Terms & Conditions
1. Introduction
Welcome to Pathways Family and Community Services (“Pathways FCS”). By using our website and services, you agree to comply with and be bound by these Terms & Conditions. Please read them carefully.
2. Services Provided
We offer mental health counseling services (individual, couples, family, group), trauma-informed care, telehealth, and related services in Stafford, VA, Herndon, VA, Mechanicsville, VA, and Reno, NV.
3. Appointment Booking & Client Portal
Appointments can be scheduled via our website, phone, or client portal. You agree to provide accurate personal, insurance, and health information. Access to our client portal is strictly for authorized users only; you are responsible for keeping your login credentials confidential.
4. Fees, Insurance & Payments
Our standard rates can be found on our website. Payment is due at the time of service. We accept self-pay and selected insurers. Please note not all clinician accept all insurances we are paneled with. Be sure to confirm your providers network status will scheduling. You are responsible for verifying coverage, deductibles, and session limits with your insurer.
5. Cancellation & No‑Show Policy
Cancellations must be made at least 24 hours before your scheduled appointment. Late cancellations or no-shows may be charged the full session fee.
Incomplete forms in the patient portal 24 hours prior to your appointment will result in automatic cancellation, and an email with a link to rebook will be sent.
6. Telehealth Services
We offer secure telehealth sessions through our client portal or other HIPAA compliant systems. You must use a private, secure internet connection. Confidential technical disruptions are your responsibility to resolve; we reserve the right to reschedule.
7. Confidentiality & Privacy
Client information is kept confidential in accordance with HIPAA (or applicable standards). We will not share identifiable data without your consent except as required by law (e.g., reporting child abuse or imminent harm). Refer to our Privacy Policy for detailed data handling practices.
8. Professional Responsibility & Communication
Our clinicians are licensed or under appropriate supervision. We respond to client messages within 1-2 business days, except in case of emergencies. Messages should be sent to your clinician via the client portal.
9. Emergency & Crisis Protocol
Our services are non-emergency. If you experience a crisis, please contact local emergency services (call 911) or the Suicide & Crisis Lifeline: 988 (US). If you’re outside the US, contact your local emergency number immediately.
10. Client Conduct & Boundaries
Respectful communication is expected at all times. Threatening or abusive behavior may result in termination of services without refund.
11. Minors & Minors’ Consent
Minors (under 18) must have a parent or legal guardian’s consent. Parents share responsibility for scheduling, cancellations, and payments for minor clients. Special payment arrangements, such as a split payment between separated parents, are a personal responsibility that we take no part in. (Generally applicable. Exceptions may apply.)
12. Telehealth & International Use
Telehealth is available only within jurisdictions where our clinicians are licensed. Clients must confirm legality and licensure eligibility prior to session booking.
13. Website Use & Intellectual Property
Content on this website is protected by copyright and trademarks. You may use, download, or print for personal, non-commercial purposes only. Unauthorized commercial use is prohibited.
Website, cookies, and third parties
Our website and client portal may use cookies or similar technologies to support functionality, security, and analytics.
Where third-party service providers (such as hosting, EHR, telehealth, or analytics vendors) process PHI on our behalf, we require them to protect the information and, where applicable, enter into Business Associate Agreements.
14. Disclaimer & Limitation of Liability
We do not guarantee specific therapy outcomes. To the fullest extent permitted by applicable law, Pathways FCS and staff disclaim liability for indirect or consequential damages.
15. Amendments to Terms
We may update these Terms at our discretion. The “Effective Date” at the top indicates the last revision. Continued use after updates implies acceptance. A notification will be posted on our website.
16. Governing Law & Dispute Resolution
These Terms and any disputes relating to your use of this website, client portal, or non-clinical online services are governed by the laws of the Commonwealth of Virginia, without regard to conflict-of-law principles. Any legal or proceeding action arising out of, or relating to, these Terms shall be brought exclusively in the state courts located in Stafford County, Virginia, and you consent to the jurisdiction and venue of such courts. Nothing in this section alters our obligations to comply with applicable federal law, HIPAA, or the health privacy laws of Virginia and Nevada for clinical services.
17. Contact & Feedback
For questions, requests, or complaints contact:
Pathways Family and Community Services
Address: 385 Garrisonville Road, #116, Stafford, VA 22554
Phone: (540) 782‑8878 or (866) 954-7284
Email: compliance@pathwaysfcs.com
Complaints may also be filed with the U.S. Department of Health and Human Services, Office for Civil Rights, or applicable Virginia or Nevada regulatory agencies, without fear of retaliation.
Terms Effective: June 06, 2025