Welcome, colleagues! We’re thrilled to have you join our dedicated team at Insight Counseling Center (ICC), where we deliver exceptional telehealth mental health care across California. Your unique skills, deep experience, and heartfelt passion strengthen our shared vision: breaking down barriers to quality care, empowering individuals on their healing journeys, and leaving a lasting mark on lives throughout our state.

ICC is a collaborative practice devoted to mind-body wellness and psychological strength. We see mental health as the foundation of well-being, celebrating each person’s inner strengths that spark growth and recovery. Our therapists craft safe, empathetic spaces where clients feel held as they explore their stories. Through evidence-based approaches and tailored care plans, we meet each client’s distinct needs, uniting as a team to lift mental health services higher.

Beyond a team, we’re a community rooted in your growth and success. This practice is built to make you feel valued, supported, and inspired every day. Together, we’ll share triumphs, face challenges, and find new ways to serve our clients—always guided by respect and partnership.

For over 35 years, I’ve served the High Desert, founding ICC in 2010 to deepen support for clients, referral sources, and our community. Each year, we expand by welcoming associates whose talents and values echo our mission, shaping programs that harness our therapists’ expertise to meet evolving needs.

ICC stands because we believe everyone deserves compassionate, high-quality mental health care. With you here, we’re closer than ever to turning that belief into reality.

Sheila Paul, LMFT
Chief Executive Officer

As a professional corporation, Insight Counseling Center for Marriage and Family, Inc., thrives under the leadership of our officers: Sheila Paul, LMFT, as President, Chief Executive Officer / Chief Financial Officer, steering our vision with dedication; Sarah Kindred, AMFT, as Secretary, keeping our mission grounded; and Dylan Paul, as Vice-President, supporting our growth. Together, they ensure ICC remains a steadfast haven for healing and teamwork.

Mission Statement

We provide compassionate, evidence-based mental health therapy to help individuals, couples, and families heal, grow, and thrive. Through accessible telehealth services, we create a supportive space for transformation and lasting well-being, all from the comfort of our clients' homes.

Core Values: Integrity. Nurture. Support. Inclusion. Growth. Healing. Trust.

• We welcome and respect all clients, honoring their individuality regardless of race, sex, age, disability, health status, sexual orientation, socioeconomic background, or faith.
• We cultivate compassionate and sensitive relationships with everyone we serve, work with, and collaborate alongside.
• We believe every client deserves access to exceptional mental health services.
• Our therapists are valued team members, united in delivering integrated care that prioritizes trust, safety, and open communication.
• We foster a supportive therapist community that strengthens collaboration and encouragement.
• We champion effective leadership by cultivating a culture dedicated to meeting client needs, upholding professionalism, and advancing the mission of ICC.
• We are committed to continuous improvement through ongoing education and process refinement to elevate our care.
• At our core, we care for people. From the first point of contact, our referral sources and community partners trust us to provide unwavering support and the highest standard of care for those we serve.

This handbook is your guide to thriving at ICC, thoughtfully outlining our policies, procedures, and expectations. Rooted in California law and Board of Behavioral Sciences (BBS) regulations, it reflects our commitment to delivering exceptional telehealth mental health care with integrity and excellence. Crafted with you in mind, it’s here to support your success, nurture a professional environment, and empower you to grow alongside our clients.

This is a dynamic resource, adapting to legal updates, operational shifts, and your valuable input. It’s not a contract or a set of rigid terms — it’s a roadmap for our collective journey. Compliance is key, though ICC reserves the flexibility to interpret or modify policies as circumstances require. We’ll keep you updated on significant changes through email or team meetings, and we warmly welcome your feedback to ensure this guide remains relevant, inspiring, and aligned with our shared mission.

Clinical Director: Oversees clinical operations and policy inquiries.
Sheila Paul, LMFT – (760) 912-2514 | sheilapaulmft@gmail.com

Supervisor: Supports clinical guidance and supervision.
Steven Brewer, LMFT – (760) 885-2674 | sdouglasbewer@gmail.com

At ICC, we prioritize open communication and mutual respect in every employment relationship. As defined by California law, our partnership operates on an "at-will" basis, allowing either party to end employment at any time. However, our focus is on building enduring collaboration. Any exception to this at-will standard requires a written agreement signed by you and our CEO. If adjustments to your role, schedule, or benefits arise, we’ll address them with transparency and full compliance with labor laws. Our aim is to cultivate a fair, supportive workplace where everyone can thrive.

Exempt Employees: Our clinical staff — both Licensed and Associate clinicians — are hired as W-2 part-time exempt employees under the Fair Labor Standards Act (FLSA), meaning they are not eligible for overtime pay. These team members deliver telehealth mental health services remotely and are compensated for billable session hours. To uphold our commitment to exceptional client care, clinicians may occasionally extend their efforts beyond standard schedules to meet client needs.

Non-Exempt Employees: Non-exempt employees are entitled to overtime pay at 1.5 times their regular hourly rate for hours worked beyond 40 in a workweek, as outlined by the FLSA. At ICC, our office assistant staff fall under this classification.

Part-Time Employees: Employees scheduled for fewer than 32 hours per week are classified as part-time. These team members are eligible for partial benefits, as outlined in this handbook.

