Practice Policies

Asbury Counseling, LLC

Effective Date: January 1, 2025
Shawn Pedani, LISW – Therapist/Owner

My Contact information: (330) 552-8800

shawnpedani@asbury-counseling.com

Appointments and Cancellations

Appointments are scheduled in advance based on treatment goals, needs, and availability. Payments are processed through Headway, Grow Therapy or Simple Practice.

Cancellations require at least 24 hours’ notice to avoid a fee. Late cancellations or no-shows will incur a $55 charge. After a no-show, all standing appointments will be canceled unless I hear from you by the end of the day. If you have three no-shows, I will discharge you from the practice and provide referrals. For the most up-to-date cancellation policy, contact me directly.

Availability and Emergencies

I check voicemails during business hours (Monday–Friday, 9 AM–5 PM). Messages left outside these hours will be returned the next business day. For emergencies, call 911 or go to the nearest ER. For non-urgent matters, the best way to reach me is through the platform you scheduled with.

Contacting Me

I may not answer calls immediately while in session or attending to other responsibilities. If you leave a voicemail, I will return your call after reviewing your chart. Non-urgent matters may take up to two business days for a response. I will notify you in advance of planned absences and provide contact information for a covering clinician. If you need to cancel at short notice, I or my staff will notify you as soon as possible. Thebest way to reach me is leaving a message on the platform’s message portal.

Discharge Policy

Our professional relationship may end for various reasons, including your decision to seek another provider or my assessment that a different clinician would better meet your needs. I will discuss any discharge decisions with you and offer referrals as needed.

You may also be discharged for:

  • Nonpayment of services

  • Three (3) Repeated no-shows or failure to attend scheduled appointments

  • Disrespectful communication

  • Telehealth not appropriate setting for your treatment needs (referrals will be provided and discussed prior to discharge).

Clients who have not had follow-up sessions within 90 days will be discharged (30 days minimum if higher acuity). I will make every effort to reach out before closing your chart.

In-Person Counseling

Park in the west lot near Manchester Road. Upon arrival, enter through the first set of double doors and text (330) 552-8800 to notify me. I may be in session with another client and will meet you as soon as possible. Small children must be supervised at all times and are not permitted to roam the building. A parent or guardian must remain inside for the entire session if the client is a minor.

For Medicaid and Medicare clients:

Appointments must be confirmed 24 hours in advance. I will attempt to confirm 72 hours before your appointment. If you do not confirm, I will cancel the session. Medicaid and Medicare do not allow no-show fees, so this policy helps ensure availability for other clients.

Confidentiality

Your privacy is protected under Ohio law. Information about your treatment will not be shared without your written consent, except in the following situations:

  • Court Orders: If required by a court.

  • Government Agencies: If legally mandated.

  • Workers’ Compensation Claims: If treatment is related to a claim.

  • Abuse or Neglect: If there is suspicion of child, animal, or vulnerable adult abuse or neglect.

  • Risk of Harm: If you are at risk of harming yourself or others, I may take protective actions such as contacting family, seeking hospitalization, or notifying law enforcement.

  • Insurance: Your health insurance provider may request relevant information.

Minors

If you are under 18, parents or legal guardians have the right to review your therapy records. However, it is important for minors to trust the confidentiality of their sessions. To support this, I will generally not share details with parents unless: There is a risk of harm. I will determine parental involvement is necessary for the minor’s safety

Legal Proceedings

If I am required to participate in legal proceedings, you will be responsible for the associated costs, including preparation, travel, and testimony. Fees are $150 per hour with a three-hour minimum. A $2,000 retainer is required before the court appearance paid via cleared check to Asbury Counseling, LLC prior to the session.

Insurance and Payment Responsibility

It is your responsibility to verify your insurance coverage before beginning treatment. You are responsible for all charges, regardless of what your insurance covers.

Crisis and After-Hours Assistance

For immediate crisis support:

● Emergency: Call 911 or go to the nearest ER

● Suicide Prevention Lifeline: 988 or 1-800-273-8255 (Available 24/7)

● Crisis Text Line: Text "HOME" to 741741

● SAMHSA Helpline: 1-800-662-HELP (4357)

For non-emergency concerns, leave a message at (330) 552-8800, and I will return your call the next business day.

Teletherapy Contingency Plan

To ensure uninterrupted care in the event of technical difficulties, I have the following plan in place:

  • Before a Session: Ensure your internet and device are working properly. I will provide instructions on handling technical issues.

  • During a Session: If a connection issue occurs, I will attempt to reconnect within five minutes. If unsuccessful, we will switch to another platform. If all platforms fail, I will call you. If a phone call is not feasible, I will email you to reschedule.

  • After a Session: If the session was interrupted, I will follow up to reschedule. All technical issues and resolutions will be documented.

You must be in the State of Ohio or Florida at the time of the call. I verify your address/ location at the start of every session. I do not provide telehealth if you are driving for any portion of your session.