Home / Office Policies
Office Policies &
Legal Information
Please read these policies carefully before beginning services with Embodied Resilience Therapy LLC. By scheduling or attending an appointment, you agree to the terms outlined on this page.
If you have any questions about these policies, please contact us directly. We are happy to explain anything in more detail.
LAST UPDATED: FEBRUARY 2026 · EMBODIED RESILIENCE THERAPY LLC · TEXAS
SECTION 01
Office Policies
Scheduling & Appointments
All appointments are scheduled through the agency with which Embodied Resilience Therapy LLC contracts. To schedule, reschedule, or cancel an appointment, please contact us directly by phone or email. We do our best to accommodate your schedule and will work with you to find a time that meets your needs.
Cancellation Policy
48-Hour Cancellation Notice Required
We require a minimum of 48 hours' notice to cancel or reschedule an appointment. Cancellations made with less than 48 hours' notice may be subject to a late cancellation fee. Repeated late cancellations may affect your ability to schedule future appointments.
We understand that emergencies and unexpected situations occur. If you experience a true emergency, please contact us as soon as possible, and we will work with you on a case-by-case basis.
Late Arrivals
If you arrive late to your session, the session will still end at the originally scheduled time out of respect for other clients. The full session fee applies regardless of arrival time. If you expect to be late, please notify us in advance so we can plan accordingly.
No-Show Policy
Clients who do not show up for a scheduled appointment without prior notice will be considered a no-show. A no-show fee may be charged. Repeated no-shows may result in discharge from services.
Communication
For non-urgent matters, please contact us by email or phone during regular business hours. We aim to respond within one to two business days. Please do not use email or voicemail for emergencies. In the case of a mental health emergency, please call 911 or go to your nearest emergency room.
Session Length
Standard therapy sessions are 50 minutes. Immigration evaluation appointments may require additional time and will be scheduled accordingly.
Languages
Services are available in English and Spanish. Please let us know your preference when scheduling.
In-Person Only
Play therapy and caregiver support are offered in-person in Fort Worth, TX. Immigration evaluations and free counseling are available virtually, serving clients across Texas and beyond. Please contact us for the most current information on session availability.
Minors
A parent or legal guardian must provide written consent before services begin for any client under the age of 18.
Social Media & Dual Relationships
To protect the therapeutic relationship and your confidentiality, we do not accept friend or follow requests from current or former clients on personal social media accounts. If you find our professional pages, you are welcome to follow them, but we will not follow you back.
Crisis & Emergency Situations
If You Are in Crisis
Embodied Resilience Therapy LLC is not an emergency or crisis service. If you or someone you know is in immediate danger, please call 911. For mental health crisis support, you can reach the 988 Suicide & Crisis Lifeline by calling or texting 988.
SECTION 02
Accessibility Statement
Embodied Resilience Therapy LLC is committed to ensuring that our services, website, and communications are accessible to all individuals, including those with disabilities. We believe that everyone deserves equitable access to mental health care and information.
Website Accessibility
We strive to design our website in accordance with the Web Content Accessibility Guidelines (WCAG) 2.1 at the AA level. Our ongoing efforts include:
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Providing sufficient color contrast for text and background elements
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Using clear, readable fonts and logical page structure
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Ensuring keyboard navigability throughout the site
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Including descriptive alt text for meaningful images
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Designing forms that are clearly labeled and easy to use
Language Accessibility
All core content on this website and all clinical services are available in both English and Spanish. If you need materials in another language or format, don't hesitate to get in touch with us, and we will do our best to accommodate your request.
Office Accessibility
Our in-person office is designed to be welcoming and accessible. If you have specific accessibility needs related to your appointment, including mobility accommodations, sensory sensitivities, or other requirements, please let us know when scheduling, and we will do everything we can to ensure your comfort.
Reporting an Accessibility Issue
We are continually working to improve accessibility. If you encounter a barrier on our website or in our services, please get in touch with us so we can address it promptly.
Contact Us About Accessibility
Elizabeth Martinez, LCSW · Embodied Resilience Therapy LLC · info@embodiedresiliencetherapy.com · (210) 709-9272
SECTION 03
Privacy Policy
HIPAA-Compliant Practice
Your privacy is of the utmost importance to Embodied Resilience Therapy LLC. This Privacy Policy describes how we collect, use, store, and protect your personal and health information in compliance with the Health Insurance Portability and Accountability Act (HIPAA) and applicable Texas state laws.
Information We Collect
In the course of providing services, we may collect the following types of information:
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Personal information— name, date of birth, contact information, and emergency contacts
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Health and mental health information— treatment history, session notes, assessments, and evaluation reports
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Payment information— billing details as required for services rendered
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Website information— when you visit our website, we may collect non-identifying data such as browser type and page visits through standard web analytics
How We Use Your Information
Your information is used solely for the purposes of providing and coordinating your care. Specifically:
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To provide clinical services and maintain accurate treatment records
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To communicate with you about your care and appointments
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To coordinate with other providers with your written consent
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To fulfill legal and regulatory obligations
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To prepare immigration evaluation reports for your legal case, at your request
HIPAA & Your Rights
As a HIPAA-covered provider, we protect the privacy of your Protected Health Information (PHI). You have the right to:
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Request a copy of your records
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Request corrections to your records
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Request restrictions on how your information is used or disclosed
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Receive a Notice of Privacy Practices
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File a complaint if you believe your privacy rights have been violated
Digital & Telehealth Platforms
HIPAA-Compliant Technology
We use HIPAA-compliant platforms for scheduling, communication, and any digital services. These platforms are selected specifically to protect your health information. We do not use standard consumer email or messaging services to transmit sensitive health information.
