Practice Policies

Privacy and HIPAA 

Please follow the link below to view Privacy Policy and HIPAA information

Appointment Cancellation/No-Show

Consistency is a vital part of the therapeutic process. When we schedule an appointment, that time is reserved exclusively for you.

• 24-Hour Rule: If you need to cancel or reschedule, you must provide at least 24 hours' notice.

• Late Cancellation/No-Show Fee: Appointments cancelled with less than 24 hours' notice, or missed visits (no-shows), will result in a $75 fee.

• Missed visit fees my be avoided if the appointment is rescheduled within the same week if schedules align.

• Payment of Fees: This fee will be automatically charged to the credit card on file. Please note that insurance companies do not reimburse for missed appointment fees; this is your sole responsibility.

• If you are late for a session, you may lose some of that session time.

Payment

• Payment is due at the time of service. 

• Payment Method: A valid credit, debit, or HSA/FSA card must be kept on file in your secure client portal. Cash payment is accepted.  

• Out-of-Network (OON) Reimbursement: For individual private pay therapy, Wildwood can provide a monthly Superbill upon request. Clients are responsible for verifying OON benefits with insurance providers.

• Exclusions: Superbills are not provided for Couples Therapy or KAP Dosing sessions.

• HSA/FSA Disclosure: Using HSA/FSA funds or requesting a Superbill requires the documentation of a formal mental health diagnosis (ICD-10 code) to justify medical necessity. This diagnosis will become part of your record with the third-party payer.

Referrals & Coordination of Care

Wildwood Licensed Clinical Social Work, PLLC, is a solo private practice operated independently by Alyssa Swatkowski, LCSW. It is important for clients to understand that this practice does not maintain any formalized or legal partnerships, joint ventures, or professional affiliations with outside entities such as primary care physicians, nurse practitioners, psychiatrists, hospitals, or inpatient rehabilitation programs. While collaboration with other providers is often beneficial for holistic care, this practice remains a distinct and separate legal entity from any other medical or mental health facility.

In alignment with professional social work ethics and standards, a commitment is maintained to stay informed about available community resources and support systems. When it is clinically necessary or requested, information regarding external referral sources will be provided to help bridge gaps in care. This practice serves as a resource for navigating the broader mental health landscape, though the final choice of provider and the management of those external relationships remain the responsibility of the client.

To ensure the highest standard of clinical safety, certain high-needs situations may require a transition to a more intensive setting. If a client experiences active suicidal ideation with plan, method, or intent, significant self-harm, intense substance use, or other behaviors that create a level of risk exceeding what can be safely managed in an outpatient private practice, a referral to a higher level of care will be initiated. This policy is in place to prioritize client well-being and to ensure that every individual receives the appropriate intensity of support required for their specific circumstances.

Social Media & Electronic Communications

Due to the importance of your confidentiality and the importance of minimizing dual relationships, I do not accept friend or contact requests from current or former clients on any personal social networking site (Facebook, Instagram, Tik Tok, LinkedIn, etc). I believe that adding clients as friends or contacts on these sites can compromise your confidentiality and our respective privacy. It may also blur the boundaries of our therapeutic relationship. If you have questions about this, please bring them up when we meet and we can talk more about it. 

I cannot ensure the confidentiality of any form of communication through electronic media, including text messages. If you prefer to communicate via email or text messaging for issues regarding scheduling or cancellations, I will do so. While I may try to return messages in a timely manner, I cannot guarantee immediate response and request that you do not use these methods of communication to discuss therapeutic content and/or request assistance for emergencies.

Telehealth & Telephone Accessibility 

• All telehealth sessions are conducted via a HIPAA-compliant version of Google Meet or through HIPAA compliant platforms such as Headway or Sondermind.

• Location Requirement: To comply with New York State licensing laws, you must be physically located in New York at the time of your session.

• Technical Failure: If we are disconnected, I will attempt to rejoin for 5 minutes. If we cannot reconnect, I will call you at the phone number on file to finish the session or reschedule.

• Non-Emergency Status: I do not offer 24/7 crisis service. I will respond to messages within 24–48 business hours.

• Emergencies: If you are experiencing a mental health emergency, please call 988, go to the nearest emergency room, or contact Crisis Services of Erie County at 716-834-3131.

• Clinical content should not be shared via text and should be reserved for in-person or telehealth sessions to protect HIPAA compliance.