Full-Time Employees: Employees scheduled for 32 hours per week or more, are classified as full-time, though currently all clinicians are part-time.

Independent Contractors: Clinicians are not classified as independent contractors, in accordance with California law and BBS regulations. This ensures compliance and maintains consistency in our employment framework.

All clinicians at ICC, whether Licensed or Associate, are required to maintain malpractice insurance with limits of $1,000,000 per occurrence, $3,000,000 aggregate, and $1,000,000 per claim. Certificates of coverage must be submitted at the time of hire and renewed annually. For questions about employment classification or other work-related requirements, employees are encouraged to reach out to the Clinical Director for guidance.

Your first 90 days at ICC mark an exciting introductory period—a time of mutual discovery and growth for every new team member. This phase allows you to settle into your role, explore your responsibilities, and assess whether the position feels right for you. During this time, your supervisor will closely observe your work, providing guidance and evaluating your performance to ensure a strong start.

Open, ongoing communication is the foundation of a thriving working relationship. Supervisors are encouraged to offer daily feedback on your telehealth skills, documentation, and client interactions, while you’re invited to discuss your progress, challenges, and goals. Our goal is to equip you with the confidence and tools to excel. If more time is needed to determine our alignment, we’ll explore extending this period together with transparency and respect. As you transition to regular status, you’ll discover a wealth of resources and continued support to help you flourish in your role.

We are wholeheartedly dedicated to nurturing your professional journey — whether you’re an Associate or a Licensed clinician — and ensuring the well-being of every client we serve. Our commitment transcends compliance; it’s about building a foundation where you and our clients thrive together. We pledge to:

• Conduct a brief intake to confirm a strong therapist-client match, laying the groundwork for impactful therapy.
• Determine client appropriateness for each clinician’s caseload, ensuring effective care delivery.
• Verify insurance benefits—including deductibles, copays, and coinsurance—to simplify client access.
• Schedule initial appointments for therapists, easing your transition into client care.
• Manage client accounts, handling billing and invoicing, so you can focus on therapy.
• Provide Associates with weekly clinical supervision that is ethical, professional, and timely, per California law and BBS standards, fostering your growth while honoring your therapeutic voice.
• Review Associates’ weekly case material and, if needed, observe sessions via live telehealth or recordings, offering emergency on-call support (or a substitute supervisor) for urgent client needs.
• Sign Associates’ weekly summaries of hours, keeping your licensure path on track.
• Evaluate Associates’ supervision progress thoughtfully, addressing concerns transparently and consulting colleagues if challenges arise.
• Support all clinicians’ professional development with quality training, credentialing assistance, and licensing documentation.
• Offer weekly virtual team meetings: think case discussions, support, and sharing ideas — because your voice strengthens our care.

Our unwavering support empowers every clinician to excel and deliver transformative care.

We are proud to be an equal opportunity employer, welcoming every individual without discrimination based on race, sex (including pregnancy, gender identity, and sexual orientation), color, religion, national origin, age, disability, military or veteran status, or any other legally protected characteristic. This commitment guides every aspect of our work — from recruitment and hiring to compensation, promotion, and beyond. In line with the Americans with Disabilities Act (ADA) and California law, we provide reasonable accommodation, such as flexible schedules or assistive technology, through an open, collaborative process. Diversity is our strength, enriching our care and empowering every voice to thrive.

We are committed to a workplace where every team member feels safe, respected, and valued. Harassment and discrimination have no place here, and our policies ensure a professional environment free from bias, hostility, or retaliation. This commitment is vital in our remote telehealth setting, where digital interactions play a key role. We prohibit all forms of harassment and discrimination, including:

• Unwelcome advances, requests for sexual favors, or verbal, physical, or visual conduct of a sexual nature that ties submission to employment conditions, creates a hostile work environment, or disrupts performance. Examples include sexual jokes, leering, inappropriate comments, or sharing suggestive content via email, text, or telehealth platforms.
• Conduct targeting protected characteristics—such as slurs, negative stereotypes, threatening acts, or denigrating material circulated digitally or otherwise—that fosters hostility or interferes with work.

These standards apply to all employees, applicants, and interactions with external parties like clients or vendors, extending to the workplace and work-related settings such as virtual meetings or events.

If you experience or witness harassment, discrimination, or anything troubling, please report it immediately to your supervisor or an administrator. We’ll listen with empathy, investigate swiftly, and safeguard your confidentiality as much as possible. Retaliation against anyone reporting or assisting in an investigation is strictly forbidden.

In compliance with CA state guidelines, all employees of ICC will be provided with sexual harassment and abusive conduct prevention training every two years to strengthen our culture of respect.

Together, we nurture dignity and inclusion, drawing strength from our diversity to enhance our care and support every voice to thrive. We’re here to help with openness and respect whenever you need us.

Our clients rely on your clarity and care, and your well-being matters deeply to us. ICC maintains a drug and alcohol-free workplace, prohibiting the use, possession, or distribution of illegal drugs, alcohol, or misused prescriptions during work hours — whether in sessions or administrative tasks. Start your work free from impairment that could dim your judgment or compassion. Violations may lead to discipline, up to termination, but if you’re struggling, we’ll guide you toward voluntary treatment with understanding and resources. This policy protects our clients and nurtures a healthy, supportive team.

