Rindie Eagle, MA, LPCC  MN License:1167

This document outlines policies regarding social media and electronic communication. These policies are guided by ethical standards from the American Counseling Association (ACA) Code of Ethics (2014), Minnesota State Statutes, and HIPAA. Please read it carefully to understand how I handle online and electronic interactions as part of my mental health practice.

If you have any questions about this document, please bring them up during our sessions. As technology evolves, this policy may be updated to ensure compliance with ethical and legal standards.

Licensing and Ethical Guidelines

As technology evolves, the platforms where I maintain a professional presence and the associated terminology may change. However, the foundational principle remains unchanged: no social relationship may exist if a therapeutic one is present.

This policy complies with:

• Minnesota Statutes: Emphasizing the importance of protecting client privacy and confidentiality, and maintaining professional boundaries in all client interactions.

• ACA Code of Ethics (2014):

• Section A.5.e.: Prohibiting virtual personal relationships with clients.

• Section B.1.c.: Protecting client confidentiality in all communication methods.

• HIPAA Regulations: Requiring secure communication and client awareness of risks associated with non-secure methods.

Communication Policies

Email Communication

Under the Health Insurance Portability and Accountability Act (HIPAA), healthcare providers are permitted to communicate with patients via email, provided that reasonable safeguards are in place to protect patient privacy. This includes informing patients of the potential risks associated with unencrypted email communication and obtaining their consent to use this method. 

• Secure Email/Messages: I encourage all email communication to occur through the secure client portals provided by my practices:

• Northwinds Counseling: https://www.valant.io/myio/NorthwindsCounselingServicesPA/login

• Parasol Wellness Collaborative: https://parasolwellness.clientsecure.me

• Risks of Non-Secure Email: If you choose to communicate outside these secure portals, please be aware that:

• Potential Risks: Email messages may be intercepted, stored, or accessed by unintended parties.

• Scope of Use: I will only use non-secure email for scheduling or administrative matters or to comply with your wishes for a less secure method of communication.

• Medical Record Inclusion: Communications via non-secure email may become part of your medical record.

If you have questions about secure communication or wish to discuss your preferences, please feel free to ask.

Texting

Under the Health Insurance Portability and Accountability Act (HIPAA), healthcare providers are permitted to communicate with patients via text messages, provided that reasonable safeguards are in place to protect patient privacy. This includes informing patients of the potential risks associated with unencrypted text communication and obtaining their consent to use this method. 

• Administrative Use: I may use texting for brief, administrative matters, such as confirming or rescheduling appointments.

• Security Risks: Text messages are not fully secure and may be accessed by unauthorized parties.

• Therapy-Related Content: Please do not send therapy-related content via text. If you do, it may become part of your medical record. For such communications, please use the secure patient portals:

• Northwinds Counseling: https://www.valant.io/myio/NorthwindsCounselingServicesPA/login

• Parasol Wellness Collaborative: https://parasolwellness.clientsecure.me

If you have any questions or concerns about texting or secure communication methods, please feel free to discuss them with me.

Instant Messaging (IM)

It is my policy to not communicate with clients through instant messaging platforms (e.g., Facebook Messenger, WhatsApp, Instagram DMs). These platforms lack security and could compromise confidentiality. If you attempt to contact me through these methods, I will not respond.

Phone Calls

You may contact me by phone for brief matters, such as notifying me if you are running late. My voicemail is confidential, but the limits of confidentiality apply to all communications.

Please leave detailed messages only if you understand and accept these limits.

Response Time Expectations

• Email Communication:

• Response Time: I typically respond to emails within 2 business days. Please be aware that I may not check email during weekends or holidays. For urgent matters, contact me by phone.

• Texting:

• Response Time: Text messages are intended for brief, administrative purposes. I aim to respond within 1-2 business days. For urgent issues, please call me directly.

• Phone Calls:

• Response Time: I strive to return phone calls within 24 hours during business days. If you leave a voicemail after hours, I will respond on the next business day.

• Emergency Situations: If you are experiencing a crisis or emergency, please call 911 or go to the nearest emergency room immediately. I do not provide emergency services and may not be available to respond promptly to urgent communications.

Confidentiality Limits

Under Minnesota statutes and the Health Insurance Portability and Accountability Act (HIPAA), I am required to disclose confidential information without your consent in the following situations:

• Harm to Self or Others: If you express a credible intent to harm yourself or others, I am obligated to take necessary steps, which may include notifying law enforcement or medical professionals, to ensure safety. (HHS) (MN Statutes)

• Suspected Abuse or Neglect: If I suspect abuse or neglect of a vulnerable adult or minor, I must report this to the appropriate authorities.  (MN Statutes)

• Court Orders: If I receive a court order compelling the disclosure of your records, I am legally required to comply. (MN Statutes)

These exceptions apply to all forms of communication, including in-person sessions, phone calls, emails, and texts.

