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 40 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/CEO/CFO; Sarah Kindred, AMFT, as Secretary; and Dylan Paul, as Vice-President. 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

• 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.

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.

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

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 will address them with transparency and full compliance with labor laws.

Clinical Staff (Licensed and Associate Clinicians): Clinicians are hired as W-2 employees and are compensated for all hours worked at their individually negotiated per-session rate, plus administrative time as outlined in Section 6.1. Clinical staff are not expected or permitted to work off the clock under any circumstances.

Non-Exempt Employees: Office support staff are classified as non-exempt and are entitled to overtime pay at 1.5 times their regular hourly rate for hours worked beyond 40 in a workweek or 8 in a workday, and double time for hours exceeding 12 in a workday. All hours must be accurately recorded per Section 7.5.

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

Full-Time Employees: Employees scheduled for 32 or more hours per week 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.

Your first 90 days at ICC mark an exciting introductory period — a time of mutual discovery and growth. 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 regular, ongoing feedback on your telehealth skills, documentation, and client interactions, while you are invited to discuss your progress, challenges, and goals. If more time is needed to determine alignment, we will explore extending this period together with transparency and respect.

We are wholeheartedly dedicated to nurturing your professional journey and ensuring the well-being of every client we serve. We pledge to:

• Conduct a brief intake to confirm a strong therapist-client match, laying the groundwork for impactful therapy.
• 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.
• Review Associates' weekly case material and, if needed, observe sessions via live telehealth or recordings, offering emergency on-call support for urgent client needs.
• Sign Associates' weekly summaries of hours, keeping your licensure path on track.
• Support all clinicians' professional development with quality training, credentialing assistance, and licensing documentation.
• Offer weekly virtual team meetings for case discussions, support, and shared learning.

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 through an open, collaborative process.

We are committed to a workplace where every team member feels safe, respected, and valued. Harassment and discrimination have no place here. This commitment is especially important 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.
• Conduct targeting protected characteristics — such as slurs, negative stereotypes, threatening acts, or denigrating material circulated digitally — that fosters hostility or interferes with work.

These standards apply to all employees, applicants, and interactions with external parties, including virtual meetings or events. If you experience or witness harassment or discrimination, please report it immediately to your supervisor or an administrator. Retaliation against anyone reporting or assisting in an investigation is strictly forbidden.

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. Violations may lead to disciplinary action, up to termination. If you are struggling, we will guide you toward voluntary treatment with understanding and appropriate resources.

Your voice fuels our growth. 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 strengthens our team.

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.

This policy applies to all employees' online interactions — personal or work-related — expecting everyone to uphold ICC's 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.

When addressing work-related topics, employees must:

• Disclose your ICC affiliation and clarify that views expressed are personal, 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. Direct all media inquiries about ICC to the Clinical Director.

From time to time, clients, visitors, or colleagues may raise concerns or experience difficulty. When complaints arise, our team is equipped to respond with empathy and professionalism:

• 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 and end with a positive remark.
• Take Action: Implement a prompt solution or escalate to a supervisor if needed.

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 the Clinical Director. Approval is at ICC's discretion and can be withdrawn at any time.

All work rules and policies apply to remote work, including data security and HIPAA compliance. Employees must maintain a secure internet connection, a distraction-free workspace, and safe work 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.

ICC-approved systems — including TherapyNotes and ICC email — are reserved for business purposes only. Prohibited actions include sharing login credentials, installing unapproved apps, sending harassing or threatening communications, or sharing confidential information without authorization.

Protecting ICC's confidential business information and trade secrets is vital to our success. This includes non-public data such as client lists, pricing structures, financial records, marketing strategies, business plans, and sensitive employee information. Unauthorized disclosure may lead to disciplinary action, up to and including termination.

This confidentiality obligation applies at all times — during and beyond work hours — and persists after employment ends.

