The following policies and procedures are established to create a safe, respectful, and effective environment with the highest quality of care for all clients. 

Policies

1. Non-Discrimination Policy: 

• There is no toleration of discrimination on the basis of age, appearance, attire, creed, disability, economic status, education, gender, handicap, intelligence, neighborhood, personal preferences, political preferences, primary language, profession, race, religion, residence, second language, social status, speech, or weight.

• I will provide a safe, welcoming, and respectful environment for all clients.

2. Financial Policies:

1. Fee Structure and Payment Methods:

• All fees for biofeedback services, including individual sessions, packages, and any additional services, will be clearly communicated to clients prior to the commencement of treatment.

• A detailed price list is available upon request and is also displayed in the office.

• Payments are accepted in the form of cash, credit/debit cards, or other electronic payment methods.

• No checks of any kind will be accepted

• Full payment is due at the time of service unless a prior arrangement has been made.

2. Insurance Payments and/or Reimbursements:

• Clients with health insurance should familiarize themselves with their policy’s coverage for biofeedback services.

• For insurances accepted, the practice will bill the insurance company directly. However, clients are responsible for any co-pays, deductibles, or non-covered services at the time of their appointment.

• For clients with out-of-network benefits, a superbill can be provided for potential reimbursement.

3. Cancellation, and Refund Policy:

• The practice has a 24-hour cancellation policy. Clients failing to cancel or reschedule at least 24 hours before their appointment may be charged a cancellation fee.

• No-shows may incur a fee equivalent to the cost of the missed session.

• Exceptions may be made for emergencies or unforeseen circumstances at the discretion of the practitioner.

• Prepaid packages for multiple sessions are offered at a discounted rate. These packages are non-refundable but transferable to another client upon request.

• Refunds for other services or products will be considered on a case-by-case basis, and a processing fee may apply.

4. Outstanding Balances:

• Clients are expected to settle any outstanding balances promptly. Failure to do so may result in a temporary suspension of services.

• Payment plans can be arranged for clients facing financial hardship.

5. Annual Fee Adjustments:

• The practice reserves the right to adjust service fees annually. Clients will be notified of any changes in advance.

6. Financial Assistance and Sliding Scale Options:

• If a client is experiencing financial hardship, they are encouraged to discuss this with the practice. 

• We aim to provide accessible services and may offer a sliding scale or payment plan options.

7. Statements and Receipts:

• Detailed statements and receipts will be provided for all services rendered. 

• These can be used for insurance reimbursement or tax purposes.

3.   Client Responsibility:

• Clients are encouraged to actively participate in their treatment plans and provide honest feedback about their progress and concerns.

• Clients are responsible for attending scheduled appointments and adhering to the agreed-upon treatment protocols.

4.   Reporting Abuse and Illegal Activities:

• As a mandated reporter, I am obligated to report any observed or suspected abuse or neglect of children, elders, and dependent adults to the appropriate authorities.

• Any illegal activities observed or reported during the course of treatment will also be reported in accordance with legal and ethical guidelines.

5.   Scope of Practice:

• Encompasses the use of a non-invasive brainwave relaxation training device to teach clients how to take responsibility for their own health and well being. 

• My role includes conducting assessments, developing individualized training plans, and guiding clients through biofeedback exercises.  However, it does not extend to diagnosing or treating medical diseases or disorders, prescribing or administering medication,  or providing manual adjustments to the body of any kind. Collaboration with other healthcare professionals may be involved for comprehensive care (see Referral Policy for details).

6.  Standard of Care:

• I will adhere to the principles outlined in the PROFESSIONAL CODE OF CONDUCT.

• I am committed to uphold the highest standards of integrity and professionalism in my biofeedback practice.

7.   Referral Policy

• My clients health and well being is the top priority of this practice. If a client presents a symptom or condition beyond the scope of practice of a biofeedback specialist, they will be referred to an appropriate licensed and/or certified professional that agrees with my holistic approach to healing and will take my clients health and well being as seriously as I do.

Procedures

1. Client Records

A. Client Intake Forms:

• At the first visit, clients complete intake forms that gather essential information such as personal details, medical history, reasons for seeking biofeedback, and any previous treatments.

• Include consent forms that explain the biofeedback process, risks, benefits, and confidentiality policies.

B. Initial Assessment Documentation:

• Document the findings of the initial assessment, including any specific conditions or issues the client wants to address with biofeedback.

