Overview
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Payment Policy
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Health Benefit Abuse and Fraud Awareness
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Privacy Policy
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Feedback & Concerns
Payment Policy
Cancellation & No-Show Policy
Your appointment time is reserved specifically for you. A late cancellation, late rescheduling or missed visit creates a gap in the therapist’s schedule that could have been filled by another client. Therefore, we require at least 48 hours’ notice for any cancellations or appointment changes including rescheduling of appointment. Unless due to an emergency or illness, clients who provide less than 48 hours’ notice will be charged a cancellation fee equal to half of the session fee, billed to the card on file. In the case of a no-show, the full session fee will be charged unless due to an emergency. In person appointments can be changed to virtual sessions if you or your child are experiencing any symptoms of illness.
Payment Policy
All payments are due within 24 hours from the time of the appointment. Fees may be paid by debit card, credit card, or sent via e-transfer to angie@healingnotes.ca. Outstanding accounts of more than 60 days will be eligible for submission for collection.
Fees may vary according to the time and nature of the service(s) involved (e.g. report writing will be billed as an additional charge; telephone conversations in excess of 15 minutes will be billed at your regular appointment fee, in quarter-hour increments; and consultation with other professionals will be billed at your regular appointment fee, in quarter-hour increments) and you will be advised in advance if any changes are made to the fee.
Fees paid for psychotherapy services may be eligible for inclusion in your medical expense deduction on income tax. Clients’ extended health insurance/benefit plan may provide reimbursement for psychotherapy services. Clients will be given a receipt for each payment, which should be retained for income tax or other claim purposes.
Health Benefit Abuse and Fraud Awareness
Our Commitment to Billing Integrity
We believe that ethical care includes ethical billing. To ensure that extended health benefits remain available and viable for everyone, Healing Notes Therapy practices a zero-tolerance policy toward insurance abuse and fraud. We are committed to transparent, professional billing that stays compliant with insurance company standards and regulatory body protocols. By following these strict guidelines, we protect our partnership with your insurance provider and ensure your care is always backed by integrity.
Understanding Health Benefit Abuse and Fraud
Health benefit abuse and fraud occur when misleading or false information is provided to an insurance company to obtain unauthorized payments. This often involves misrepresenting services that were not eligible, not rendered, or inaccurately described.
At Healing Notes Therapy, we prioritize integrity and transparency. To help our clients stay informed, here are common examples of practices that constitute benefit fraud:
Providing receipts or submitting claims for:
An appointment that did not take place or has not yet occurred.
Billing services under another family member (e.g., a spouse or child) because the actual patient has reached their coverage limit.
Listing a service as a different "eligible" type because the actual service received is not covered by your plan.
A missed or cancelled session. (Insurance typically only covers sessions that were attended; missed appointment fees are the responsibility of the patient).
Spreading the cost of a single appointment over multiple days to avoid out-of-pocket "co-payments" or to stay within daily limits.
Using the registration number or credentials of another provider who did not actually perform the service.
Including non-eligible products or services under the umbrella of a covered psychotherapy session.
Reporting a higher fee to the insurer than what was actually charged to the patient.
Changing dates, names, or service descriptions on receipts or clinical notes.
Any agreement where a patient and provider work together to intentionally misuse a benefit plan for financial gain.
Privacy Policy
(Last update: July 13, 2026)
Healing Notes Therapy ("we," "us," "our practice") is committed to protecting your privacy and handling your personal health information responsibly. This policy explains what information we collect, why we collect it, how we protect it, and the rights you have regarding it. Angie Lee, RP, MTA, MMT, is the Health Information Custodian (HIC) responsible for the personal health information collected by Healing Notes Therapy, in accordance with Ontario's Personal Health Information Protection Act, 2004 (PHIPA).
Information We Collect
The personal health information we collect may include your name, date of birth, contact information, address, health history, and clinical case notes documenting each session. For clients under 18, this may also include information about parents, guardians, or other legally authorized representatives.
How We Use Your Information
We use your personal health information only for the purposes for which it was collected, including:
Providing clinical assessment and therapy services
Scheduling and administering appointments
Billing and financial record-keeping
Complying with legal and regulatory requirements (including CRPO and PHIPA)
We do not use or disclose your information for any other purpose without your consent, except where permitted or required by law.