• Informed Consent: By choosing to communicate with me via email or text, you acknowledge understanding the risks associated with electronic communications, including potential breaches of confidentiality, and consent to use these methods. A consent form will be provided for your review and signature.

If you have any questions or concerns about these confidentiality limits, please feel free to discuss them with me.

Record Keeping

• Documentation: All electronic communications, including emails and text messages, may be recorded in your clinical file to ensure continuity of care. Please be mindful of this when sharing information electronically.

Social Media “Friending” and Virtual Relationships Policy

The ACA Code of Ethics (2014) prohibits engaging in personal virtual relationships with clients. Section A.5.e. states:

“Counselors are prohibited from engaging in a personal virtual relationship with individuals with whom they have a current counseling relationship (e.g., through social and other media).”

In alignment with this guidance, I do not knowingly accept friend requests, “Like,” “Follow,” or similar virtual relationship requests from current or former clients on platforms such as Facebook, Instagram, Twitter, or LinkedIn.

• Virtual relationships are considered equivalent to in-person relationships and can blur professional boundaries, which may negatively affect the therapeutic process.

• This policy includes personal social media platforms but does not apply to my professional practice profiles.

Note that I maintain a professional presence for my practice (Encouraging Results Counseling; Rindie Eagle MA LPCC) on Facebook and LinkedIn. This presence exists solely to provide information to the public pertaining to my practice and related topics. It also assists in directing interested individuals to the official practice website for my practice.

If you encounter my professional pages (e.g., Facebook, LinkedIn), you are welcome to view or share content. However, engaging with these profiles is not required and may compromise your privacy if you interact publicly (e.g., Liking or Commenting).

Interacting

Please do not use Social Networking sites such as Twitter, Facebook, or LinkedIn to contact me.

These sites are not secure and I may not read these messages in a timely fashion. Do not use Wall postings, @replies, or other means of engaging with me in public online if we have an already established client/therapist relationship. Engaging with me this way could compromise your confidentiality. It may also create the possibility that these exchanges become a part of your legal medical record and will need to be documented and archived in your chart.

If you need to contact me between sessions, the best way to do so is by phone.

Texting is second best for quick, administrative issue such as changing appointment times. See the email section below for more information regarding email and text interactions along with your rights.

Location-Based Services

If you use location-based services (e.g., GPS check-ins), be aware that others might infer your attendance at therapy sessions based on repeated visits to my office location. I do not place my practice as a check-in location, but I encourage you to consider the privacy risks of such apps.

Use of Search Engines

I do not conduct online searches about clients as part of my practice. Exceptions may occur in emergencies where I have reason to believe you are in danger and other contact methods have failed. These actions will be documented and discussed with you.

Business Review Sites

You may find my practice listed on various business review platforms, such as Google, Yelp, and Healthgrades. These listings are typically auto-generated and do not reflect my endorsement of these platforms or their content.

• Confidentiality Obligation: I do not solicit or respond to client reviews on these platforms to maintain confidentiality and adhere to ethical standards. As a healthcare provider, I am prohibited from acknowledging or responding to reviews in a way that confirms the individual is my client, as this could constitute a HIPAA violation. (HHS FAQ on Reviews) (MN Statute)

• Ethical Obligations: Engaging in such activities could compromise your privacy and the professional boundaries of our therapeutic relationship. The American Counseling Association’s (ACA) Code of Ethics (2014) aligns with the principle that soliciting client testimonials is unethical. Section C.3.b. states:“Counselors who use testimonials do not solicit them from current clients or any other persons who may be vulnerable to undue influence.”

• Client Discretion: If you choose to post a review, consider using a pseudonym to protect your privacy. Be mindful that sharing personally identifying information in public forums can inadvertently disclose your client status.

Marketing Sites

I maintain professional profiles on marketing platforms, including Psychology Today and Good Therapy, to provide accurate information about my services and practice locations.

• Purpose of Marketing Sites: These platforms are designed to help prospective clients learn about my services. They are not intended for client reviews or testimonials.

• Engagement Expectations: While you may contact me through these platforms, please note that they are not secure. For general inquiries or initial contact, they are appropriate; however, once you become a client, all communications should occur through secure methods, such as the client portals listed in the Email Communication section.

Complaints

If you believe I have violated ethical or legal standards, you may contact:

Minnesota Board of Behavioral Health and Therapy

2829 University Ave SE, Suite 210, Minneapolis, MN 55414

Phone: (612) 548-2177 | Email: [email protected]

Website: http://mn.gov/health-licensing-boards/behavioral-health/

Conclusion

Thank you for reviewing this Social Media and Communication Policy. If you have any questions or concerns, please bring them to my attention during your sessions.

Rindie Eagle, MA, LPCC

Phone: 763-200-1243 | Fax: 763-489-0080

Office Locations:

• Northwinds Counseling Services, PC: 21395 John Milless Dr., Suite 400, Rogers, MN 55374

• Parasol Wellness Collaborative: 9201 Quaday Ave NE, Suite 205, Otsego, MN 55330

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