TERMS AND CONDITIONS
Last Updated: October 28, 2025
Welcome to the professional psychotherapy practice of Arlene Brewster, PhD. This document serves as a detailed agreement that governs your use of the website brewsterphd.com (“Website”) and your engagement in psychological services (“Services”) with Dr. Arlene Brewster (“Therapist,” “I,” “Me”).
By accessing the Website, submitting forms, or scheduling an appointment, you (“Client,” “You”) acknowledge that you have read, fully understood, and voluntarily agree to be legally bound by these comprehensive Terms and Conditions.
ARTICLE 1: SCOPE AND NATURE OF SERVICES
1.1. Website Informational Use: All content provided on this Website is for informational purposes only. It does not constitute psychological advice and is not a substitute for professional diagnosis or treatment. No therapist-patient relationship is established by browsing the Website, submitting a contact form, or any other interaction short of completing the full intake process.
1.2. Informed Consent for Psychotherapy: Psychotherapy is a collaborative healthcare service. Its success depends on your active and honest participation.
Therapeutic Approach: I am a Certified Internal Family Systems (IFS) Therapist. The IFS model is non-pathologizing, viewing symptoms like anxiety or depression as the manifestation of “parts” of your personality trying to protect you from past hurts. Our work will involve getting to know these parts with compassion, healing the underlying wounds they protect, and allowing your core Self (a source of calm, curiosity, and confidence) to lead your life.
Potential Benefits: The therapeutic process can lead to significant benefits, including but not limited to: improved self-understanding and self-esteem, resolution of specific problems, enhanced coping mechanisms, better relationships, and a reduction in feelings of distress.
Potential Risks: You may experience uncomfortable or painful emotions (e.g., sadness, anger, guilt) as you confront and work through difficult issues. The process may also lead to changes in your perspectives and decisions, which can sometimes be disruptive to your established life patterns or relationships. These are normal aspects of meaningful therapeutic work.
Client Responsibilities: As a client, you are responsible for attending sessions on time, being actively engaged, providing accurate information, and making a concerted effort to apply insights gained in therapy to your daily life.
ARTICLE 2: CONFIDENTIALITY AND RECORD KEEPING
2.1. Commitment to Privacy (HIPAA): Your privacy and the confidentiality of our sessions are of the utmost importance. All of your health information is protected under the Health Insurance Portability and Accountability Act (HIPAA). A detailed Notice of Privacy Practices, outlining your rights and my responsibilities, will be provided in your New Patient Information Packet.
2.2. Legally Mandated Limits to Confidentiality: While confidentiality is the bedrock of therapy, federal and state laws mandate that I disclose certain information in specific, limited circumstances to protect you or others from harm. These situations include:
Suspicion of Abuse: If I have a reasonable suspicion that a child, an elderly person, or a dependent adult is being abused or neglected, I am legally required to report this to the appropriate state authorities.
Threat of Harm to Others: If you communicate a serious threat of physical violence against an identifiable victim, I have a legal and ethical duty to take protective actions, which may include warning the potential victim, contacting the police, or seeking your hospitalization.
Threat of Harm to Self: If you present a danger of harming yourself, I am obligated to take necessary steps to ensure your safety, which may include contacting family members, seeking your hospitalization, or notifying law enforcement.
Court Order or Legal Proceedings: If I receive a legally binding court order to release your records, I must comply. In most other legal proceedings, I will assert psychotherapist-patient privilege on your behalf, but I cannot guarantee a court will uphold it.
Professional Consultation: I may consult with other licensed professionals to improve the quality of your care. In these cases, I will make every effort to conceal your identity.
2.3. Clinical Records: I am required to keep a clinical record of our work together. These records include session dates, diagnoses, treatment plans, and notes on your progress. You have a right to request a copy of your records. Please make such requests in writing.
ARTICLE 3: FINANCIAL AGREEMENT AND POLICIES
3.1. Fee Structure:
Individual Psychotherapy Session: $200
Fees are subject to change with a minimum of 30 days’ written notice to active clients.
3.2. Payment: Payment is due in full at the time of each session. A valid credit card is required to be kept on file for all clients to cover session fees and any applicable late cancellation charges. I accept Cash, Check, Health Savings Account (HSA) cards, Mastercard, and Visa.
3.3. Sliding Scale: I maintain a limited number of sliding scale slots based on demonstrated financial need. Eligibility for these slots is determined on a case-by-case basis and is subject to availability.
3.4. Insurance Policy (Out-of-Network):
I operate as an “Out-of-Network” provider. I do not contract with any insurance panels and do not bill insurance companies directly.
You are responsible for paying the full session fee directly to me at the time of service.
Upon request, I will provide you with a detailed monthly statement, known as a “superbill,” which contains all necessary information (diagnoses, service codes, dates of service, and fees paid) for you to seek reimbursement from your insurance provider.