• Record baseline measurements or observations that can be used to track progress over time.

C. Session Notes:

• After each session, promptly record notes detailing what occurred during the session. This includes the type of biofeedback used, client responses, progress made, and any adjustments to the treatment plan.

• Notes should be concise, factual, and include any client feedback or concerns.

D. Progress Tracking:

• Maintain records of the client’s progress, including changes in symptoms, improvements in biofeedback measures (like heart rate variability, muscle tension, etc.), and any subjective feedback from the client.

• Use graphs or charts if helpful to visually represent progress over time.

E. Confidentiality and Security:

• Ensure all records are kept confidential and secure, in compliance with privacy laws like HIPAA (Health Insurance Portability and Accountability Act) in the U.S.

• Use locked filing systems for paper records and encrypted, password-protected systems for digital records.

F. Regular Updates:

• Update client records after each session to ensure they accurately reflect the current status and progress of the client.

• Include any changes in the client’s medical condition or personal circumstances that might affect biofeedback entrainment.

G. Client Access:

• Clients will gain access to their records upon a written request. 

• Clients will be able to review or obtain copies of their records while ensuring the security and confidentiality of other clients' information.

H. Record Retention:

• Client records will be retained for the legally required duration in the current jurisdiction of this biofeedback practice. After this period, these records will be securely disposed of to protect client privacy.

I. Compliance with Laws and Regulations:

• Stay informed about and comply with all local and federal laws regarding client records, including those pertaining to health care, privacy, and data protection.

2. Operating Equipment

1. Equipment Preparation:

• Prior to each session, ensure that the biofeedback equipment is properly set up and functioning correctly.

• Prepare the environment to be conducive for biofeedback training — it should be quiet, comfortable, and free from distractions.

2. Client Preparation:

• Explain the process to the client, including what biofeedback is, how the equipment works, and what they can expect during the session.

• Obtain informed consent for the use of biofeedback equipment and any information needed under demographics to perform a stress reactivity measurement on the client. 

• Make sure the client is comfortable and relaxed before starting the session.

3. Harness Attachment:

• Attach the head harness around the client's head making sure the electrodes are touching the forehead.

• Attach the wrist harnesses to the client’s wrists as indicated on the

• Attach the angle harnesses to the client’s ankles as indicated on the

4. Calibration:

• At the start of each day, before calibrating the first client,  do a computer neutralization and remove any abnormal anomalies from the environment. 

• Fast track calibration  - if calibration is less than 90% click adjust calibration until >90% calibration is achieved. 

5. Baseline Measurement (Test): 

• Record a baseline measurement of stress reactivity with the client in a relaxed state. This provides a reference point for assessing changes during the session.

6. Monitoring and Feedback:

• Monitor how the client is feeling throughout the session.

• Motor the physiological stress reactions of the client.

• Look for clues to help the client discover the underlying cause of the stress and symptoms they are experiencing .

• Provide real-time feedback to the client. This could be through visual displays, audio signals, or other forms of feedback that the equipment offers.

7. Guiding the Client:

• Instruct the client on how to interpret the feedback and use it to gain control over their physiological stress responses.

• Encourage relaxation techniques

• or specific mental strategies relevant to the type of biofeedback being conducted.

8. Adjustments During Session:

• Monitor the equipment and client responses throughout the session. Make adjustments as needed, either to the equipment settings or to the client’s techniques, to optimize the biofeedback process.

• Ensure that the client is comfortable and that the harnesses are maintaining proper contact.

9. Session Conclusion:

• Gradually conclude the session, allowing the client’s physiological responses to return to a normal resting state.

• Remove harnesses carefully, ensuring the client’s comfort.

10. Post Session Review:

• Discuss the session with the client. Review the data collected and assess the client’s progress in learning to control physiological stress responses.

11. Equipment Maintenance:

• After the session, properly clean and store the biofeedback equipment following the manufacturer’s guidelines.

• Regularly check the equipment for any needed maintenance or calibration to ensure accurate readings in future sessions.

Adherence to these policies and procedures ensures the following:

• The biofeedback services provided meet the highest standards of professional conduct and care. 

• Comprehensive, up-to-date, and secure records are properly maintained for each client.

• This practice facilitates legal compliance.

• All biofeedback equipment is used safely and effectively per manufacturer guidelines.