Your voice fuels our growth and strengthens our community. We’re committed to a positive work experience, and when challenges emerge, we believe most can be addressed directly with kindness and honesty. Our Open Door Policy invites you to share job-related concerns or suggestions with your supervisor through email, phone, or video call. If further assistance is needed, the Clinical Director is available to support you. We welcome good-faith reports with protection from reprisal, and your collaboration in resolving issues fortifies our team. This openness fosters a culture of trust for both employees and clients.

Your professional appearance during video sessions is a vital first step in showing clients that they matter and fostering their trust and comfort. We expect all team members to wear business casual attire—such as collared shirts, blouses, or sweaters—avoiding casual items like tank tops or graphic tees. Keep personal hygiene impeccable and use neutral backgrounds with good lighting to ensure the focus remains on therapy, not distractions. Our commitment to quality care shines through a polished presence, and we’re here to support you in enhancing the therapeutic experience.

We value social media as a tool for connection but recognize its impact on personal and professional reputations. This policy applies to all employees’ online interactions — personal or work-related — expecting everyone to uphold our standards of professionalism in digital spaces.

When engaging online, adhere to ICC’s policies on conduct, harassment, and discrimination, and per BBS regulations, avoid false or misleading professional claims — like touting specialties without credentials in any public statements or advertising. We encourage thoughtful posting to protect ICC’s reputation and foster a respectful online community: consider content carefully, safeguard all company and client confidentiality, and correct mistakes promptly. Posts that are defamatory, threatening, or harmful may result in disciplinary action, up to termination.

When addressing work-related topics, employees must:

• Disclose your ICC affiliation, clarifying personal views (e.g., “Opinions are mine, not ICC’s”).
• Refrain from endorsing ICC services without Clinical Director approval.
• Avoid sharing client details, confidential information, or unprofessional remarks.

Limit personal social media use during work hours, and secure prior approval for work-related posts. For non-work activity, use personal email accounts, not ICC addresses. Direct all media inquiries about ICC to the Clinical Director. By following these guidelines, you help protect ICC’s reputation and foster a respectful online community.

From time to time, clients, visitors, co-workers or others have some type of difficulty. This is to be expected. When complaints arise, our team is equipped to respond with empathy and professionalism. Here’s how to address them effectively:

• Listen Actively: Give your full attention to understanding the concern without interruption.
• Empathize: Step into their perspective to appreciate their experience and feelings.
• Express Genuine Concern: Show you care sincerely, building trust to resolve the issue.
• Apologize Thoughtfully: Offer an apology without assigning blame, keeping the focus on resolution.
• Thank Them: Acknowledge their courage in raising the issue, noting that their input helps us improve, and end with a positive remark.
• Take Action: Whenever possible, implement a prompt solution or escalate to a supervisor if needed.

By following these steps, we turn challenges into opportunities to strengthen relationships and uphold our commitment to compassionate care.

We are committed to enabling remote work as our sole operational model. All employees perform their duties from home or an approved alternate location. Requests to change your primary work location should be submitted in writing to your program manager. Approval is at ICC's discretion and can be withdrawn at any time.

All work rules and policies apply to work performed remotely, including data security and Health Insurance Portability and Accountability Act (HIPAA) compliance. Employees must comply with ICC's rules, policies, practices, and instructions and understand that violation of such may result in disciplinary action, up to and including termination. Employees agree to provide a desktop or laptop computer, maintain a secure internet connection and distraction-free workspace, and practice safe habits, reporting any illness or injury to their supervisor.

Clinicians may not use cell phones for telehealth sessions except in emergencies or power outages; only secure desktop or laptop computers are permitted. For client phone calls, maintain a professional voicemail with a confidentiality disclaimer and emergency instructions, returning calls within 24 hours.

When using TherapyNotes or other ICC-approved systems, employees have no expectation of privacy—all data and documents on these platforms are company property. These systems, including ICC email and TherapyNotes, are reserved for business purposes, such as telehealth sessions and administrative tasks. Prohibited actions include sharing login credentials or passwords, installing unapproved apps, sending harassing, obscene, or threatening emails, using systems for personal profit, gambling, accessing inappropriate sites, or sharing confidential information without authorization.

To prevent errors and delays, minimize personal calls and messaging during work hours, ensuring telehealth sessions and duties remain uninterrupted. Set up a home workspace that limits visitor distractions and prevents devices like Alexa from listening or disrupting client sessions.

Violations may lead to immediate termination. ICC does not supply computer equipment or internet access; employees must provide and maintain their own reliable computer and internet connection suitable for telehealth services.

Protecting ICC’s confidential business information and trade secrets is vital to our success. This includes non-public data such as client lists and contact details, pricing structures, financial records, marketing strategies, business plans, and sensitive employee information. We’re equally committed to keeping your personal details—like your contact info or payroll records—confidential, and we ask you to extend that care to your colleagues’ privacy. Unauthorized disclosure may lead to disciplinary action, up to and including termination, regardless of personal gain.

This confidentiality obligation applies at all times — during and beyond work hours — and persists after employment ends, covering information shared via electronic communication systems.

Employees may not use ICC property — including software and materials provided for remote work—without authorization. As ICC reserves the right to access communications on company systems without notice, maintain professionalism in all interactions and avoid transmitting or accessing content you wouldn’t want a third party to see. Incidental personal use of these systems is allowed but remains subject to this policy; however, accessing or downloading ICC platform data for personal use is strictly prohibited.

