Terms of Service

Last Updated: July 24, 2026

Welcome to Willamette Wellness Center (“WWC,” “we,” “us,” or “our”). These Terms of Service (“Terms”) explain how our website, telehealth platform, intake and scheduling systems, communications, and clinical procedures operate. We aim for plain language while keeping legal clarity. By using www.wwcpdx.com, our SimpleIntake system, our new-client form, our telehealth platform, or by engaging our clinical services in any form, you agree to these Terms. 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 shows the most recent revision. Continued use of our website or services after an update constitutes acceptance of the revised Terms. These Terms govern website and administrative use; the legally binding terms of clinical care are set out in the Informed Consent, financial agreement, and practice policies you sign at intake, which control if they conflict with these Terms.

2. Description of Services

WWC is an outpatient mental and behavioral health practice serving clients located in Oregon and Washington. Services include:

• Individual therapy for adults (age 18+);
• Teen therapy for adolescents (see Section 9 for state-specific minor-consent ages);
• Couples counseling;
• Group therapy (as available); and
• Telehealth and/or in-person sessions, depending on provider availability and clinical appropriateness.

3. Website Use & Acceptable Behavior

You may:

• Browse our website and read our blog, articles, and educational resources;
• Use our contact forms and SimpleIntake system;
• Sign up for newsletters and updates (opt-out always available); and
• Interact with our administrative chatbot or phone assistant for scheduling and general questions (these tools are not for clinical care and do not provide therapy).

You may not:

• Use our site for any unlawful purpose;
• Attempt to breach security or access restricted systems or other users’ information;
• Misrepresent your identity or provide false information;
• Copy, reproduce, or distribute our copyrighted materials without permission;
• Use automated systems to scrape, harvest, or overload our website; and
• Submit harmful, threatening, harassing, or otherwise inappropriate content.

4. Communication & Contact Consent

By providing your email address or phone number, you consent to receive administrative communications related to your care, including:

• Scheduling, appointment, and reminder messages
• Intake updates and administrative requests
• Practice updates and newsletters (opt-out available in every message)

5. Telehealth Services & Consent

WWC provides services via a secure, HIPAA-compliant telehealth platform. By participating in telehealth, you acknowledge and agree that:

• You must be physically located in Oregon or Washington at the time of each session, because our clinicians are licensed in those states, and you may be asked to verify your location. We cannot provide services while you are physically located in another state or country.
• Telehealth may experience technical disruptions, connectivity issues, or other limitations that can affect a session.
• Telehealth is not appropriate for every clinical concern; your therapist may change the modality, see you in person, or refer you elsewhere if clinically necessary.
• Telehealth in Oregon is provided consistent with the standards of the Oregon Board of Licensed Professional Counselors and Therapists and other applicable Oregon boards; telehealth in Washington is provided consistent with chapter 18.225 RCW and applicable Washington board rules.

6. Privacy, Confidentiality, HIPAA & Part 2

We respect the confidentiality of your information. The categories of information we collect, how we use and share it, and your choices and rights are described in detail in our Privacy Policy and, for protected health information, our HIPAA Notice of Privacy Practices (“NPP”). In summary:

• We collect basic contact information, limited website analytics (subject to your cookie choices), clinical information you provide through HIPAA-compliant intake forms and our electronic health record (TherapyNotes), and insurance and payment information as applicable.
• We do not sell your personal information or your health information.
• For active clients, the confidentiality of clinical records is governed by HIPAA (45 C.F.R. Parts 160 and 164) and applicable Oregon and Washington law, including the psychotherapist- and counselor-client privileges and the limits on disclosing mental-health records described in our Privacy Policy.
• Substance use disorder records: Some WWC records may include information about a client’s SUD diagnosis, therapy, and referrals to SUD programs. WWC is not an SUD treatment provider and does not provide medical management or pharmacological interventions. Records that would identify you as having a substance use disorder can receive heightened protection under 42 C.F.R. Part 2 (authorized by 42 U.S.C. § 290dd-2): they generally may not be disclosed or redisclosed without your specific written consent, except in limited circumstances such as a bona fide medical emergency or a qualifying court order, and any permitted disclosure carries a notice prohibiting redisclosure. WWC will respond to lawful requests for records and in its discretion, apply Part 2 privacy guidelines to its review and disclosure of records where WWC determines Part 2 privacy requirements apply to a client’s therapy record.

Please review the Privacy Policy and HIPAA NPP for the controlling details, including mandatory-reporting and safety exceptions.

7. Scope of Practice & Service Limitations

WWC clinicians do not provide:

• Court-ordered evaluations, forensic evaluations, or letters for litigation;
• Custody or parenting evaluations;
• Emotional support animal (ESA) letters or disability certifications;
• Fitness-for-duty evaluations;
• Crisis stabilization services; and
• 24/7 on-call or emergency crisis response.

Therapy outcomes vary by individual, and no specific result is guaranteed.

