Welcome to my counselling practice. This document contains important information about my practice and your counselling process. Please read this carefully and feel free to ask any questions about this information at any time. Once you have e-signed this document, it will be assumed that you agree to each point discussed below.
1. Professional Information and Registration
I am a registered counsellor with the Health Professions Council of South Africa (HPCSA). My registration number is PRC0038229 in the category of Psychology. I practice within the scope defined by the HPCSA's ethical rules and professional conduct guidelines.
I am a member of the Board of Healthcare Funders with practice number 0963828 and maintain professional indemnity insurance for my practice.
2. What Counselling Is: Informed Consent
Counselling is a process in which we discuss your challenges, problem-solve together, and find understanding about your experience of your world. I work from evidence-based psychological perspectives and therapeutic approaches suitable to your individual needs and goals.
Important limitations:
I do not prescribe medication and I do not diagnose or treat mental illness.
There is no guarantee that I will be able to give you the results you want.
If I establish that your needs or goals are beyond my training and scope of practice, I may need to refer you to a reliable specialist such as a clinical psychologist or psychiatrist. If this becomes necessary, I will discuss it with you and we will agree on mutually acceptable options for you to choose from.
You are responsible for terminating the counselling process if you feel that you are not benefiting from it.
Our counselling process is not intended for assessment or psycho-legal purposes.
Your rights:
- You have the right to ask questions about my qualifications, approach, and methods at any time
- You have the right to terminate counselling at any point
- You have the right to request a referral to another practitioner at any stage
3. My Working Hours, Emergency Services, and Crisis Support
I do not offer emergency services and only work within business hours (Monday to Friday, exlcuding public holidays, 9:00 to 17:00).
In the case of a mental health emergency that cannot wait for our agreed upon session time, you will need to access an emergency service as soon as you can.
Emergency contacts:
Emergency Medical Services (National): 10177
SADAG Crisis Line (toll-free, 24/7): 0800 567 567
Lifeline (free counselling helpline): lifelinejhb.co.za or 011 728 1331
ER24: 084 124
Netcare 911: 082 911
Your nearest hospital emergency department
What constitutes a mental health emergency:
Thoughts of harming yourself or others, especially if you are putting together a plan and have a timeline
Severe panic attacks or anxiety that you cannot manage
Psychotic episodes or severe confusion
Substance abuse emergencies
Any situation where you feel mentally or emotionally out of control and unable to regulate yourself
After-hours protocol:
Out of session contact should be over email or text message for non-urgent matters.
I can usually respond within one business day during office hours (Monday-Friday, excluding public holidays, 9:00-17:00).
For urgent but non-emergency situations, please clearly mark your message as "URGENT".
4. Confidentiality and Privacy
All mental health practitioners are legally bound by confidentiality. This means that I cannot divulge or release any of your personal details without your written consent, except in the specific circumstances outlined below.
4.1 Limits to Confidentiality
There are certain legally mandated limits to confidentiality designed to protect you and those around you. If I need to break confidentiality, I will always do my best to discuss it with you first. I will only release relevant and necessary information, with due regard to your privacy, dignity, and right to self-determination.
Confidentiality may be broken in the following circumstances:
- If I believe that you intend to harm yourself or someone else
- If you disclose intention to commit a crime or admit to having committed a crime
- If you disclose abuse of a vulnerable person (including women, children, elderly, or disabled individuals)
- If I am subpoenaed by a court of law
- If I refer you to another practitioner (with your permission)
- For supervision and professional consultation purposes (see Section 4.2)
4.2 Professional Supervision and Consultation
Mental health practitioners work within a structure of supervision by more experienced practitioners. I may consult with my supervisor or professional peers about your case to ensure I am delivering the best possible service to you. My supervisor and peers are bound by the same confidentiality and ethical standards that I am.
For training and professional development purposes:
I may use anonymized elements of your case for training and professional development.
Your identity and any identifying particulars will be completely protected.
No identifying information about you will ever be shared in this context.
4.3 Electronic Privacy and Data Protection
Data processing and storage:
I generate invoices, case notes, and other records electronically.
All invoices and records are created within password-protected apps and stored on password-protected devices.
I use password-protected email accounts for communication.
I use reputable, secure service providers to ensure the safety of your records.
POPIA Compliance: In accordance with the Protection of Personal Information Act (POPIA), I collect and process your personal information for the following purposes:
- Providing therapeutic services
- Billing and medical aid claims
- Professional record-keeping and case management
- Legal and professional compliance requirements
Your rights under POPIA:
- Right to access your personal information
- Right to correct inaccuracies in your information
- Right to request deletion of your information (subject to professional and legal obligations)
- Right to object to processing of your information
- Right to lodge a complaint with the Information Regulator
Data retention:
Clinical records will be retained for 15 years after our last contact, as required by HPCSA guidelines. After this period, records will be securely destroyed.
You may request copies of your records (session times, session content) at any time. I do not provide formal reports and do not share my own notes that I use to conceptualise your case. This is because the technical langauge I use can be confusing and, in some cases, triggering. You are welcome to ask any questions you have about my conceptualisation of our process.
Data security limitations:
I cannot absolutely guarantee the safety of electronic records due to inherent risks associated with internet usage.
If you are uncomfortable with electronic storage and transmission of your records, please discuss alternative arrangements with me.
5. Telehealth and Online Sessions
I use Microsoft Teams for online sessions because of its high-level security features and POPIA compliance.