This policy sets standards for connecting personal devices to ICC’s network for business purposes. All materials, data, communications, and information created, sent, received, printed, or stored on a personal device for ICC business belong to ICC, regardless of device ownership. ICC may monitor, inspect, and review work-related content on these devices. Employees must secure them against unauthorized access and report any loss or theft immediately.

To protect the security of company accounts and client information, clinicians must follow these protocols to maintain data integrity, ensure compliance with HIPAA and California regulations, and uphold ICC’s commitment to safe, effective telehealth services:

• Secure Access & Platforms: Enable two-factor authentication (2FA) on all ICC systems and devices. Use encrypted platforms, such as TherapyNotes messaging, for all client-related communications, prohibiting personal email or texting for Protected Health Information (PHI) except for scheduling purposes.
• Protect Physical and Digital Records: Safeguard both physical and digital records by storing them securely—lock physical files and encrypt digital backups. Only TherapyNotes may be used to transmit or store PHI; other methods are not permitted.
• Maintain Device Security: Keep antivirus software current on all devices used for ICC work. Update operating systems and applications regularly to prevent vulnerabilities, ensuring a reliable telehealth environment.
• Complete Required Training: Participate in mandatory annual HIPAA and cybersecurity training to stay informed on best practices and legal requirements, reinforcing your role in protecting client privacy.
• Report Issues Promptly: Notify your supervisor or IT Support of technical issues—such as outages, suspected breaches, or system failures—within 24 hours to enable swift resolution and minimize risks.
• Consequences of Non-Compliance: Failure to adhere to these standards may result in suspension of system access or further disciplinary action, as outlined in Section 8, to safeguard ICC operations and client trust.

We keep things open and safe by reserving the right to access, monitor, and review work-related communications, data, and systems whenever needed. This covers company-issued devices, personal devices you use for ICC work, and all our platforms—like email, messaging, and electronic health records.

You should know there’s no expectation of privacy when using ICC systems, handling work data, or tapping into our platforms, whether on your device or ours. Everything you create or receive during your time here — like messages or files — belongs to ICC, not you personally.

By logging in to ICC systems or work communications, you’re okay with this approach. We’re transparent about this — we may review things without a heads-up to keep everything secure, compliant, and running smoothly, all to support our shared mission.

We are dedicated to fostering a safe, respectful, and productive workplace that benefits our employees, clients, and community. We expect every team member to embody the highest standards of professionalism, integrity, and ethical behavior in all work-related activities—whether in telehealth sessions, administrative tasks, or interactions with colleagues and referral sources. We care for every client’s unique story—across race, gender, faith, or ability—with skill and warmth to build trust. This commitment ensures we deliver exceptional care while maintaining a healthy team environment. Our expectations include:

• Compliance with Standards: Adhere to state licensing laws, BBS ethical guidelines, and HIPAA by maintaining accurate treatment records, following safety protocols, and respecting the rights of clients and colleagues. Perform duties responsibly, document thoroughly, and report workplace injuries immediately.
• Professional Behavior: Act with respect, cooperation, and mindfulness toward others. Arrive prepared to work, unimpaired, and avoid disruptive conduct such as violence, harassment, gambling, or property damage.
• Client Boundaries: Maintain strict professional relationships with clients. Prohibited actions include off-site one-on-one contact, personal errands, accepting gratuities, or any contact after service termination. Sexual relationships with current clients or former clients (within two years of termination) are forbidden and result in immediate termination.
• Interactions with Affiliates: Keep relationships with referral sources and local professionals businesslike and well-prepared, reflecting positively on ICC.
• Reporting Obligations: Exercise sound judgment and consult a supervisor if uncertain about conduct. Report any colleague misconduct or policy violations to management promptly.

Failure to meet these standards may lead to disciplinary action, up to and including termination. If you’re unsure or need support, ICC welcomes your questions. By upholding this code, we safeguard our clients, strengthen our team, and honor our mission.

ICC expects clinical staff to uphold high performance standards, ensuring exceptional telehealth mental health services that comply with CA law and BBS regulations. As a clinician, you play a vital role in advancing our mission to deliver compassionate, evidence-based care through professional excellence in service delivery, ethical conduct, documentation, and engagement with ICC systems and supervision. Your work directly supports client well-being and organizational integrity.

General Duties

Devote your best efforts to your role as a clinical therapist.

Licensed Therapists (LMFTs, LCSWs, LPCCs): Provide medically necessary telehealth therapy—services that are appropriate, timely, and within good clinical practice for diagnosing or treating mental disorders, delivered safely via telehealth and not primarily for your convenience.

Associates (AMFTs, ACSWs, APCCs): Provide therapy, maintain records, and participate in supervision, staying current on legal and ethical requirements and adhering to the BBS Supervision Agreement where applicable.