Confidentiality & Mandatory Reporting
Everything discussed in therapy is confidential. However, there are limited exceptions required by law, including:
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Imminent risk of harm to yourself or another person
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Suspected abuse or neglect of a child, elderly person, or vulnerable adult
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A valid court order requiring disclosure
We will always make reasonable efforts to discuss any mandatory reporting with you before it occurs, except when doing so would create a safety risk.
Immigration Status
We Do Not Report Immigration Status
Embodied Resilience Therapy LLC does not collect, report, or disclose immigration status to any government agency, immigration authority, or law enforcement body. This includes clients accessing free counseling services. Your immigration status is never asked for or documented.
Data Security
We take reasonable technical and administrative steps to protect your information from unauthorized access, disclosure, or loss. Our records management systems comply with HIPAA security standards.
Third Parties
We do not sell, share, or rent your personal or health information to third parties for marketing purposes. We may share information with Business Associates (as defined under HIPAA) who assist in providing your care, and only under signed Business Associate Agreements.
Changes to This Policy
We reserve the right to update this Privacy Policy as needed. Any significant changes will be communicated to active clients directly. The most current version will always be available on this page.
SECTION 04
Terms & Conditions
By accessing this website or using the services of Embodied Resilience Therapy LLC, you agree to the following terms and conditions. Please read them carefully.
Services
Embodied Resilience Therapy LLC provides licensed clinical mental health services, including play therapy, parent and caregiver support, immigration psychological evaluations, and free counseling for individuals and families impacted by immigration enforcement. All services are provided by Elizabeth Martinez, LCSW, a Licensed Clinical Social Worker in the State of Texas.
Scope of Practice
Services provided by Embodied Resilience Therapy LLC are clinical in nature and are not a substitute for emergency medical or psychiatric services. If you are experiencing a mental health emergency, please contact 911 or go to your nearest emergency room.
Client Responsibilities
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Provide accurate and truthful information during intake and throughout treatment
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Attend scheduled appointments or provide a 48-hour notice for cancellations
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Communicate openly about any concerns regarding your care
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Treat staff with respect during all interactions
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Notify us of any changes to your contact or insurance information
Consent to Treatment
Beginning services with Embodied Resilience Therapy LLC constitutes your consent to receive the agreed-upon treatment. For clients under 18, a parent or legal guardian must sign a consent form before services begin. Consent may be withdrawn at any time by notifying us in writing.
Termination of Services
Either party may terminate the therapeutic relationship at any time. We will always make reasonable efforts to provide referrals and ensure continuity of care in the event of termination. We reserve the right to terminate services in cases of repeated no-shows, non-payment, or behavior that is unsafe or disrespectful.
Website Use
The content on this website is provided for informational purposes only and does not constitute clinical advice, diagnosis, or treatment. Use of this website does not create a therapeutic relationship between you and Embodied Resilience Therapy LLC.
Intellectual Property
All content on this website, including text, images, logos, and design elements, is the property of Embodied Resilience Therapy LLC and may not be reproduced, distributed, or used without written permission.
Limitation of Liability
Embodied Resilience Therapy LLC is not liable for any indirect, incidental, or consequential damages arising from the use of our website or services beyond the direct scope of the therapeutic relationship and applicable standard of care.
Governing Law
These terms are governed by the laws of the State of Texas. Any disputes arising from these terms or the use of our services shall be resolved in accordance with Texas law.
Updates to These Terms
We reserve the right to update these Terms and Conditions at any time. Continued use of our services following any updates constitutes acceptance of the revised terms.
SECTION 05
Refund Policy
No Refunds After a Session Has Been Held
Once a session has taken place, no refunds will be issued for that session. This applies to all services, including play therapy, parent and caregiver support, and immigration evaluations.
Session Fees
Session fees are due at the time of service unless other arrangements have been made in advance. Payment terms and accepted forms of payment will be discussed during your intake process and outlined in your service agreement.
Prepaid Sessions or Packages
If you have prepaid for multiple sessions and wish to discontinue services, any unused sessions may be refunded at the original per-session rate, provided written notice is given. Sessions already held are non-refundable.
Immigration Evaluations
Immigration evaluation fees are outlined in your individual service agreement. Because evaluations involve significant preparation time, including clinical interviews, psychological assessment, research, and report writing, the following applies:
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A deposit may be required to schedule an evaluation appointment
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Deposits are non-refundable once the clinical interview has taken place
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If you cancel before the interview begins with sufficient notice, a partial refund may be considered at our discretion
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Completed evaluation reports are non-refundable under any circumstances
Free Counseling Services
Free counseling services provided to individuals and families impacted by ICE enforcement or immigration detention are offered at no cost. No payment is collected, and therefore no refund policy applies to these services.
Exceptional Circumstances
We recognize that exceptional circumstances can arise. If you believe your situation warrants consideration outside of this policy, please contact us directly. We will review requests on a case-by-case basis with care and compassion.
Billing Disputes
If you believe you have been charged in error, please contact us within 30 days of the charge. We will review all billing disputes promptly and resolve them fairly. We are committed to transparent, honest billing practices.
Questions About Billing or Fees?
Please reach out to us directly at info@embodiedresiliencetherapy.com or (210 709-9272. We are always happy to discuss fees and payment options before services begin.