PRACTICE POLICIES

Anna Stubbs, PLLC

info@annastubbs.co

​Our Notice of Privacy Practices provides information about how we may use and disclose protected health information about you. The notice contains the client’s rights under the law. The full Notice of Privacy Practices is provided within the intake paperwork for new clients, and can be requested at any time by Anna Stubbs, PLLC.

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Anna Stubbs, PLLC may use or disclose your health information for the following purposes: treatment, payment, scheduling, operations, safety, law, marketing, public, health, check-in, health oversight, legal proceedings, breach notification, psychotherapy notes, and/or research. 

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Except as described in the Notice of Privacy Practices, this practice will, consistent with its legal obligations, not use or disclose health information which identifies you without your written authorization. If you do authorize this practice to use or disclose your health information for another purpose, you may revoke your authorization in writing at any time.

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You have the right to your health information. This includes the right to: request special privacy protections, request confidential communications, inspect and copy, amend or supplement, accounting of disclosures, paper or electronic copy of notice.

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We reserve the right to amend this Notice of Privacy Practices at any time in the future. Until such amendment is made, we are required by law to comply with the terms of this Notice currently in effect. After an amendment is made, the revised Notice of Privacy Protections will apply to all protected health information that we maintain, regardless of when it was created or received. A copy will be provided within the client’s informed consent and we will post the current notice on our website.

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Complaints about this Notice of Privacy Practices or how this practice handles your health information should be directed to our Privacy Officer listed at the top of this Notice of Privacy Practices.

If you are not satisfied with the manner in which this office handles a complaint, you may submit a formal complaint to:

DSHS Consumer Services and Rights Protection/Ombudsman Office by mail at Mail Code 2019, P.O. Box 149347 Austin, TX 78714-9347; or by telephone at (512) 206-5760 or (800) 252-8154 (toll free); and Office for Civil Rights, Region VI, U.S. Department of Health and Human Services, by mail at 1301 Young St., Suite 1169, Dallas, Texas 75202; or by telephone at (800) 368-1019, (214) 767-0432 (fax), or (800) 537-7697 (TDD).

OCRMail@hhs.gov

The complaint form may be found at www.hhs.gov/ocr/privacy/hipaa/complaints/hipcomplaint.pdf.

You will not be penalized in any way for filing a complaint.

The best way to contact Anna is by email.

Email is for scheduling and administrative purposes only. Therapy, clinical support, or processing will not be provided over email.

Anna does not offer emergency services and is only available during scheduled counseling appointments and services. If you are in crisis or need immediate support, please contact emergency services or a local crisis line.

Your appointment time is set aside just for you. When a session is missed or canceled late, it prevents others from receiving care. Please review the following policies:

Standard Appointments (Up to 2 Hours):

• Cancel or reschedule at least 24 hours in advance to avoid a fee. If you're 15+ minutes late, it's considered a late cancellation and the full session fee will be charged. No-shows or late cancellations will be billed at the full rate.

Intensives (3+ Hours or Multi-Day Sessions):

• Intensive sessions have a different cancellation policy. Contact Anna directly for details.

No-Show Definition:

• Arriving 15+ minutes late (for a 1-hour session) is a no-show and will be billed fully. For longer sessions, Anna will decide whether a late start is possible—but the full fee still applies.

Exceptions for emergencies are considered on a case-by-case basis. These policies help ensure fairness and protect time for everyone seeking support.

Anna Stubbs provides services in a hybrid format, offering both in-person and virtual sessions. While every effort is made to honor your preferred setting for therapy—whether in-person or online—it is required that all clients consent to receiving telehealth services as part of their care.

This consent ensures that, should in-person sessions be unavailable or circumstances require a shift to virtual care, services can continue without interruption. By working with Anna, you acknowledge and agree to receive telehealth services on an as-needed basis.

In the event that you do not agree to receiving telehealth services, it may be appropriate for Anna to refer you our to another provider to better suit your preferences and needs.

To protect the health and well-being of all clients and the provider, in-person sessions should be rescheduled if you are experiencing any illness or communicable disease—regardless of how mild it may seem. This policy helps ensure continuity of care for all clients, supports the provider’s ability to maintain services, and reduces potential risk to multiple families and the broader community.

Anna has endeavored to create alternative (online) options for when you find yourself to be symptomatic. It is expected that clients use conservative assessment of their health and wellness before attending any in person services.

Anna Stubbs, PLLC is a private pay (fee-for-service) practice and does not work directly with any insurance companies. This approach helps protect your privacy and ensures care is tailored to your unique needs—without restrictions from insurance policies or requirements like mandatory diagnoses.

If you want to use your out-of-network benefits, Anna may choose to provide a superbill (an itemized receipt) that you can submit to your insurance. However:

• Most insurance companies require a diagnosis and an identified patient on the superbill.
• Anna may not always provide a diagnosis. If needed, you can obtain one through a psychiatrist or other healthcare provider and share records with Anna via a signed release form.
• Anna does not contact or negotiate with insurance companies on your behalf.
• Superbills are provided at Anna’s discretion. Receipts for services can always be accessed through the client portal.

Anna Stubbs, LMFT, CST has opted out of Medicare. This means:

• Medicare will not be billed for any therapy services.
• You are fully responsible for the cost of services.
• Anna only provides services to Medicare clients under a private agreement.
• You cannot request reimbursement from Medicare or MediGap.
• Fees are not limited by Medicare rates.

Social media is not private or secure, and it is not part of the therapy process.

• You may follow Anna’s public, professional accounts for educational content.
• Personal accounts will not be shared or accepted.
• Anna will not follow clients, respond to DMs, or interact with comments—no exceptions.

This includes all platforms like podcasts, Instagram, Facebook, Linkedin, Pinterest, etc.

If following creates a conflict or concern, Anna may remove you and will follow up in your next session. You’re also free to unfollow or stop using these resources at any time.

Sessions are usually 50 minutes long and scheduled weekly or bi-weekly. Other options like every 3 weeks, monthly, or a custom rhythm may be available depending on your needs and Anna’s availability.

Anna reserves regular time slots for clients to help create consistency in care. However, her schedule may occasionally shift due to trainings, professional development, or personal commitments (like family or health). When this happens, she’ll do her best to offer a reschedule option—but it’s not always guaranteed.

Please note:

Anna’s availability may change over time. While she aims to keep a steady rhythm, she may not always be able to offer the same day or time long term. If a new schedule can’t be agreed on, referrals will be provided.

The relationship between you and Anna is professional, not personal or social. This helps protect your privacy and keep the focus on your goals. To maintain ethical care, Anna does not:

• Attend social events with clients
• Give or accept gifts
• Barter or trade services
• Write letters of recommendation
• Enter into personal relationships with clients

All communication will stay focused on therapy or scheduling-related needs. 

If you and Anna run into each other outside of therapy, she will not initiate contact to protect your confidentiality. If you say hello first, she’ll follow your lead—but therapy topics won’t be discussed in public.

Anna also shares very little personal information on purpose. This keeps the spotlight on your story, your healing, and your growth.