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Effective Date: January 29, 2026

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At The Brain Hack Psychiatric Consulting & Coaching, clear and respectful communication is an essential part of quality care. This policy is designed to support timely responses, protect your privacy, and maintain appropriate clinical boundaries while fostering a professional therapeutic relationship.

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Methods of Communication

We offer several ways to communicate with our practice for administrative and clinical needs:

• Secure Client Telehealth sessions through headway or other HIPAA compliant EMR specified on site: Recommended for clinical communication, documents, and confidential messaging

• Phone: Appropriate for scheduling and time-sensitive administrative matters

• Email: Intended for general inquiries only and should not be used to share sensitive personal or medical information

To help protect your privacy, sensitive clinical matters should be communicated through secure platforms whenever possible.

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Response Times

We strive to respond to messages within 1–2 business days during regular business hours. Messages received outside of these hours will be addressed on the next business day.

Please note that response times may be longer during weekends, holidays, or periods of provider unavailability.

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Emergencies and Urgent Needs

Communication channels associated with this practice are not monitored continuously and are not appropriate for urgent or crisis situations.

If you are experiencing a mental health emergency, please call 911, go to the nearest emergency room, or dial 988 for the Suicide & Crisis Lifeline.

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Appropriate Use of Messaging

Messaging is best suited for brief updates, logistical questions, or non-urgent matters. Complex clinical concerns, medication changes, or sensitive topics are typically best addressed during a scheduled appointment to ensure thoughtful, comprehensive care.

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Professional Boundaries

To preserve the integrity of the therapeutic relationship:

• Communication may occur only through approved practice channels

• Contact through personal phone numbers, social media, or other informal methods is not permitted

• Providers may not respond to clinical matters outside established communication pathways

These boundaries help ensure consistent, ethical, and high-quality care.

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Electronic Communication Risks

While we take meaningful steps to protect your information, electronic communications carry inherent privacy risks. By choosing to communicate electronically, you acknowledge and accept these risks.

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Commitment to Respectful Care

We are dedicated to maintaining communication that is professional, attentive, and supportive. Clear expectations allow us to focus on what matters most — delivering safe, thoughtful, and effective care.

Questions or Administrative Support:
holly@brainhackpsych.com
(904) 849-9825