Service Delivery

• Provide telehealth services ethically, legally, and professionally, sharing responsibility with ICC for each client’s welfare and rights.
• Per California law (Business and Professions Code § 2290.5), ICC secures documented informed consent for telehealth—covering risks, benefits, and alternatives—through TherapyNotes new client forms before the first session and confirms clients are in California at session start. This practice-managed process upholds their trust and complies with state standards, freeing you to deliver exceptional care.
• Offer care solely within your scope of competence—defined by education, training, and experience—and, for associates, within your supervisor’s expertise.
• Refrain from sexual contact with clients, their spouses, partners, or immediate relatives, as mandated by legal and ethical standards.
• Conduct sessions exclusively from ICC-approved locations using TherapyNotes for EHR and telehealth services.

Documentation

• Maintain accurate, confidential session records in TherapyNotes within 48 hours of completion, per professional and legal standards.
• Prepare a treatment plan for each client before their second session, updating it as needed or directed by ICC.
• Submit drafts of client correspondence (e.g., forms, letters) for ICC review before distribution.
• Promptly report subpoenas, records requests, or legal correspondence to ICC.

Communication and Caseload

• Schedule client sessions via TherapyNotes with autonomy, ensuring client needs are met without a minimum caseload requirement.
• Limit your caseload to 30 clinical hours per week to preserve quality care and personal well-being, unless the Clinical Director grants an exception based on your performance and capacity.
• Terminate or decline clients beyond your competence, scope, or suitability for telehealth, with ICC approval.
• Per BBS ethical standards, provide reasonable notice and referrals unless immediate risk—such as acute danger—warrants otherwise, ensuring we prevent abandonment and fulfill our duty to every client’s well-being.
• Inform ICC of new clients before their second session, as well as terminations or missed/canceled sessions, during supervision (associates) or performance reviews (licensed therapists).

Supervision and Consultation (Associates)

• Attend weekly supervision—1 hour individual or 2 hours group per 10 clinical hours—prepared and on time, discussing cases, concerns, and development.
• Disclose relevant information, even if it may affect employment.
• Seek consultation from professional associations, malpractice carriers, or ICC in urgent situations (e.g., mandated reporting, high-risk suicide cases, Tarasoff duties).

We treat client confidentiality as both a professional obligation and a sacred trust. Every team member plays a vital role in protecting PHI, which includes all client identifiers, treatment details, and communications. Our commitment extends through every aspect of our telehealth work, honoring the therapeutic relationship and ensuring compliance with HIPAA and BBS regulations.

Secure Systems

For absolute security, we use TherapyNotes as our exclusive platform for records and telehealth, keeping all client-related work — from session notes to scheduling — within this HIPAA-compliant system.

When handling PHI, imagine guarding a personal secret shared in confidence; apply that same discretion to documenting sessions, discussing cases with colleagues, or setting up your remote workspace.

Public Wi-Fi is prohibited for PHI access—use only TherapyNotes. Delete any downloaded client information from devices immediately and log out after each use to maintain security.

Daily Practices

Adopt simple, essential habits: keep work conversations private (even at home), secure devices with strong passwords, and report potential breaches to your supervisor immediately.

PHI isn’t just clinical notes — it’s anything that could identify a client, like email addresses or appointment times.

If a client requests access to or amendment of their records, we’ll facilitate this through TherapyNotes, honoring their HIPAA rights.

Need to verify what PHI includes or how to handle a situation? Your supervisor is here to guide you.

Training

We conduct annual HIPAA training to keep our protocols current, ensuring robust practices.

Our true success lies in the confidence clients place in us.

Documentation Requirements

Complete all documentation in TherapyNotes within 72 hours of client sessions, using the SOAP format for progress notes and the TherapyNotes template for treatment plans.

Ensure accuracy, confidentiality, and BBS/HIPAA compliance. Do not store digital or written session notes outside TherapyNotes, shred written notes after each session as applicable.

Record notes elsewhere only with approval.

Breach Response

Report any breach to your supervisor immediately. We’ll quickly assess, address, and strengthen our safeguards to protect clients and operations.

By maintaining these standards, we don’t just comply with regulations—we honor the heart of our work.

ICC supports Associates (AMFTs, ACSWs, APCCs) through structured weekly supervision to foster professional growth, ensure quality care, and meet California law and BBS requirements. Supervision includes 1 hour of individual or 2 hours of group sessions per 10 clinical hours worked, covering case reviews and providing emergency support as needed. External supervisors must be approved by ICC and provide contact information.

Supervision Responsibilities: Attend weekly sessions prepared and on time, as outlined in 5.2, bringing case material and, if requested, audio/video session recordings for review. Discuss clinical challenges, professional development, and any concerns, contacting your supervisor or on-call supervisor immediately in emergencies involving client safety or reporting obligations.

Administrative Duties

• Submit your associate registration number and malpractice insurance details at hire, keeping both active and current.
• You and your supervisor must also complete and submit the BBS Supervision Agreement (Form 37A-623) to ICC at hire, per BBS regulations, outlining your responsibilities and ensuring your licensure path stays on track.
• Provide weekly summaries of hours worked for supervisor signature to track licensure progress.
• Notify ICC promptly of any lawsuits, BBS complaints, or ethics issues.

ICC conducts formal performance reviews to foster growth, ensure accountability, and maintain service excellence. Your initial review occurs after the 90-day introductory period, followed by annual evaluations thereafter. These reviews assess your clinical skills, documentation accuracy, adherence to ethical and legal standards, attendance, and engagement in supervision or professional development.

