Confidential Client Information Form / T&C's
Below you will find your 'new client information' form to complete and submit when we have agreed to work together or when we have requested further information prior to our first online session. Please do not complete this form until we have spoken - initial enquiries should be made by phone or the 'enquiry form' on the bookings and contact page.
If there are any questions that you would prefer not to answer at this stage, then simply leave the field blank, although the more detail you can provide the easier it will be to make an accurate assessment of the therapy required. Thank you.
New Client Information Form
Please complete and submit. Strictly confidential.
Terms & Conditions of Online Therapy
Please read the information below as this sets out the boundaries to our online therapy work together. This is an informed consent form and you are asked to read and agree its acceptance before we can begin therapy work together.
General Arrangements and Conditions of Therapy
Skype or Zoom – sessions are normally via video (face to face live online). You will need access to Skype or Zoom facilities on your device, which is free to download and set up a user name. Skype and Zoom conversations are encrypted. We will send you an invitation to join the meeting on Skype or Zoom following your processed payment. You will need to be ready to connect at the agreed time for sessions. We will contact you at the start of each session. If we have agreed to more than one session then a time for the next meeting will be made at the end of the conducted session.
Phone Consultations – we may use VoIP which enable the calls to be free to both parties, or landline or mobile networks as agreed.
Email – email sessions work so that you can either send a full outline of current concerns or you can write your thoughts over a short period of time and then send them to your therapist to read and reply to in detail. Some clients prefer to work this way as they find it easier to write their thoughts down and can keep their therapist’s responses to re-read and use as a prompt. There is a word limit of 800 words per email. You would send your email by an agreed date and the therapist will make their response within an agreed time – usually 48 hours. We use a secure encrypted email service.
Payment for Sessions
Payments are made prior to sessions starting. Payment for sessions should be made at least 24 hours before your booked session or it will be considered cancelled. Normally, we will send you a payment invoice that can be used to make secure online payment by debit or credit card. BACS or other payment method may be used by agreement.
Late or Missed Sessions and Cancellation
Sessions are organised for an agreed date and time. If you are late attending the session, we will stay online for 15 minutes to allow for any eventualities. If you do not make contact within this time then the session will be considered missed and will be cancelled. You will be charged the full session fee for this. If you are late attending your session, we may still end on the original time for the session.
If you wish to cancel a session you are asked to give a minimum of 24 hours’ notice by either email, phone or SMS. If you miss your agreed session and have not given sufficient notice then your payment will be kept.
Conduct at Sessions
We work with all clients in a professional manner. We ask that you do not attend therapy sessions under the influence of alcohol or drugs.
Session Duration and Your Personal Space
Your sessions are important and this is your “space”. Being prepared is an important part of therapy. Ensuring that you are comfortable, having a safe and private space to work from is important and having a pen and paper for you to make notes etc can be useful.
Session times are as agreed, normally 60-90 minutes long, and are conducted at an agreed time between you and your therapist.
It is also important to be able to give yourself a bit of time and headspace after each session. Therapy uses energy and can bring up a host of emotions. Ensuring you have some time after a session is healthy self-care. Try to make sure you do not have to rush off for an appointment or pick up the children straight away, having a cup of tea or a glass of water and doing something relaxing for 5 – 10 mins can help. Your therapist will talk with you about this during the initial assessment.
Therapy Reviews and Ending Sessions
Part of the therapy process involves regular reviews between yourself and your therapist. This is to ensure that work is progressing and that you are still getting what you need from the sessions. All therapy comes to an end at some point. Regular reviews help with appropriately planned conclusions as this is an important part of the therapy process.
If technical difficulties are experienced, for example computer or internet breakdown we will undertake to contact each other via phone, email or text (SMS) message so that an alternative session can be made. No charge is made for such instances unless a substantive part of the session has been completed prior to the abandonment.
Confidentiality, Anonymity and Breeching
The work we do together is confidential. However, there are particular circumstances in which as therapists we can break confidentiality and this is covered by the code of ethical guidelines for therapists as set by our governing bodies. A need for breaking confidentiality focuses on keeping you as the client and others safe from harm. If it becomes apparent that there is a genuine risk for your welfare, safety or the safety of others, then we have a duty of care to raise that concern with appropriate professionals to support you further. We will always attempt to explore this with you first.
We ensure that all information is kept safe and protected. We ask that you do the same. It would not appropriate to post/share onto social networks/forums any written correspondence between us concerning our work together.
Data Protection – All transcripts, therapy emails and notes that are made as part of our work are owned by the therapist. Please do not post extracts or whole copies of our communication on social forums or to third parties. We are governed by the GDPR – our Privacy Notice is available upon request.
As therapists we aim to develop a trusting and friendly working relationship. To maintain the confidentiality and the boundaries of our work it is not appropriate to engage “socially” on any social media network, social or professional forums.
Online therapy is not suitable if you are experiencing certain enduring mental health illnesses or are experiencing acute distress. If you feel you are in crisis or are in danger of harming yourself then is it imperative that you contact the emergency services for help or go to your nearest A&E department / Emergency Room. The information on our website should not be considered as medical advice. If you have any doubts or concerns about your health, you should seek advice from your GP or medical professional.
h2 Hypnotherapy agrees:
To provide services to the client solely within our areas of professional competence and based upon the information supplied by the client.
To conduct ourselves at all times in a manner in accordance with our professional status and the Code of Ethics of the General Hypnotherapy Register (a copy of which is available upon request).
To ensure full confidentiality of all client discussions, case notes and records. No details of any client session will be disclosed to a third party without the express written consent of the client. Our Privacy Notice is available upon request.
THE CLIENT agrees:
To the Terms & Conditions of treatment set out in this document
To engage fully with the treatment process, including any agreed ‘homework’.
That h2 Hypnotherapy can provide no warranty that any treatment given will be effective for the client’s personal and particular circumstances, and that the client will not hold h2 Hypnotherapy responsible for the failure (in whole or in part) to achieve the client’s goals for the treatment.
Appendix: Suggestions for getting the best from online hypnotherapy
A reliable and stable broadband connection is necessary, although we will put in place safeguards in case of a connection failure - you won't be left 'stuck' in hypnosis!
If connections fail during the hypnosis, you will alert yourself after a short time automatically. Similarly, any emergency situation can be dealt with.
Desktop, laptop, tablet, or even smartphone with a decent sound and camera are suitable. Your device needs to be securely supported and not hand-held. Remember to switch-off other notifications, such as emails, before the session to avoid alerting interruptions.
A quiet and comfortable space, where you are unlikely to be disturbed by people or pets and where you can speak in private. A comfortable chair that offers good support, or a couch will help you to relax safely.
Headphones or earpieces will enhance the experience, but are not essential.
A phone available in case of loss of connection (but be sure to put on ‘silent mode’ to avoid disturbance).
Please keep your microphone open during the hypnosis as you may be asked to reply to questions.
A glass of water to hand in case of dry throat.
Suggest that you visit the loo before the session starts to avoid disturbance.