8. Electronic Communications, Records & Signatures

By using WWC’s systems, you agree that:

• Electronic signatures, typed names, and digital form submissions constitute legally binding signatures, consistent with the federal E-SIGN Act and Oregon and Washington electronic-transactions law.
• You will keep your login credentials confidential and notify us of any unauthorized use.
• You accept the inherent risks of electronic communication, including occasional delays or, despite safeguards, a possible security breach.

9. Minor Clients — Oregon and Washington

WWC provides outpatient therapy to eligible adolescents. Minor-consent rules differ by the state in which the minor is located:

Oregon

Under ORS 109.675, a minor 14 years of age or older may obtain outpatient diagnosis or treatment of a mental or emotional disorder or chemical dependency (other than methadone maintenance) without parental knowledge or consent. The clinician must involve the minor’s parent or guardian before the end of treatment unless the parent refuses, or unless there are clear clinical indications to the contrary that are documented in the record.

Washington

Under RCW 71.34.530, an adolescent 13 years of age or older may request and receive outpatient behavioral health treatment without parental consent. Parental authorization is required to provide outpatient treatment to a minor under age 13.

In both states, parents or guardians may have limited or partial rights to information, and a clinician may, in their professional discretion, involve a parent or guardian for safety or treatment reasons consistent with applicable law and the minor’s confidentiality protections. Unless otherwise arranged, financial responsibility and billing remain with the parent or legal guardian.

10. Online Scheduling & Intake Responsibilities

Clients agree to:

• Provide accurate, current contact information;
• Complete forms truthfully and promptly; and
• Attend scheduled appointments or provide timely cancellation (see Section 11).

WWC uses SimpleIntake and TherapyNotes for scheduling, reminders, communication, and documentation. Each operates under a Business Associate Agreement.

11. Cancellation, No-Show & Late Appointment Policy

• 48 hours’ notice is required to avoid a cancellation fee.
• Cancellations with less than 48 hours’ notice incur a $100 fee.
• No-shows incur a $100 fee.
• A card on file may be automatically charged for these fees.
• True emergencies are considered on a case-by-case basis.

WWC’s records (TherapyNotes timestamps, logs, and SimpleIntake history) constitute the official record for cancellation timing. These fees are not billed to insurance and are your responsibility.

12. Insurance, Billing & Financial Responsibility

Insurance coverage is not guaranteed, even when benefits are verified. Clients are responsible for:

• Copays, coinsurance, and deductibles;
• Non-covered services;
• Denied claims;
• Outstanding balances; and
• Missed-appointment fees.

Payment is due at the time of service unless otherwise arranged, and a credit card on file is required. WWC complies with the federal No Surprises Act; a Good Faith Estimate of expected charges is available to uninsured and self-pay clients on request and is provided as required by law.

13. Intellectual Property

All website and practice materials — including text, design, images, logos, and clinician-authored content — are the property of WWC or its licensors and may not be reused without written permission.

14. Third-Party Services

We use trusted third-party vendors, which may include:

• SimpleIntake by Productive Therapist (intake management);
• TherapyNotes (electronic health record);
• Doug Fir Billing (insurance billing);
• Alchemy Credentialing (insurance credentialing); and
• Productive Therapist (administrative support).

Vendors that handle protected health information operate under Business Associate Agreements. We are not responsible for the independent content, policies, or performance of third-party services, and your use of certain third-party platforms may also be governed by their own terms.

15. Crisis & Emergency Situations

WWC is not a crisis center and does not provide real-time monitoring. If you are in danger or experiencing an emergency:

16. Limitations of Liability

To the fullest extent permitted by law: WWC provides its website and systems on an “as available” basis; we do not guarantee uninterrupted or error-free service; and WWC is not liable for indirect, incidental, special, or consequential damages arising from use of the website or administrative systems. Nothing in these Terms limits any liability that cannot be limited under applicable law, and nothing here alters the professional and legal duties WWC owes to its clients.

17. Online Conduct & Public Reviews

• Clients agree not to disclose confidential clinical information in public reviews.
• To protect confidentiality, WWC will not confirm or deny the existence of a therapeutic relationship in response to a public review or post.

18. Governing Law, Dispute Resolution & Severability

These Terms are governed by the laws of the State of Oregon and, for clients located in Washington, applicable Washington law, without regard to conflict-of-laws principles. The state in which you receive services generally supplies the controlling rules for clinical care, confidentiality, and consumer-protection rights. If any provision of these Terms is found unenforceable, the remaining provisions remain in full effect. These Terms, together with the policies and consents you sign at intake, represent the entire agreement regarding website and administrative service use.

19. Contact Information

For clinical concerns or scheduling, please use our secure new-client form or SimpleIntake system rather than general email. Thank you for reading our Terms of Service. WWC is committed to trauma-informed, inclusive, culturally responsive, and client-centered care.