Purpose: The goal is to recognize your strengths, identify areas for improvement, and align your performance with ICC's mission and values. Reviews may influence pay increases, promotions, coaching, disciplinary actions, or termination, though they do not guarantee specific outcomes.

Process: Evaluations are conducted via virtual channels by your supervisor or the Clinical Director. You'll receive written or verbal feedback, with opportunities to discuss your job performance and career goals. Additional evaluations may occur as needed to address unacceptable performance, ensuring timely intervention and support.

Ongoing Dialogue: Beyond formal reviews, ICC encourages frequent, informal discussions with your supervisor to support your development and address concerns in real time. For associates, weekly supervision sessions (1 hour individual or 2 hours group per 10 clinical hours) provide additional case review and guidance.

Your active participation in these processes is essential. Failure to meet performance expectations—such as incomplete documentation, ethical lapses, or inconsistent telehealth delivery—may lead to disciplinary action, up to and including termination, as outlined in Section 8. By upholding these standards, you contribute to ICC's commitment to transformative client care and a collaborative, professional team environment.

ICC requires immediate, ethical action in emergencies involving client safety or welfare. All employees are mandated reporters under California law (e.g., Penal Code Section 11164 for child abuse, Welfare and Institutions Code Section 15630 for elder/dependent adult abuse), obligated to report suspected abuse, neglect, or suicide threats as soon as possible. Clinicians follow detailed protocols below to ensure compliance with BBS standards and protect clients. Document all actions in TherapyNotes within 24 hours (or sooner if specified) and notify your supervisor promptly for guidance or escalation.

Acute Risk Response

• Assess risk level using clinical judgment (e.g., suicide threats, acute crises).
• Provide the 988 Suicide & Crisis Lifeline and local emergency contacts.
• Involve authorities (e.g., 911) if immediate danger exists.
• Complete the Safety Plan Form (see 9.1) with the client when applicable, outlining coping strategies and support contacts.
• Document all steps in TherapyNotes within 24 hours and notify your supervisor immediately.

Child Abuse Reporting

If signs of child abuse or neglect are identified during a session:

• Consult your supervisor or on-call supervisor within 24 hours if unsure.
• Submit the Child Abuse Report Form (BCIA 8572, see 9.2) to the appropriate county agency within 36 hours of suspicion.
• Contact Local Child Protective Services (county-specific; see supervisor for list) as needed.
• Document all steps in TherapyNotes within 24 hours and notify your supervisor immediately.

Adult Protective Services

For suspected abuse, neglect, or exploitation of elder or dependent adults:

• Discuss with your supervisor right away if clarity is needed.
• File the Adult Protective Services Form (SOC 341, see 9.3) with the local APS agency within 2 working days.
• Contact Adult Protective Services (county-specific; consult supervisor for numbers) to ensure client safety.
• Document all steps in TherapyNotes within 24 hours and notify your supervisor immediately.

We are dedicated to compensating you fairly and transparently for your essential contributions. Pay covers a two-week period, Sunday through Saturday, deposited the following Friday. If payday occurs on a holiday, payday is shifted to the previous business day.

Clinical Staff Compensation: Clinicians are paid for billable session hours, except for voluntary pro bono sessions. Intake sessions, which include initial treatment plans, are allotted 1.5 hours to reflect the extra effort involved, unless otherwise specified as per employment contract. Client no-shows are unpaid unless the client has pre-agreed to pay a no-show fee. For rare client crises requiring extended sessions, additional time is compensable—simply document the situation, log it as a scheduled event in TherapyNotes, and inform your supervisor, trusting your judgment in these critical moments.

Pay Structure: Your pay reflects earned wages or salary minus mandatory deductions (e.g., federal and state withholding taxes, other governmental requirements) and any elected deductions (e.g., benefit plan contributions), which you may authorize by contacting the Clinical Director for forms. Report changes in name, address, phone number, marital status, or exemptions to the Clinical Director promptly.

Equal Pay Act (EPA): We comply with the federal Equal Pay Act and California Labor Code § 1197.5. This ensures equal pay for equal work across protected categories like sex, race, or ethnicity, reflecting our commitment to a fair, supportive workplace where everyone can thrive.

CA Privacy Rights Act (CPRA): We’re dedicated to compensating you fairly and protecting your personal details — like your contact info or payroll records — as confidentially as we do client data. Per the California Privacy Rights Act (CPRA), you can request access to, correction of, or deletion of your personal data we hold. Reach out to the Clinical Director for forms or assistance, we’ll handle it with the same care we give our clients.

Overtime: Non-exempt employees earn overtime at 1.5 times their regular rate for hours over 40 per workweek or 8 per workday, and double time for hours exceeding 12 per workday, unless an exception applies. Clinical employees, classified as exempt, are not eligible for overtime.

Questions and Support: If you have pay-related questions or spot discrepancies, reach out to us immediately—we’ll resolve it together. Please keep us informed of any changes to your name, address, or withholdings right away. Advances on paychecks are not available. See Section 8.3 for final paycheck details.

ICC champions your professional growth by providing access to BBS-approved Continuing Education Units (CEUs) and mandatory training, including BBS-required cultural competence training (6 CEUs per renewal cycle) to honor every client’s unique story—across race, gender, faith, or ability. We seek out high-quality, free or low-cost programs to enhance your skills, ensuring you have the tools and guidance to excel as a clinician. Bi-annual performance reviews offer feedback to support your development. Your growth is vital to delivering exceptional care and strengthening our organization.