Employees may not use ICC property — including software and materials provided for remote work — without authorization. All materials, data, communications, and information created, sent, received, or stored on a personal device for ICC business belong to ICC. ICC may monitor, inspect, and review work-related content on these devices. Employees must secure their devices 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:

• Secure Access: Enable two-factor authentication (2FA) on all ICC systems. The TherapyNotes messaging portal is the preferred and primary channel for all client communications. Personal email or text messaging may only be used for scheduling purposes and must never contain any PHI — including clinical details, diagnoses, or treatment information.
• Protect Records: Store physical and digital records securely. Only TherapyNotes may be used to store or transmit PHI. Telehealth sessions are conducted via TherapyNotes or Zoom only.
• Device Security: Keep antivirus software current and update operating systems and applications regularly.
• Required Training: Participate in mandatory annual HIPAA and cybersecurity training.
• Report Issues: Notify your supervisor of technical issues — such as outages, suspected breaches, or system failures — within 24 hours.

ICC reserves the right to access, monitor, and review work-related communications, data, and systems whenever needed. This covers company-issued devices, personal devices used for ICC work, and all platforms including email, messaging, and electronic health records.

There is no expectation of privacy when using ICC systems or handling work-related data. Work-related materials, communications, and records created, sent, or received through ICC systems or in the course of your duties belong to ICC, regardless of which device was used. ICC may access and review such work-related content on personal devices used for ICC business. By logging into ICC systems, you acknowledge and consent to this monitoring policy.

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. 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.
• Professional Behavior: Act with respect, cooperation, and mindfulness toward others. Arrive prepared and 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 or romantic relationships with current clients are strictly prohibited and constitute grounds for immediate termination and mandatory reporting to the BBS. Relationships with former clients are also prohibited. The BBS two-year rule does not create a safe harbor — California law and BBS ethical standards make clear that a sexual or romantic relationship with a former client may remain a violation indefinitely, particularly where a power differential, dependency, or therapeutic transference persists. Any such relationship, regardless of when it occurs, will be treated as a serious ethical violation and reported accordingly.
• Interactions with Affiliates: Keep relationships with referral sources businesslike and well-prepared, reflecting positively on ICC.
• Reporting Obligations: Exercise sound judgment and consult a supervisor if uncertain. Report colleague misconduct or policy violations promptly.

General Duties

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.

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.
• Offer care solely within your scope of competence — defined by education, training, and experience — and, for associates, within your supervisor's expertise.
• Conduct sessions exclusively from ICC-approved locations using TherapyNotes for EHR and either TherapyNotes or Zoom for telehealth sessions.

Documentation

• Maintain accurate, confidential session records in TherapyNotes within 72 hours of completion.
• Prepare a treatment plan for each client before their second session, updating it as needed.
• Submit drafts of client correspondence for ICC review before distribution.
• Promptly report subpoenas, records requests, or legal correspondence to ICC.

Communication and Caseload

• Limit your caseload to 30 clinical hours per week to preserve quality care and personal well-being, unless the Clinical Director grants an exception.
• Terminate or decline clients beyond your competence, scope, or suitability for telehealth, with ICC approval.
• Inform ICC of new clients before their second session, as well as terminations or missed/canceled sessions.

Supervision and Consultation (Associates)

• Attend weekly supervision — 1 hour individual or 2 hours group per 10 clinical hours — prepared and on time.
• Seek consultation from professional associations, malpractice carriers, or ICC in urgent situations such as mandated reporting or high-risk cases.

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.

Secure Systems

TherapyNotes is our exclusive platform for client records, and all documentation must remain within this HIPAA-compliant system. Telehealth sessions are conducted via TherapyNotes or Zoom — both approved and HIPAA-compliant platforms. Public Wi-Fi is prohibited for PHI access. Delete any downloaded client information from devices immediately and log out after each use.

Daily Practices

• Keep work conversations private, even at home.
• Secure devices with strong passwords.
• Report potential breaches to your supervisor immediately.

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. Do not store session notes outside TherapyNotes.

Training

Annual HIPAA training is conducted to keep our protocols current and ensure robust practices.

Breach Response

Report any suspected or confirmed breach to your supervisor immediately. ICC will assess the scope and risk of the breach, take corrective action, and strengthen safeguards as needed. California and federal law impose specific notification timelines that ICC must meet:

• Affected individuals must be notified within 60 days of discovering a breach of their unsecured PHI (45 CFR § 164.404).
• The U.S. Department of Health and Human Services (HHS) must be notified. For breaches affecting fewer than 500 individuals, ICC logs the breach and submits an annual report to HHS no later than 60 days after the end of the calendar year in which the breach occurred.
• California law (CMIA, Health & Safety Code § 130203) requires notification to affected patients no later than 15 business days after discovery of a breach involving medical information.