Technical requirements for your sessions:
- Stable internet connection
- Device with camera and microphone
- Quiet, private space for sessions
- Backup plan for technology failures (Eg. mobile hotspot, Teams installed on another device)
Online session protocols:
Sessions may be interrupted by technology failures - we will reschedule the remaining time if conversation becomes too difficult.
Please ensure you are in a safe, private location for sessions.
Recording of sessions by either party is not permitted without explicit written consent.
If you cannot access the required technology, please inform me to arrange alternative communication methods.
If MS Teams is not suitable for you, please discuss alternatives with me.
6. Artificial Intelligence Note-Taking Services
I may use AI-powered note-taking software during our sessions to assist with session documentation and intervention planning.
How AI note-taking works:
This technology processes audio from our sessions to generate session summaries and treatment notes.
All AI processing is conducted through a secure, POPIA-compliant platform with end-to-end encryption, called Heidi Health. You can learn more about this app here: www.heidihealth.com
Audio recordings are processed in real-time and are not permanently stored.
Audio data is deleted immediately after processing.
AI-generated notes are reviewed, edited, and approved by me before being saved to your file.
The technology may occasionally misinterpret spoken content, which is why all notes undergo clinical review before being saved.
Your consent and rights:
- You have the right to decline the use of AI note-taking without affecting the quality of your counselling.
- You may withdraw consent for AI note-taking at any time
- You have the right to review AI-generated notes about your sessions but I recommend that we view this together so that I can "translate" any technical langauge.
7. Medical Aid and Billing Information
ICD-10 Diagnostic Codes: Medical aids require mental health practitioners to submit ICD-10 diagnostic codes for claims to be processed. By signing this document, you give me permission to include an appropriate ICD-10 code on invoices and receipts. This is not a diagnosis, just the closest descriptive category that matches your experience.
Your rights regarding diagnostic codes:
You have the right to request a non-disclosure code on your receipt.
Please note that using a non-disclosure code may result in your medical aid refusing reimbursement.
You may discuss concerns about diagnostic codes with me at any time.
8. Fees, Cancellations, and Billing
Fee structure:
- R600.00 per 60-minute individual session
- R300.00 for a 30-minute session
- R800.00 for an 80-minute couples' session
My fees are based on current medical aid rates. Your payment for a full session is for 50 minutes of consultation plus 10 minutes of administration per session.
Payment policy: I run a cash practice and so I require that my clients pay me directly for sessions. If you have medical insurance, you can use your invoice to claim the fee back for yourself. If your medical insurance requires more information than what is stated on my invoices, you can email me to request a more comprehensive receipt.
Payment methods accepted: EFT only
Payment must be received before each session. This arrangement means that we can avoid contracts around settling payments and debt collection.
If no payment and no communication is received before the session time, the session will not proceed.
If you are not able to pay for your session ahead of time but will be able to pay soon after, please don't hesitate to discuss this with me ahead of the session time so that you do not have to miss any sessions.
Sessions must be cancelled with at least 24-hours notice (or by noon on Friday for Monday sessions).
Cancelled sessions will be forfeited unless:
You provide adequate notice as stated above, OR
You reschedule within the same week as the original booking
I cannot refund fees for sessions not suitably rescheduled or cancelled without proper notice.
Billing procedures:
Invoices and receipts will be sent to the email address that you provide me with. It is your responsibility to keep your contact details updated.
Accounts are assumed to be correct unless you notify me in writing of any billing errors within 7 days.
You are responsible for settling accounts for yourself and any dependents
If you are unable to settle an account, please discuss payment arrangements with me as soon as possible so that we can negotiate your ongoing mental healthcare.
9. Consumer Protection and Complaints
In accordance with the Consumer Protection Act:
- You have the right to clear information about services and fees
- You have the right to fair and responsible marketing and honest dealing
- You have the right to choose freely whether to enter into this agreement
Complaint resolution:
If you have concerns about my service, please discuss them with me directly first. You may submit a complaint in writing, over email. I will then review your complaint, seek supervision or other consultation, and then provide you with feedback about the outcome of your complaint.
If the matter cannot be resolved directly, you may lay a complaint:
Health Professions Council of South Africa (HPCSA): 012 338 9300 or visit www.hpcsa.co.za
You have the right to terminate counselling services at any time.
10. Indemnity and Limitations
Professional limitations:
I cannot be held liable for damages or losses resulting from counselling, advice, recommendations, or referrals to other practitioners, except in cases of gross negligence or professional misconduct.
The counselling process may temporarily increase emotional vulnerability.
While I will try to anticipate challenges to your functioning, I cannot be held responsible for actions or events occurring after sessions or as a result of the counselling process.
If counselling outcomes do not meet your expectations, this does not constitute grounds for legal action, provided services were delivered within professional standards.
Your responsibilities:
You hold me and my practice harmless from claims arising from the counselling process, except where gross negligence or professional misconduct can be proven.
You acknowledge that counselling involves emotional risks and benefits.
You commit to open communication about your experience in counselling and report it to me if you are dissatisfied with the process in any way.
11. Modifications and Authorizations
No person other than myself is authorized to alter, elaborate on, or excuse any of the terms and conditions in this document. Any changes will be made in writing and require mutual agreement.
This agreement is governed by South African law.
12. Consent and Agreement
By signing below, I acknowledge that:
- I have read and understood this document
- I have had the opportunity to ask questions about any aspect of this agreement
- I understand my rights and responsibilities as outlined above
- I consent to counselling services under these terms and conditions
- I understand that I may withdraw from counselling at any time