Important: Reimbursement is not guaranteed. It is your sole responsibility to contact your insurance company to verify your out-of-network benefits for mental health services. You are also acknowledging that a clinical diagnosis must be provided for insurance reimbursement and this diagnosis will become part of your permanent health record.
ARTICLE 4: SCHEDULING, CANCELLATIONS, AND MISSED APPOINTMENTS
4.1. Reservation of Time: Your appointment time is a healthcare reservation held exclusively for you.
4.2. Cancellation Policy: If you need to cancel or reschedule, you must provide a minimum of 24 business hours’ notice.
“Business hours” are defined as 9:00 AM to 5:00 PM, Monday through Friday, excluding public holidays.
Example: To cancel a 9:00 AM Monday appointment without charge, you must call my office before 9:00 AM on the preceding Friday.
4.3. Late Cancellation / No-Show Fee: Any appointment cancelled with less than 24 business hours’ notice, or missed without any notice (a “no-show”), will be charged a $75 fee. This fee is not reimbursable by insurance and will be charged to your credit card on file.
4.4. Case Closure Due to Missed Appointments: I am very strict about this policy. If you miss two (2) scheduled appointments without providing any notice, our therapeutic relationship will be terminated, your case will be closed, and I will no longer be your therapist of record.
ARTICLE 5: COMMUNICATION AND EMERGENCY POLICY
5.1. Non-Emergency Communication: Your privacy and the clarity of our communication are paramount. Please adhere to the following guidelines:
Primary Method (Phone): The primary and most secure method for all communication, including scheduling and clinical inquiries, is my office phone at (207) 439-4001. Please leave a confidential voicemail, and I will return your call within one (1) business day.
Administrative Use (Email): My email, Arlene@brewsterphd.com, should be used for administrative purposes only, such as requesting intake forms or asking general, non-clinical questions.
Email Security Warning: You must acknowledge that email is not a secure, HIPAA-compliant method of communication. Confidentiality cannot be guaranteed. Therefore, you agree not to include any sensitive clinical information or personal health details in an email.
Response Time: I will return all non-urgent calls and emails within one (1) business day (Monday – Friday, excluding holidays).
5.2. EMERGENCY PROCEDURE: I am not an emergency service provider. My phone, (207) 439-4001, and email, Arlene@brewsterphd.com, are not monitored 24/7 and must not be used in a crisis.
If you are experiencing a life-threatening mental health crisis, a medical emergency, or are in danger, you must immediately call 911 or go to the nearest hospital emergency room.
For urgent psychological support, you may also contact the Maine Crisis Hotline at 1-888-568-1112, which is available 24/7.
ARTICLE 6: PROFESSIONAL BOUNDARIES
6.1. Social Media: To protect your confidentiality and the integrity of our therapeutic relationship, I do not engage with current or former clients on any social media platforms (e.g., Facebook, LinkedIn, etc.).
6.2. Dual Relationships: The therapeutic relationship is a professional one. To maintain its effectiveness and ethical boundaries, our relationship will be limited to therapy sessions. I will not engage in social, business, or personal relationships with clients.
6.3. Public Encounters: If we happen to see each other in public, I will not acknowledge you first in order to protect your confidentiality. You are free to acknowledge me or not, and I will follow your lead.
ARTICLE 7: TELEHEALTH SERVICES
7.1. Consent and Location: By engaging in telehealth, you consent to receiving services via a HIPAA-compliant video platform. You affirm that you are a resident of Maine and will be physically located within the state of Maine at the time of every session.
7.2. Client Responsibilities: You are responsible for conducting sessions from a private, secure, and distraction-free location and for maintaining a stable internet connection.
7.3. Emergency Protocol for Telehealth: At the start of our first telehealth session, you must provide me with your physical location and an emergency contact person. If a clinical emergency occurs during a session, I will follow standard emergency procedures and may contact emergency services or your designated contact person if necessary.
ARTICLE 8: TERMINATION OF THERAPY
8.1. Client’s Right to Terminate: You have the right to terminate therapy at any time for any reason. I highly recommend scheduling a final session to discuss this decision, review progress, and ensure a healthy sense of closure.
8.2. Therapist’s Right to Terminate: I reserve the right to terminate therapy if I determine that you are not benefiting from our work, if your needs are outside my scope of practice, if you are not complying with policies, or due to non-payment. In such cases, I will provide you with a clear explanation and appropriate referrals to other qualified professionals.
ARTICLE 9: GOVERNING LAW AND ACKNOWLEDGMENT
9.1. Governing Law: This agreement shall be governed by the laws of the State of Maine.
9.2. Acknowledgment and Consent: By proceeding to schedule an appointment, you affirm that you are at least 18 years of age, that you have read these Terms and Conditions in their entirety, that you have had an opportunity to ask questions, and that you knowingly and voluntarily agree to all terms and policies contained herein.