Confidentiality of Therapy
Your privacy is very important to us. All information you share with us is held strictly confidential, except in extraordinary circumstances outlined under the law (for example, where there is a risk of serious harm, or where disclosure is legally required). We use PHIPA-compliant software to safeguard the security and confidentiality of your information. We do not communicate about clinical issues by email, text, or WhatsApp message unless prearranged and mutually agreed upon. You will receive additional details about privacy and confidentiality when you complete your intake form.
Consent
Your consent is required before we collect, use, or disclose your personal health information, except where the law permits otherwise. Where a client is a minor or otherwise unable to provide consent, consent may be provided by a parent, guardian, or other substitute decision-maker in accordance with the Health Care Consent Act, 1996. You may withdraw your consent at any time by notifying us in writing; withdrawal applies going forward and does not affect information already collected or used with your prior consent.
How Long We Keep Your Records
We retain clinical, appointment, and financial records for at least 10 years from the date of your last contact with us, or until you turn 28 if you were a minor at the time of your last contact, in line with CRPO's professional practice standards. Records are kept securely and disposed of appropriately once this period has passed.
Your Rights
You have the right to:
Access and review your personal health information, including your clinical records
Request a correction if you believe your information is inaccurate or incomplete
Withdraw your consent for future collection, use, or disclosure of your information
File a complaint if you have concerns about how your information has been handled
To exercise any of these rights, or if you have questions, please contact us at info@healingnotes.ca.
Email, Text, and WhatsApp Communication
Email, WhatsApp, and text messaging are convenient, but they are not fully secure forms of communication. These channels should only be used for administrative purposes — such as confirming or rescheduling appointments, and not to share personal health information. Healing Notes Therapy is not responsible for the security of messages sent through these channels.
SMS and WhatsApp Messaging: Data Collection and Use
By opting into SMS and/or WhatsApp messaging, you agree to the following:
Data Collection: We collect your name, email address, and mobile phone number when you sign up for messaging updates, through our website contact form, intake form, or by phone or email. Opting in over email requires written consent; opting in by phone requires verbal consent.
Data Usage: Your data is used solely for scheduling, appointment confirmations, client support, and communicating about our services. We do not send promotional or marketing messages via SMS or WhatsApp.
Data Security: We store your data securely, but text and WhatsApp messages themselves are not a secure communication channel. Please don't send sensitive or personal health information through these channels.
Data Retention: We retain your contact information for as long as you're subscribed to our messaging service. You may request deletion at any time.
Opting Out: You can opt out at any time by replying STOP or CANCEL, or by contacting us at info@healingnotes.ca or 647-779-5216. You will receive a final message confirming your unsubscription, and your number will be removed within 48 business hours.
Data Rates: Message and data rates may apply depending on your mobile plan. Message frequency varies. Consent to receive messages is not a condition of purchasing our services.
Non-Sharing: We never share, sell, or rent your mobile opt-in information or contact details with third parties for any purpose.
Email Updates
If you choose to sign up for our mailing list to receive updates about our practice (such as policy changes or availability), we will only use your email for that stated purpose, and you can unsubscribe at any time using the link in any email we send. This is separate from, and does not affect, your clinical records or the confidential communication about your care described above.
Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. The most current version will always be posted on this page, along with the date of the last update at the top. If you have questions about how a change affects you, or about your privacy rights under PHIPA, please contact us directly.
Contact Us
Angie Lee, RP, MTA, MMT — Health Information Custodian
Healing Notes Therapy
Email: info@healingnotes.ca
Phone/Text: 647-779-5216
WhatsApp: 647-779-5216
Feedback and Concerns
If you have concerns about the professionalism or competence of our services, we encourage you to discuss these matters with us first. If your concerns remain unresolved, you are entitled to contact the regulatory body below.
College of Registered Psychotherapists of Ontario (CRPO)
375 University Avenue, Suite 800
Toronto, ON M5G 2J5
Telephone: 416-479-4330
Toll-free: 1-844-712-1364
Fax: 416-639-2168
Website: crpo.ca
For general inquiries regarding the administration of privacy legislation, you may contact:
Information and Privacy Commissioner of Ontario (IPC)
2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8
Tel: 416-326-3333 or 1-800-387-0073
Fax: 416-325-9195
TTY: 416-325-7539