We offer Paid Time Off (PTO) to nurture your well-being and support work-life balance. You begin accruing PTO at hire, earning 1 hour for every 30 hours worked, usable after your 90-day probationary period. PTO includes sick time and covers only the hours you’re typically scheduled to work (e.g., if you see 12 clients per week at 1 hour each, up to 12 hours will be paid), compensated at your standard rate. We’ll review your average weekly hours to ensure PTO aligns with your usual schedule.

In compliance with California’s Healthy Workplaces, Healthy Families Act (SB 616), you accrue at least 40 hours of PTO annually — including sick time — meeting state law, so you can rest and recharge when needed. Submit vacation requests to the Clinical Director at least two weeks in advance, including plans to ensure client coverage — you’re responsible for notifying clients of these absences, while we’ll inform them if you’re out sick. For planned absences, provide advance notice; for unexpected leave, notify your supervisor immediately.

Unused PTO carries over each year, up to an 80-hour maximum, with an annual usage cap of 40 hours per current California labor laws. This policy meets all applicable legal requirements.

ICC values your time and offers holiday benefits as part of our commitment to fair compensation. We observe all federal holidays and are typically closed for Thanksgiving week and two weeks around Christmas and New Year’s. Full-time employees receive paid holiday benefits per ICC’s schedule, while all staff may opt to observe these days unpaid. If you choose to work with clients in need during these periods, you’ll earn your regular hourly rate. Schedule any holiday work through TherapyNotes and notify your supervisor to ensure proper coverage.

We’re here to help you plan for a secure future with flexible retirement savings options. As a part-time exempt clinician, you may choose to join the State of California’s CalSavers program upon hire—a portable Roth IRA with post-tax contributions—or opt into ICC’s 401(k) plan after working 1,000 hours in a year (about 19 hours per week), offering pre-tax and Roth options with higher limits. Both plans enable easy saving through payroll deductions, and you’re free to pick what suits you best.

CalSavers: Available at hire, this state program offers voluntary enrollment with contributions up to $7,000 in 2025 ($8,000 if 50+), no ICC contributions required. You can opt out anytime, as participation isn’t mandatory, it’s your choice, and the account stays with you even if you change jobs.

ICC 401(k): After 1,000 hours, access this plan with contributions up to $23,000 annually ($30,500 if 50+), potentially including future ICC matches.

Contact the Clinical Director for details or assistance with either plan. Saving for retirement is your opportunity to build a strong tomorrow while supporting our shared mission of care.

ICC prioritizes your safety and well-being by providing workers’ compensation insurance and adhering to Occupational Safety and Health Act (OSHA) standards. This coverage supports you if you experience illness or injury while working, traveling for official ICC business, or attending an ICC-sponsored event. For remote work, we encourage ergonomic practices and require reporting serious incidents—such as home office injuries—to the Clinical Director for OSHA notification if needed. If affected, seek medical attention immediately and inform your supervisor as soon as possible—we’ll ensure swift care and assistance.

ICC follows an hourly, appointment-based schedule, with standard business hours from 8:00 AM to 5:00 PM, Monday through Friday. Given the demands of our telehealth services, you may occasionally need to work extra hours, weekends, or holidays to support client crises or organizational needs.

We depend on your consistent presence. Unexcused absenteeism isn’t acceptable, as it can leave clients feeling unsupported during critical times. Notify your clients and supervisor in advance for planned absences or early departures, or as soon as possible in emergencies. Unscheduled absences or leaving sessions early without approval may result in disciplinary action, up to termination.

You’re responsible for accurately reporting all hours worked, including telehealth sessions and related tasks, and honoring your scheduled commitments. Inconsistent attendance may lead to disciplinary measures, as we prioritize clear communication and professional reliability.

You are expected to be logged in and ready for all scheduled telehealth sessions at their designated start times. You’re tardy if not prepared within 5 minutes of the scheduled start. While we know technical glitches or unexpected issues can occasionally delay you, repeated tardiness isn’t acceptable—it potentially heightens anxiety for clients or leaves them feeling unsupported. If you anticipate a delay, notify your supervisor and affected clients right away. Persistent tardiness may trigger disciplinary action, up to termination.

Your well-being matters to us, and we view breaks as essential to delivering exceptional telehealth care. Exempt clinicians aren’t required to take breaks but are warmly encouraged to pause between sessions as needed to recharge and stay at your best—your self-care enhances client care and sustains your work, so please allow enough time between appointments to thrive. Non-exempt employees receive a 30-minute unpaid meal break for shifts over five hours and a 10-minute paid rest break for shifts over four hours—we’re here to keep you refreshed; log these accurately in our timekeeping system.

For those needing lactation breaks, we support you with flexible scheduling per California law (Labor Code § 1030), ensuring reasonable time to express milk—paid for non-exempt staff within your 10-minute rest breaks, or adjustable for exempt clinicians between sessions. Just let your supervisor know, and we’ll make it work together. If work ever disrupts your scheduled breaks, email your supervisor immediately; we’ll document it and resolve it promptly.

