Floor, Jamaica, NY 11432
• Office Hours: Monday through Friday, 9:00 AM to 5:00 PM; Saturday, 12:00 PM to 5:00 PM (Eastern)

For any concern specifically related to telehealth services, ask to speak with our administrative team for assistance.