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.

Administrative Duties

• Submit your associate registration number and malpractice insurance details at hire, keeping both active and current.
• Complete and submit the BBS Supervision Agreement (Form 37M-300) to ICC at hire.
• 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 clinical skills, documentation accuracy, adherence to ethical and legal standards, attendance, and engagement in supervision or professional development.

Reviews may influence pay increases, promotions, coaching, disciplinary actions, or termination, though they do not guarantee specific outcomes. Evaluations are conducted via virtual channels by your supervisor or the Clinical Director, with opportunities to discuss your job performance and career goals.

Time spent on mandated reporting activities is compensable and will be paid at your administrative rate. All mandated reporting time must be documented in TherapyNotes to be included in payroll processing.

Acute Risk Response

• Assess risk level using clinical judgment.
• 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.
• Document all steps in TherapyNotes within 24 hours and notify your supervisor immediately.

Child Abuse Reporting

• Consult your supervisor immediately if unsure — do not delay a report while seeking consultation.
• Make an immediate phone report to the appropriate county child protective services agency or law enforcement as soon as you have reasonable suspicion (California Penal Code § 11166).
• Submit the written Child Abuse Report Form (BCIA 8572) (see 9.2) to the same agency within 36 hours of the initial phone report.
• Document all steps in TherapyNotes within 24 hours and notify your supervisor immediately.

Adult Protective Services

• 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.
• Document all steps in TherapyNotes within 24 hours and notify your supervisor immediately.

Duty to Warn and Protect (Tarasoff)

Under California law, clinicians have a duty to protect identifiable third parties from serious threats made by a client. This obligation arises from Tarasoff v. Regents of the University of California (1976) and subsequent California case law, and is codified in California Civil Code § 43.92.

When a client communicates a serious, credible threat of violence against an identifiable person, you must take reasonable steps to protect that individual. These steps may include:

• Warning the identifiable potential victim directly
• Notifying law enforcement (local police or sheriff)
• Arranging for voluntary or involuntary hospitalization of the client
• Taking other clinically appropriate protective measures

All clinicians at ICC are subject to California BBS record retention requirements. Client records must be maintained for a minimum of seven (7) years following the date of the last treatment or service. For clients who were minors at the time of treatment, records must be retained for seven (7) years after the client's 18th birthday, or seven years from the date of last service — whichever is later.

Records include progress notes, treatment plans, intake documents, consent forms, correspondence, and any other documentation related to the client's care. All records must be stored exclusively within TherapyNotes. Physical records, if any, must be stored securely and destroyed in compliance with HIPAA requirements (cross-cut shredding or certified destruction service) when the retention period has elapsed.

ICC operates on a biweekly pay schedule covering Sunday through Saturday, with pay deposited the following Friday. When a payday falls on a holiday, payment is issued the business day prior.

Clinical Session Pay

Clinicians are paid for all billable session hours at their individually negotiated rate. Client no-shows are unpaid unless the client has a standing agreement to pay a no-show fee.

Administrative Pay

All administrative time is compensated at a flat rate of $20.00 per hour, based on the following time allocations:

• Progress notes: 5 minutes per note
• Intake documentation: 30 minutes per intake
• Mandated reporting: Actual time spent, as documented in TherapyNotes
• Mandatory meetings and trainings: Actual time spent at ICC-required team meetings, HIPAA training, or any other required training
• Approved extended time: Any additional administrative time pre-approved in writing by the Clinical Director

Administrative pay is calculated from TherapyNotes records each pay period and processed alongside regular session pay. Time not documented in TherapyNotes or pre-approved in writing will not be compensated.

Equal Pay

ICC complies with the federal Equal Pay Act and California Labor Code § 1197.5, ensuring equal pay for equal work across all protected categories.

Overtime

Non-exempt office support staff earn overtime at 1.5 times their regular rate for hours worked beyond 40 in a workweek or 8 in a workday, and double time for hours exceeding 12 in a workday.

If you have questions about your pay or notice a discrepancy, contact the Clinical Director right away. Paycheck advances are not available. See Section 8.3 for final pay details upon separation.

