Practice Policies

Therapy is an intentional commitment. These policies are designed to create a steady, protected container that supports your healing, respects your time and mine, and honors the therapeutic space.

By engaging in mental health therapy services with Regina Filomeno, LCSW (hereinafter referred to as “Regina Filomeno, LCSW” or “Regina”), you agree to the following terms and conditions. Clients receiving services through third-party platforms such as SonderMind and Grow Therapy are also subject to each platform’s respective terms and conditions of service. In the event of a conflict, platform-specific policies will take precedence where explicitly outlined.

Client Rights & Responsibilities

Therapy is a collaborative and professional relationship built on mutual respect, trust, and clear boundaries. The following outlines your rights as a client, as well as shared responsibilities that support effective and ethical care.

Client Rights

As a therapy client, you have the right to:

  • Privacy and Confidentiality: Your personal information and therapy content are protected by law and professional ethics. Information is kept confidential except in legally required situations (such as risk of harm to self or others, abuse or neglect of a minor, elder, or dependent adult, or court order).

  • Informed Consent: To receive clear information about therapy services, treatment approaches, risks and benefits, fees, policies, and your right to ask questions or withdraw consent at any time.

  • Respect and Dignity: To be treated with respect, cultural humility, and nonjudgment regardless of identity, background, beliefs, or lived experience.

  • Participation and Choice: To collaborate in treatment planning, set goals, give feedback, and decline or pause any intervention that does not feel supportive or appropriate.

  • Access to Records: To request access to your clinical records in accordance with Illinois law and platform policies.

  • Ethical Care: To receive services that adhere to professional standards, licensure requirements, and the NASW Code of Ethics.

Client Responsibilities

To support a productive therapeutic process, clients agree to:

  • Attend Sessions Reliably: Honor scheduled appointments and provide timely notice if changes are needed, in accordance with cancellation policies.

  • Engage Honestly: Share openly and authentically to the extent you are able, while recognizing that pacing and readiness are respected.

  • Respect Boundaries: Use therapy sessions for therapeutic work and follow communication guidelines for contact outside of sessions.

  • Maintain a Safe Environment: Participate in sessions from a private, confidential, and distraction-free space when engaging in telehealth. Therapy sessions will not be conducted while client is in a moving vehicle, or as a passenger in a vehicle or while riding on public transportation.

  • Substance and Session Safety: For your safety and to ensure sessions are effective, please attend therapy free from alcohol or drugs. Smoking or vaping is also not permitted during sessions, including telehealth appointments. This helps create a safe, focused, and supportive environment for your work together.

  • Communicate Needs and Concerns: Bring questions, feedback, or concerns about therapy, boundaries, or policies into session when possible.

Therapist Responsibilities

As your therapist, Regina Filomeno, LCSW commits to:

  • Providing Ethical, Competent Care: Practice within scope, training, and licensure, and seek consultation or referral when appropriate.

  • Protecting Confidentiality: Safeguard your privacy and handle records responsibly in compliance with state and federal law.

  • Maintaining Professional Boundaries: Uphold clear therapeutic boundaries and avoid dual relationships that could impair objectivity or safety.

  • Creating a Respectful Space: Offer a therapy environment that is nonjudgmental, collaborative, trauma-informed, and supportive.

  • Transparency: Communicate clearly about policies, limits of confidentiality, fees, and changes that may impact services.

Mutual Respect & Therapeutic Etiquette

Therapy works best when both client and therapist approach the relationship with care and respect. This includes maintaining appropriate language and behavior, honoring time and boundaries, and engaging in therapy as a shared process rather than a transactional service.

If concerns arise about fit, boundaries, or expectations, these can be discussed openly in session. In some cases, referral to a different provider may be recommended to best support client needs.

Questions, Concerns, & Grievances

Clients have the right to raise questions or concerns about services, boundaries, or ethical care at any time. Whenever possible, concerns are encouraged to be discussed directly in session so they can be addressed collaboratively and transparently.

If a concern cannot be resolved within the therapeutic relationship, clients may also contact the Illinois Department of Financial and Professional Regulation (IDFPR) to file a complaint regarding professional conduct. This option is always available and will not result in retaliation or penalty for the client.

Therapy is a voluntary service, and either the client or therapist may request to pause or end services when it is clinically appropriate or when the therapeutic relationship is no longer a good fit.

Recording & Social Media Policy

Recording of Sessions To protect confidentiality, privacy, and the integrity of the therapeutic space, clients may not record therapy sessions (audio or video) without explicit written consent from Regina Filomeno, LCSW. Recording sessions without consent is not permitted.

Social Media Boundaries To maintain ethical and professional boundaries, Regina does not add or accept therapy clients on personal social media accounts, including personal Facebook pages.

Clients are welcome to follow or subscribe to Regina’s professional or public content on platforms such as Instagram, YouTube, and Pinterest. Engagement on these platforms is informational and educational only. Therapy, clinical advice, or individualized support will not be provided through social media, comments, direct messages, or other public or private online spaces.

Clients are encouraged to bring any therapy-related questions, concerns, or reflections into scheduled sessions, where they can be addressed thoughtfully and confidentially.

