Consultation and Prescreening Policy

Before scheduling your first session, I offer a free 10–15-minute initial consultation. This step is essential to ensure we’re a good fit for your therapeutic needs and goals. During this call, you’ll have the opportunity to share what you’re looking for in therapy and the areas you’d like to work on.

If we mutually agree that working together is the right choice, the next step will be to schedule your first appointment. If I’m not the best fit for your needs or you prefer to work with someone else, I can provide recommendations on how to connect with other providers or agencies based on your preferences.

What We’ll Discuss During the Consultation
In addition to giving you the chance to ask questions about the process, I may ask you questions such as:

• What are your general therapeutic goals?

• Why are you seeking help at this time?

• Have you had therapy before? What worked well for you, and what didn’t?

• Are you currently experiencing a mental health crisis or have a history of hospitalization, mental health emergencies, or self-harm?

  • This question is important because I do not provide 24-hour on-call or crisis services. It helps us determine if this treatment setting is the most appropriate fit for your needs.

This consultation sets the foundation for a meaningful and collaborative therapeutic relationship. If you’re ready to take the first step, I look forward to speaking with you..)

Our first session is called an intake session, which is longer than a typical therapy session. While regular sessions typically last 45–60 minutes, the intake session is 90 minutes long. This extended time allows me to get to know you better, understand what’s important to you, and explore your reasons for seeking therapy at this time.

During the intake session, I will:

• Learn about your current challenges and goals for therapy.

• Gather a broader understanding of your personal history and the larger context of your struggles.

• Share my therapeutic approach, explain policies, and discuss expectations for the counseling process.

• Address any questions you might have about therapy or how we’ll work together.

Completing Intake Paperwork
Just like visiting any other healthcare provider, new clients are required to complete intake paperwork. This paperwork will be sent electronically through your Client Portal in SimplePractice, our secure electronic health record (EHR) system. Through the portal, you will be able to access and complete the required intake forms.

These forms must be submitted at least 24 hours before the start of your intake session. If the paperwork is not completed on time, we will need to reschedule your appointment for a later date. Please note that rescheduling due to incomplete paperwork will be considered a late cancellation, and a fee of 50% of the scheduled appointment cost will apply.

A Collaborative and Open Dialogue
The intake session is an opportunity to share your story in a conversational and organic way. I may ask some focused questions to guide the discussion and ensure I have the information necessary for our work together.

This session also allows us to review your completed paperwork, ensuring all necessary details are addressed so we can start therapy successfully and effectively.

I’m committed to making this process as supportive and collaborative as possible. Your intake session is the first step toward building a strong foundation for your therapeutic journey.

I do not hold standing or recurring appointments, meaning I cannot guarantee a reserved spot for you at the same time and day each week. As I work with many clients with varying schedules and demands, it can be challenging to accommodate everyone’s needs in a fixed time slot.

That said, I will make every effort to schedule your sessions regularly—whether weekly, biweekly, or at another frequency that supports your therapeutic goals.

You can easily reserve appointments through your SimplePractice Client Portal, where you can view available time slots and manage your schedule conveniently.

If you are an active client experiencing a dangerous or life-threatening emergency—whether psychiatric or medical—please call 9-1-1 immediately and go to the nearest hospital or emergency services.

For individuals in Florida’s Circuit 20 (Charlotte, Lee, Collier, Hendry, and Glades Counties) needing immediate mental health support due to self-harm, suicidal, or homicidal ideations, you can also contact The Center for Progress and Excellence Mobile Crisis Unit at their Crisis Hotline: (844) 395-4432

Once you are safe and under care, you may share my contact information with the care facility or point of contact to help coordinate your treatment. Following the crisis, we can work together to create a personalized safety plan to reduce acute distress and support your ongoing well-being.

Important Note:
I do not provide 24/7 on-call services, inpatient care, or acute outpatient treatment.

If you are currently in recovery from pervasive or long-term substance use issues, have experienced frequent or recent hospitalizations, or are managing severe mental health symptoms, my practice may not meet the level of care required. In these cases, a more specialized or intensive care setting may be necessary to align with your treatment goals.

During your initial phone consultation, we can discuss your specific needs and, if appropriate, provide referrals to services better suited to your situation. Your safety and care remain my highest priority.

Cancellation by the Client
If you need to cancel your appointment, please provide at least 48 hours' notice prior to your scheduled appointment time via SimplePractice Client Portal, email, phone call, or voicemail.