Pay Stubs (Labor Code § 226)

California law requires that every employee receive an itemized wage statement each pay period. Your pay stub will include: gross wages earned, total hours worked (for non-exempt employees), all deductions, net wages, the pay period dates, your name and last four digits of your Social Security number, and ICC's legal name and address. Review your pay stub each pay period and report any discrepancies to the Clinical Director immediately.

ICC champions your professional growth by providing access to BBS-approved Continuing Education Units (CEUs) and mandatory training. 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.

In compliance with California's Healthy Workplaces, Healthy Families Act (Labor Code § 245 et seq., as amended by SB 616), ICC provides paid sick leave to all employees, including part-time and exempt clinicians.

Accrual

Employees accrue paid sick leave at a rate of 1 hour for every 30 hours worked, beginning on the first day of employment. Sick leave may be used beginning on the 90th day of employment.

Annual Cap and Carryover

Employees accrue a minimum of 40 hours (5 days) of paid sick leave per year, as required by California law. Unused sick leave carries over each year up to a maximum of 80 hours. ICC may limit the use of accrued sick leave to 40 hours per year.

Permitted Uses

Paid sick leave may be used for the following purposes, consistent with California Labor Code § 246.5:

• Diagnosis, care, or treatment of an existing health condition, or preventive care, for the employee or a family member
• Care for a child, parent, spouse, registered domestic partner, grandparent, grandchild, or sibling
• Absences related to domestic violence, sexual assault, or stalking, including obtaining medical attention, safety planning, or legal assistance

Requesting Sick Leave

Notify your supervisor as soon as possible when using sick leave. For planned medical appointments, provide advance notice when reasonably possible. ICC will not require employees to find a replacement as a condition of taking sick leave.

No Cash-Out Upon Separation

Accrued but unused sick leave is not paid out upon separation from employment, per California law.

ICC observes all federal holidays and is typically closed for Thanksgiving week and two weeks around Christmas and New Year's. All employees — full-time and part-time — may opt to observe these days unpaid. If you choose to work with clients during these periods, you will earn your regular session rate.

CalSavers: Available at hire, this state-sponsored Roth IRA allows voluntary enrollment with contributions up to $7,000 in 2026 ($8,000 if age 50+). The account is portable and stays with you if you change jobs.

ICC 401(k): After working 1,000 hours in a year (approximately 19 hours per week), you may access ICC's 401(k) plan with contributions up to $23,000 annually ($30,500 if age 50+), potentially including future ICC matches.

Contact the Clinical Director for details or assistance with either plan.

ICC provides workers' compensation insurance and adheres to both federal OSHA and California Division of Occupational Safety and Health (Cal/OSHA) standards, which apply to all employees including remote workers. This coverage supports you if you experience illness or injury while working, traveling for official ICC business, or attending an ICC-sponsored event. If affected, seek medical attention immediately and inform your supervisor as soon as possible.

Remote employees are responsible for maintaining a safe, ergonomically reasonable home workspace. If you experience a work-related injury or illness — including repetitive strain, eye strain, or any condition connected to your work duties — report it to your supervisor promptly. Failure to report promptly may affect your ability to receive workers' compensation benefits.

Under California Labor Code § 2802, ICC is required to reimburse employees for all necessary expenditures incurred in the direct discharge of their job duties. Because all ICC work is performed remotely, ICC provides a flat per-pay-period technology stipend to all clinical employees to cover the work-use portion of personal internet service, computer, webcam, microphone, and electricity.

Technology Stipend

All clinical employees receive a technology stipend of $10.00 per pay period to cover the work-use portion of personal internet service, computer, webcam, microphone, and electricity.

Proration: For any pay period in which an employee has absences or is on approved leave, the stipend will be prorated at a per-session rate based on actual sessions conducted that pay period.

What Is Not Covered

This stipend covers routine personal technology use for sessions. It does not cover equipment or software purchased without prior written approval from the Clinical Director. Unauthorized purchases will not be reimbursed.

Other Expense Reimbursement

For any other work-related expense, submit a written request to the Clinical Director within 30 days with supporting documentation. Approved reimbursements will be processed with the following payroll cycle.

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.

Notify your clients and supervisor in advance for planned absences or as soon as possible in emergencies. Unscheduled absences or leaving sessions early without approval may result in disciplinary action, up to termination.

You are expected to be logged in and ready for all scheduled telehealth sessions at their designated start times. You are considered tardy if not prepared within 5 minutes of the scheduled start. If you anticipate a delay, notify your supervisor and affected clients right away. Persistent tardiness may result in disciplinary action, up to termination.

