Practice Policies and Expectations Overview 

This page provides an overview of my current practice policies, fees, and expectations for clients receiving services. These policies are intended to support clear communication, consistency, and a sustainable therapeutic relationship.

The information on this page is a general summary and does not replace the Practice Informed Consent, Financial Policies, or other required client documents. Applicable policies and fees will be reviewed and acknowledged during the intake process before services begin.

  • If you have questions about any policy or how it applies to your circumstances, please contact the practice before scheduling.

Page Contents Below

  1. Communication Procedures and Response Times/Office Hours

  2. Cancellation and Attendance

  3. Telehealth Requirements

Communication Procedures and Response Times

Hopecore Counseling, PLLC is not a crisis or emergency service center/agency—If you are experiencing a mental health emergency or are in crisis, please call 911 or the 988 Suicide & Crisis Lifeline immediately. You can also text HOME to 741741 or visit https://988lifeline.org for support.

Clinicians and administrative staff do not provide emergency services.

Office Hours

  • Monday: 8 AM- 4 PM

  • Tuesday: 8 AM- 4 PM

  • Wednesday: 8 AM- 4 PM

  • Thursday: 8 AM- 4 PM

Hopecore Counseling aims to respond to emails, voicemails, and texts within 48 business hours (Monday–Thursday, excluding weekends, holidays, scheduled office closures, vacations, and other out-of-office periods).

**Office hours are different from appointment availability-please refer to your assigned clinician for scheduling inquires.

Direct communication with clinicians outside of scheduled sessions is strictly for scheduling-related concerns only.

Clients may contact their assigned clinician via phone at (703) 552-5026, SimplePractice SMS via Client Portal, or email at valeria@hopecorecounseling.com for scheduling, rescheduling, or administrative questions.

  • Any clients who send an SMS message outside office hours will receive an After-Hours automated SMS response detailing resources to access during crises/emergencies and the office’s current business hours.

  • Response times are not guaranteed and may vary depending on clinician availability.


Cancellation and Attendance

Cancellation and No-Show Policy

Clients must cancel or reschedule appointments at least 48 hours in advance.

  • NO-SHOW FEE: $100.

  • LATE CANCELLATIONS*:$75.

    **This includes, but is not limited to: Same-day cancellations, 24-hour (Day before appointment) cancellations, and mid-session cancellations.

Clinician Cancellations

Hopecore Counseling clinicians may periodically take time off for vacation, personal emergencies, seminars, or illness. 

Attempts will be made to give adequate notice of these events.  If the clinician is unable to contact a client directly, a follow-up message will be provided at the earliest convenience or by a colleague.

Late Attendance:

Clients are allowed a 5-minute grace period from the scheduled appointment start time, with or without notice, to join their scheduled session and not be considered a no-show or late cancellation.

Late-Clinician Cancellations

If a clinician is unable to provide at least 48 hours' notice to cancel a scheduled appointment, clients may receive one banked pass that may be used toward a future late-cancellation or no-show fee, as outlined in the practice’s current policies.

Clients are not guaranteed a banked pass for each late clinician cancellation. Clinicians will provide written communication if a pass is offered.

Telehealth Requirements

Hopecore Counseling clinicians are currently only licensed in Virginia.

Physical Location of Clients

Clients must be located in the state where their therapist’s license is issued. As a client, you must be physically present in Virginia to meet for an in-person or telehealth session.

  • If you join a telehealth session from an out-of-state location, your clinician will have to end the call immediately. You could also be subject to a late cancellation fee.

Troubleshooting and Technical Factors

Clients must ensure a secure internet connection, proper audio settings, and other technical factors are in place before each scheduled session to ensure videoconferencing runs as smoothly as possible.

  • To ensure confidentiality and privacy, video or audio recording of telehealth sessions is NOT ALLOWED unless there is written, signed authorization AND consent from both the client and the clinician on file.

Privacy and Safety

Clients must be in a safe and private location where session conversation cannot be overheard (to the best of your ability!- as per the practice’s Consent for Telehealth and Privacy Practices).

  • Telehealth appointment links shall not be shared with unauthorized attendees.

  • Additional attendees in a client’s telehealth appointment must have a written Release of Information (ROI) on the established client’s file.

  • Telehealth sessions may be held from a car, provided the car is parked and away from oncoming traffic.

  • Driving during telehealth attendance is NOT ALLOWED and will result in the call being ended immediately.