We know life doesn’t always go as planned. We’re here to support you with time off when you need it most. Your PTO starts accruing from day one—1 hour for every 30 hours worked—and you can use it for any leave below after completing your 90-day probation. We’ll check your usual weekly hours to make sure your time off fits your schedule, helping you step away with peace of mind. For any extended leave beyond 21 days, we may need to place some or all of your clients with other therapists to maintain continuity of care.

Sick Leave: When you’re not feeling well mentally or physically, or need to care for someone close, just let your supervisor know as soon as you can. We’ll reach out to your clients and adjust their sessions, giving you space to rest and recharge.

Family and Medical Leave: While we’re not covered by the Family and Medical Leave Act (FMLA, for 50+ employees) or California Family Rights Act (CFRA, for 5+ employees) due to our size, we’re here to support you during life’s big moments or challenges. You can request time off for:

• Welcoming a child through birth, adoption, or foster care.
• Caring for a family member with a serious health condition.
• Managing your own serious health needs.
• Handling urgent military service demands.
• Bereavement or reproductive/adoption loss.

You’re also eligible for up to 8 weeks of partial wage replacement through the State Disability Insurance (SDI) program for bonding with a new child or caring for a seriously ill family member. This is funded via SDI deductions from your paycheck (see Section 6.1) and administered by the California Employment Development Department (EDD). Contact the Clinical Director for assistance navigating this benefit.

Notify us at least two weeks in advance, if possible, with a plan for client coverage and communication about your absence, along with any necessary medical documentation

Other Leave Types:

• Jury Duty: You’ve got a summons—tell your supervisor right away, and we’ll cover your clients so you can serve without worry.
• Voting: Work overlaps voting hours? Take time off with a quick note to your supervisor—mail-in ballots are an easy option too.
• Military Leave: ICC complies with the Uniformed Services Employment and Reemployment Rights Act (USERRA), providing unpaid leave for military service with reinstatement rights upon honorable discharge. Official orders must be provided.
• Leave of Absence: Unpaid leave may be requested after exhausting all PTO. Submit written requests at least two weeks in advance, including reason, duration, and medical certification if applicable. Reinstatement is subject to position availability.

Your unused PTO rolls over yearly, up to 80 hours, with a 40-hour cap unless California laws allow more. Give us a heads-up for planned breaks or call your supervisor ASAP if something sudden comes up—we’re all in this together.

At ICC, we’re here to nurture your growth, not just enforce rules. When challenges like policy slips, ethical hiccups, or performance struggles come up, we’ll work with you through steps tailored to each situation, think verbal check-ins, written notes, or a performance improvement plan. But for serious issues—such as BBS violations, repeated no-shows, refusing supervisor guidance, or unsafe substance use; we may need to part ways immediately to protect our clients and team. Our goal is always to support you in getting back on track, and we’ll document each step in your file (you can grab a copy anytime). If things don’t shift, further action might follow, even if it’s tough to see eye-to-eye—we’re rooting for your success.

We trust you to bring your best, but certain actions can disrupt our shared mission. These include:

• Respect and Safety: Unkindness—like discrimination (e.g., treating someone unfairly due to their background), harassment (e.g., unwelcome remarks), threats, or violence—undermines the trust clients and colleagues deserve.
• Professional Clarity: Showing up impaired by substances (e.g., alcohol during a session) clouds your ability to care.
• Care with Resources: Misusing ICC tools (e.g., TherapyNotes for personal notes) or sharing secrets (e.g., client info without approval) risks our integrity.
• Honesty: Twisting the truth—like fudging hours or session notes—breaks our foundation.
• Reliability: Slipping on attendance (e.g., missing sessions without notice) or performance (e.g., skipping client follow-ups) leaves gaps in care.
• Well-Being: Ignoring safety—like using unsecured devices—puts everyone at risk.

These aren’t exhaustive, but they’re guideposts—we’ll address them fairly, with an eye toward healing the situation.

We hope you’ll stay with us for the long haul, but life changes, and we get that. If you choose to step away, giving us two weeks’ notice—or a month if you can—helps us transition your clients thoughtfully; we’ll partner with you to make it smooth. If we need to end our time together, you’ll hear the reasons clearly, with your final pay delivered per California law. Either way, we’ll ensure your clients are cared for by handing them off gently, asking only that you return ICC materials. You’ve made a difference here, and we wish you nothing but the best ahead.

Complete the attached Safety Plan Form per 5.7 procedures when addressing client emergencies.

Submit the attached Child Abuse Report Form (BCIA 8572) per 5.7 Child Abuse Reporting procedures for suspected child abuse or neglect.

Submit the attached Adult Protective Services Form (SOC 341) per 5.7 Adult Protective Services procedures for suspected elder or dependent adult abuse.

Clinicians may provide Emotional Support Animal (ESA) Letters to clients when clinically appropriate, supporting their mental health needs under federal and California housing laws (e.g., Fair Housing Act). These letters verify that a client’s diagnosed mental health condition benefits from an emotional support animal, as determined by a Licensed clinician’s professional judgment. Use the attached ESA Letter template, ensuring it includes the clinician’s credentials, client’s diagnosis (without excessive detail), and a statement of therapeutic need. Submit drafts to the Clinical Director for review before issuance. This form is for housing accommodation only and does not certify service animals. Complete and document the process in TherapyNotes within 72 hours.