If less than 24 hours' notice is provided, you will be charged 50% of the service rate. Please note that insurance does not cover cancellation or “no-show” fees, so this charge will be an out-of-pocket expense.

Running Late to a Virtual Session
If you are running late and I have not heard from you, I will reach out via a secure message through the SimplePractice Client Portal after 10 minutes to confirm whether you still plan to attend. If I do not receive a response, I will wait an additional 10 minutes before ending the session and leaving the virtual room.

If you do not show up for the session, it will be considered a “no-show” and the cancellation fee will apply.

Cancellation by the Therapist
In the rare instance that I need to cancel an appointment, I will notify you as soon as possible through the SimplePractice Client Portal and offer to reschedule your session. There will be no cost or penalty for cancellations initiated by me.

Frequently Missed Sessions
If you miss three consecutive scheduled sessions, we will need to discuss whether this is the right time for you to commit to therapy. Consistency is important for progress, and if scheduling conflicts are preventing meaningful engagement, it may be best to pause therapy until it fits better with your availability.

Messaging Terms & Conditions

By providing your contact information through this website, you agree to receive informational messages from Dr. Frances Vidot-Hidalgo, LLC. These messages may include appointment reminders, scheduling updates, and other administrative communications.

• Message frequency may vary.

• Message and data rates may apply depending on your mobile carrier.

• To opt out of receiving text messages anytime, reply with “STOP.”

• You may reply with “HELP” or contact therapy@drvidothidalgo.com for technical assistance.

Mobile SMS Messaging Privacy Policy

Information Collected:
We may collect your name, phone number, email address, and other information provided through our contact or scheduling forms.

Use of Information:
This information is used to provide the services you request, including but not limited to:

• Appointment scheduling and reminders

• Billing and account updates

• General client service communication

Sharing of Information:
Dr. Frances Vidot-Hidalgo may share your information with third-party service providers, such as payment processors or legal authorities, solely as necessary to fulfill operational or legal obligations.

• We do not sell, rent, or share your mobile information with third parties for marketing or promotional purposes.

• All information is handled in accordance with CTIA guidelines (Section 5.2.1).

Your Rights:
As a current or prospective client, you understand:

• You may text STOP at any time to unsubscribe from SMS communications.

• You may text HELP or email therapy@drvidothidalgo.com to receive technical assistance.

• Message frequency may vary, and standard carrier rates may apply.

• You may request to have your data removed by contacting us at therapy@drvidothidalgo.com.

Secure Communication & HIPAA-Compliant Technology

Dr. Frances Vidot-Hidalgo uses HIPAA-compliant platforms to support your privacy and confidentiality. These include:

• iPlum for secure text messaging, voicemail, and phone communication

• Paubox for encrypted, HIPAA-compliant email services

While these services are designed to help protect your information, please be aware that no electronic communication can ever be 100% secure, particularly once messages are stored or accessed on your personal devices. You are encouraged to use discretion when communicating by phone, text, or email.

Communication Guidelines

Electronic communications (text and email) are used only for non-clinical purposes, such as:

• Scheduling or rescheduling appointments

• Appointment reminders

• General updates or logistical information about the practice

Dr. Vidot-Hidalgo does not use text or email to provide therapy or respond to mental health emergencies. Please do not send sensitive clinical information, therapy-related content, or urgent concerns through text or email. If you are an active client, please use the secure messaging feature within the SimplePractice Client Portal for any clinical-related questions or updates. This helps protect your privacy and ensures that sensitive information is handled through a HIPAA-compliant platform.

If you are experiencing a medical emergency, call 911.
If you are experiencing a mental health crisis, call or text 988 (Suicide & Crisis Lifeline).

To protect the integrity of our professional relationship and preserve the therapeutic alliance, I do not connect with current, potential, or former clients on social media platforms (e.g., Facebook, Instagram, TikTok, LinkedIn). Engaging with clients on social media is considered unethical, and maintaining these boundaries ensures your privacy and the professionalism of our work together.

If you send a friend request, follow, or comment, please don’t be surprised if I do not respond, follow back, or engage. These boundaries are in place to safeguard the therapeutic relationship.

Encounters in the Community
If you see me in public, it is my policy not to approach or greet you unless you initiate contact. This is to respect your privacy and maintain professional boundaries. If you are with others, I will not disclose our therapeutic relationship or discuss any work from our sessions. Your confidentiality is of the utmost importance.

Response Times
If you reach out late in the evening or on weekends, please allow 24-72 hours for a response. Thank you for your patience and understanding as I manage communication in a way that supports my clients and practice effectively.