Terms of Service

Welcome to Willamette Wellness Center (WWC). These Terms of Service (“Terms”) outline how our website, services, telehealth platform, communication systems, and client procedures operate. We aim to use clear, plain language while ensuring legal clarity and transparency. By using our website www.wwcpdx.com, our SimpleIntake system, our new client form on our website, our telehealth platform, or by engaging with our clinical services in any form, you agree to the Terms listed below. If you do not agree, please discontinue use of our website and services.
1. About These Terms
WWC may update these Terms periodically to reflect legal, clinical, or technological changes. The “Last Updated” date above indicates the most recent revision. Continued use of our website or services constitutes acceptance of any updated Terms.
2. Description of Services
Willamette Wellness Center is an outpatient mental health practice serving Oregon and Washington. Services include:
  • Individual therapy for adults (age 18+)
  • Teen therapy for clients ages 14 and older
  • Couples counseling
  • Group therapy (as available)
  • Telehealth and/or inperson sessions depending on provider availability
Important: Website information is educational in nature and does not constitute therapy nor create a therapeutic relationship. A therapeutic relationship begins only after intake is completed, informed consent is signed, and a session is scheduled.
3. Website Use & Acceptable Behavior
You may:
  • Browse our website
  • Use our contact forms and SimpleIntake system
  • Access newsletters, blog content, resources, and educational materials
  • Interact with our administrative chatbot or phone AI (not for clinical care)
You may not:
  • Use our site for unlawful purposes
  • Attempt to breach security or access restricted systems
  • Misrepresent your identity or provide false information
  • Copy, reproduce, or distribute our copyrighted materials
  • Use automated systems to scrape or overload our website
  • Submit harmful, offensive, or inappropriate content
4. Communication & Contact Consent
By providing email or phone information, you consent to receive administrative communication related to your care, including:
  • Scheduling and appointment messages
  • Intake updates
  • Administrative requests
  • Practice updates or newsletters (optout available)
Security Notice: Although we use reasonable safeguards including Google Workspace with BAA, Lynksys for email encryption, and HIPAA approved SimpleIntake Forms, email and text are not fully secure. Avoid sending sensitive clinical information through email or SMS.
5. Telehealth Services & Consent
WWC provides services via secure, HIPAAcompliant telehealth. By participating in telehealth, you acknowledge:
  • You must be physically located in Oregon or Washington at the time of session and may be asked to verify your location.
  • Telehealth may experience disruptions, connectivity issues, or limitations.
  • Telehealth is not appropriate for all clinical concerns; your therapist may adjust modality or refer out if clinically necessary.
6. Privacy, Confidentiality & Data Collection
We collect:
  • Basic contact information
  • Website analytics data (cookies)
  • Clinical information provided through our intake forms and EHR (TherapyNotes)
  • Insurance and payment information (as applicable)
We use your information to:
  • Provide requested services
  • Communicate with you
  • Improve our website and systems
  • Coordinate care with your consent
  • Fulfill legal obligations
Information Sharing: We do not sell client information. We only share data when:
  • Required by law
  • Needed for safety or mandated reporting
  • Permitted by written client authorization
  • Necessary for care coordination
  • Required by HIPAA-compliant business associates (SimpleIntake, TherapyNotes, billing systems)
For active clients, protections follow HIPAA and our Notice of Privacy Practices.

7. Scope of Practice & Service Limitations

WWC clinicians do not provide:
  • Courtordered evaluations or letters
  • Custody evaluations
  • ESA letters or disability certifications
  • Fitnessforduty evaluations
  • Crisis stabilization services
  • 24/7 oncall crisis response
Therapy outcomes vary by individual; no specific results are guaranteed.
8. Electronic Communications, Records & Signatures
By using WWC’s systems, you agree that:
  • Electronic signatures, typed names, and digital submissions constitute legally binding signatures
  • You will keep login credentials confidential
  • You accept the risks of electronic communication, such as occasional delays or security breach/s.
9. Minor Clients (Ages 14–17)
WWC provides therapy for teens age 14 and older. Under Oregon and Washington law:
  • Teens may consent to certain types of mentalhealth treatment
  • Parents/guardians may have limited or partial rights to information
  • Clinicians may, at their discretion, involve parents/guardians for safety or treatment reasons
  • Billing and financial responsibility remain with the parent or legal guardian unless otherwise arranged
10. Online Scheduling & SimpleIntake Responsibilities
Clients must:
  • Provide accurate and uptodate contact information
  • Complete forms truthfully and promptly
  • Attend scheduled appointments or provide timely cancellation
WWC uses SimpleIntake and TherapyNotes for scheduling, reminders, communication, and documentation.
11. Cancellation, NoShow & Late Appointment Policy
  • 48 hours’ notice is required to avoid a cancellation fee.
  • Cancellations with less than 48 hours’ notice incur a $100 fee.
  • Noshows incur a $100 fee.
  • A card on file will be automatically charged for these fees.
  • True emergencies will be considered on a casebycase basis.
WWC’s documentation (Therapy Notes timestamps, logs, SimpleIntake history) constitutes the official record for cancellation timing.
12. Insurance, Billing & Financial Responsibility
Insurance coverage is not guaranteed, even when verified. Clients are responsible for:
  • Copays, coinsurance, and deductibles
  • Noncovered services
  • Denied claims
  • Outstanding balances
  • Missed appointment fees
Payment is due at time of service unless otherwise arranged. Credit card is the required payment method. WWC complies with the No Surprises Act. GoodFaith Estimates are available on request.
13. Intellectual Property

All website and practice materials—including text, design, images, logos, and therapist content—are property of WWC and may not be reused without written permission.

14. ThirdParty Services
We use thirdparty vendors such as:
  • SimpleIntake (intake management)
  • TherapyNotes (EHR)
  • Doug Fir Billing (insurance billing)
  • Alchemy Credentialing (insurance credentialing)
  • Productive Therapist (administrative hires)
We are not responsible for their content, policies, or performance, though all business associates operate under confidentiality agreements.
15. Crisis & Emergency Situations
WWC is not a crisis center. If you are in danger or experiencing an emergency:
  • Call 911
  • Go to the nearest emergency room
  • Contact the 988 Suicide & Crisis Lifeline (24/7)
Our website, systems, and clinicians do not provide realtime monitoring.
16. Limitations of Liability
To the fullest extent permitted by law:
  • WWC provides services on an “as available” basis
  • We do not guarantee uninterrupted service
  • WWC is not liable for indirect, incidental, or consequential damages involving website or system use
17. Online Conduct & Public Reviews
  • Clients agree not to disclose confidential clinical information in public reviews
  • WWC will not confirm or deny therapeutic relationships in response to reviews
18. Governing Law, Modifications & Severability

These Terms are governed by Oregon and Washington law. If any section is found unenforceable, the remaining sections remain in full effect.

These Terms represent the entire agreement related to website and administrative service use.

19. Contact Information

Willamette Wellness Center
6902 SE Lake Road Suite 203
Milwaukie, OR 97267
Phone: 5034043637
Email: info@wwcpdx.com
Website: www.wwcpdx.com

For clinical concerns or scheduling, please use our secure new client form and/or SimpleIntake system rather than general email.

Thank you for taking the time to read our updated Terms of Service. WWC is committed to traumainformed, inclusive, culturallyresponsive, and clientcentered care.