Terms & Conditions
These Terms & Conditions are specifically related to a new check-in process at Deeds Counseling, LLC. We are automating the check-in process to make it easier for your counselor to know when you arrive to your appointment and so you can sign the paperwork required by the state of Pennsylvania and most insurance companies.
About this policy
Deeds Counseling, LLC. ("we", "us") uses a check-in tablet in our office, called Deeds Check-In. This page explains the terms for using it and how we handle the information it collects.
It covers two groups:
- Clients, who may use the tablet to check in, check out and sign treatment plans.
- Counselors on our staff, who may receive text message alerts when their client arrives.
This policy is in addition to our Notice of Privacy Practices, which still governs your health information.
Checking in and out (clients)
Using the tablet is optional. You can always check in or out with our front desk instead.
- To check in, enter your first name and last initial and choose your counselor. We then let your counselor know you've arrived.
- To check out, enter the same name.
- Please enter only your own name. Don't check in for someone else unless you are their parent or guardian.
- The tablet clears itself. If it's left idle partway through, it returns to the welcome screen and erases what was typed, so the next person can't see it.
Clients never receive text messages from the tablet.
Signing treatment plans electronically (clients)
You may sign your treatment plan on the tablet instead of on paper. Signing electronically is your choice.
- Staff load your plan, and only your plan, onto the tablet before handing it to you.
- You can read every page before signing. If you have questions, tap I have questions — don't sign and talk with your counselor first.
- When you type your name and sign with your finger or a stylus, you agree that your electronic signature counts the same as a handwritten one.
- Your signed plan includes the date and time you signed. A copy goes into your clinical record, and you may ask us for a copy.
- Prefer paper? Just tell us. We'll give you a paper copy to sign instead.
Text message alerts (counselors)
Deeds Check-In Alerts sends a text to a counselor on our staff when their client checks in. It is for internal staff notifications only. We never send marketing messages, and we never text clients.
- Opting in: You join by giving us your mobile number and agreeing in writing to receive arrival alerts. We add your number only after you agree.
- What you'll receive: one text per client check-in, for example: "Deeds Counseling: Your client Sam T. has checked in at 2:05 PM." If you turn on check-out alerts, you'll also get one when your client leaves.
- How often: message frequency varies with your schedule, usually a few texts per workday.
- Cost: message and data rates may apply, depending on your mobile plan.
- Opting out: reply STOP to any alert at any time. You'll get one final text confirming you're unsubscribed, and no more alerts after that. You can also ask us to remove your number.
- Rejoining: reply START to the same number.
- Help: reply HELP for help, or contact the office using the details at the end of this policy.
- Carriers are not liable for delayed or undelivered messages.
Information we collect
The tablet collects only what it needs to run check-in and signing.
| From | What we collect |
|---|---|
| Clients checking in or out | First name, last initial, chosen counselor, check-in and check-out times |
| Clients signing a treatment plan | Typed full name, handwritten signature, date and time signed |
| Counselors | Name and mobile number, plus whether each alert was delivered |
The tablet does not collect birth dates, addresses, insurance details or diagnoses, and it does not track location.
How we use and share it
We use this information only to let counselors know their client has arrived, keep a record of visits, and keep signed treatment plans in your clinical record.
- We never sell any of this information.
- Mobile numbers and text opt-in consent are never shared with third parties or affiliates for marketing or promotional purposes.
- Our text provider: alerts are sent through Twilio, a messaging service. Twilio receives only the counselor's mobile number and the short alert text, and uses them only to deliver the message.
- Other sharing: we share information only as described in our Notice of Privacy Practices or when the law requires it.
Opting in and opting out
| Who | What | To opt in | To opt out |
|---|---|---|---|
| Clients | Tablet check-in and check-out | Use the tablet | Ask your counselor to meet you in the waiting room at your appointment time |
| Clients | Signing on the tablet | Sign on the tablet when staff offer it | Ask to sign on paper |
| Counselors | Text alerts | Give us your mobile number and agree in writing. To rejoin later, reply START. | Reply STOP to any alert, or ask the office |
Storage, retention and security
Information is stored only on the office tablet, in storage other apps can't read. It is not uploaded to any website or cloud service.
- The tablet is locked to the check-in app, and staff settings need a staff PIN.
- Signed treatment plans are moved into your clinical record and then deleted from the tablet.
- Visit records are exported to our records as needed and then cleared from the tablet.
- Records kept in your clinical file follow our normal record-retention rules.
Questions and changes
Questions about this policy, check-in or text alerts? Contact Deeds Counseling, LLC.:
- Phone: (724) 550-4197
- Email: info@deeds-counseling.com
- Address: 25 Highland Park Drive, Suite 204, Uniontown, PA 15401
We may update this policy when our check-in process changes. The date at the top shows when it was last updated, and we'll tell counselors directly about any change to text alerts.