Cancellation Policy

  • Appointments may be cancelled or rescheduled up to 24 hours in advance through the scheduling platform or by emailing healingwithregina@gmail.com

  • Cancellations made with less than 24 hours’ notice are subject to a late cancellation fee and are typically not refundable.

  • This policy allows Regina to reserve time intentionally for each client and maintain availability for those seeking care.

Emergency Cancellation Policy

  • Each client is granted up to two (2) emergency cancellations per six-month treatment planning period.

  • Payment from an emergency-canceled session may be applied to a future appointment at no additional charge.

  • Emergency cancellations are intended for unexpected events such as sudden illness or urgent family circumstances.

Late Policy

  • A 15-minute grace period is provided for late arrivals.

  • Session time cannot be extended to make up for missed minutes.

  • Arrivals after the 15-minute window are considered a no-show and will be charged accordingly.

No-Show Policy

  • Missing an appointment or canceling without 24 hours’ notice is considered a no-show.

  • A no-show fee may be assessed up to the full session fee, in accordance with platform and insurance policies.

  • After three (3) no-shows within a six-month treatment period, clients may be discharged from services.

  • Clients discharged due to attendance challenges may request to resume services after one (1) year, subject to availability.

Refund Policy

  • Payments for therapy sessions are non-refundable.

  • For self-pay clients, payments from sessions canceled in accordance with policy may be applied to a future appointment.

Telehealth Policy

Clients participating in telehealth services agree to the following:

  • Sessions must be conducted from a private, confidential space without interruptions, distractions, or the presence of others.

  • Clients must commit to the full scheduled session length (typically 30–60 minutes).

  • A stable internet connection and use of a computer, tablet, or smartphone are required for session quality.

  • Clients must confirm their physical location at the start of each session.

  • Clients must be physically located within the state of Illinois for the entire duration of the session, in accordance with licensure law.

If these conditions cannot be met, the session may need to be rescheduled and may be subject to late or no-show policies.

Communication Policy

  • Email communication is reserved for administrative matters only, including scheduling, billing, and paperwork.

  • Therapeutic support, processing, and clinical conversations occur within scheduled sessions.

  • Messages sent through platforms are not monitored continuously and should not be used for urgent matters.

Crisis & After-Hours Policy

  • Regina does not provide crisis intervention or after-hours care.

  • If a client presents in active crisis at the start of a scheduled outpatient session, appropriate support and referrals will be provided at that time.

  • Clients are given crisis resources during intake and are encouraged to utilize emergency services, crisis hotlines, or local emergency rooms for urgent needs outside of session hours.

  • View Crisis Support Resources here.

Request for Letters & Documentation

Upon written request and completion of a Release of Information (ROI) form, Regina may provide the following documentation within her scope of practice:

Treatment Summary Letters

Includes client name, type of service, and dates of treatment.

Work or Higher Education Accommodation Letters

May include diagnosis, treatment dates, and recommended accommodations to support functioning at work or school. ADA-related requests are typically submitted through an employer’s HR department or a school’s disability services office.

Medical Necessity Letters

Provided to insurance companies or other healthcare providers when clinically appropriate.

Regina does not provide letters or documentation for legal proceedings, custody disputes, or court involvement unless required by a formal subpoena.

All documentation is written in accordance with Illinois state law, the NASW Code of Ethics, and evidence-based clinical standards.

Licensure & Jurisdiction

  • Services are provided under the laws and regulations of the State of Illinois.

  • Clients must be physically located in Illinois during all therapy sessions.

  • Practice adheres to the NASW Code of Ethics and Illinois licensure requirements.

Dual Relationships & Ethical Referrals

  • Regina does not intentionally engage in therapy with close friends or family members of current clients.

  • Individuals referred by former clients may be eligible to begin therapy one (1) year following the termination of the referring client’s services, provided no ethical conflict exists.

  • All referrals are evaluated to ensure objectivity, therapeutic integrity, and client wellbeing.

Complementary and Alternative Medicine (CAM) Services

Regina does not concurrently provide psychotherapy and Complementary or Alternative Medicine (CAM) services to the same individual.

CAM services include, but are not limited to:

  • Reiki and Reiki training

  • Energy work or intuitive services

  • Quantum Alchemy sessions

  • Yoga classes

  • Group meditation

  • Community workshops or lectures

Former therapy clients may engage in CAM services one (1) year after discharge from therapy, following consultation to ensure ethical appropriateness and clear role boundaries.

These policies are in place to protect the therapeutic relationship, support consistency, and ensure ethical, effective care. Clients are encouraged to ask questions at any time and to discuss concerns openly during sessions.

Consent Acknowledgement

By engaging in therapy services with Regina Filomeno, LCSW, you acknowledge that you have reviewed, understand, and agree to the Practice Policies outlined above. These policies are intended to support ethical, effective, and consistent care, and to establish clear expectations for the therapeutic relationship.

You understand that therapy is a collaborative process that may involve emotional exploration, skill-building, and reflection, and that outcomes cannot be guaranteed. You acknowledge your right to ask questions, seek clarification, and discuss concerns related to treatment, policies, or boundaries at any time during the course of therapy.

By continuing with services, you provide informed consent to participate in outpatient psychotherapy under the scope of practice of a Licensed Clinical Social Worker in the State of Illinois, in accordance with state law and the NASW Code of Ethics.