Exempt clinicians are not required to take breaks but are warmly encouraged to pause between sessions as needed to recharge. 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.

For those needing lactation breaks, we support flexible scheduling per California law (Labor Code § 1030), ensuring reasonable time to express milk. Just let your supervisor know and we will work it out together.

Your sick time starts accruing from day one — 1 hour for every 30 hours worked — and can be used for any leave below after completing your 90-day probation. 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 are not feeling well mentally or physically, or need to care for someone close, let your supervisor know as soon as you can.

Family and Medical Leave: While we are not covered by FMLA or CFRA due to our current size, you may 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

Depending on your situation, you may be eligible for California state benefits including: State Disability Insurance (SDI), which can provide up to 52 weeks of partial wage replacement for your own disability or serious health condition; and Paid Family Leave (PFL), which provides up to 8 weeks of partial pay for bonding with a new child or caring for a seriously ill family member. Contact the Clinical Director or visit edd.ca.gov for more information.

Other Leave Types:

• Jury Duty: Notify your supervisor right away and we will cover your clients. Jury duty leave is unpaid — California law does not require employers to compensate employees during jury service. You may apply accrued sick time if you wish to receive pay during this period.
• Voting: Time off is available if work overlaps with voting hours.
• Military Leave: ICC complies with 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 accrued sick time. Submit written requests at least two weeks in advance. Reinstatement is subject to position availability.

California law requires ICC to maintain accurate records of all hours worked by non-exempt employees. If your role is classified as non-exempt (e.g., office support staff), you are responsible for accurately recording your start and end times, meal breaks, and total hours worked each day.

Time records must be submitted to the Clinical Director each pay period on the schedule provided at hire. Do not begin work before your scheduled start time or continue working after your scheduled end time without prior supervisor approval. Working off the clock is prohibited and must be reported to the Clinical Director immediately if it occurs.

California law also requires that non-exempt employees who work more than five hours be provided a 30-minute unpaid meal period, and more than ten hours a second 30-minute meal period. If a meal break is missed or interrupted due to operational demands, notify your supervisor so the appropriate premium pay can be applied.

Several California leave laws become mandatory once ICC reaches certain staffing thresholds. These policies are not currently required but will be added to the handbook and communicated to all employees when they take effect.

At 5 Employees

• Pregnancy Disability Leave (PDL) — Gov. Code § 12945: Up to four months of unpaid, job-protected leave for employees disabled by pregnancy, childbirth, or a related medical condition. Available to all employees regardless of length of service.
• Bereavement Leave — AB 1949: Up to five days of leave following the death of a qualifying family member (spouse, child, parent, sibling, grandparent, grandchild, or domestic partner). Available after 30 days of employment. Leave may be unpaid unless the employee applies accrued sick time.
• Reproductive Loss Leave — SB 1439: Up to five days of leave following a qualifying reproductive loss event, including miscarriage, failed adoption, unsuccessful IVF transfer, or stillbirth. Available after 3 months of employment. Leave may be unpaid unless the employee applies accrued sick time.

At 15 Employees

• Organ and Bone Marrow Donor Leave — Labor Code § 1510: Up to 30 business days of paid leave per year for organ donation and up to 5 business days for bone marrow donation.

At ICC, we are here to nurture your growth, not simply enforce rules. When challenges arise — such as policy violations, ethical concerns, or performance struggles — we will work with you through steps tailored to each situation, including verbal check-ins, written documentation, or a performance improvement plan.

For serious violations — including BBS violations, repeated unexcused absences, refusal to follow supervisor guidance, or unsafe substance use — we may need to end the employment relationship immediately to protect our clients and team. Each step will be documented in your file, and you may request a copy at any time.

The following behaviors are grounds for disciplinary action, up to and including immediate termination:

• Respect and Safety: Discrimination, harassment, threats, or violence toward clients, colleagues, or others.
• Professional Conduct: Appearing impaired by substances during work hours or client sessions.
• Resource Integrity: Misusing ICC tools or sharing confidential client or company information without authorization.
• Honesty: Falsifying hours, session notes, or any employment-related documentation.
• Reliability: Excessive unexcused absences, missed sessions without notice, or failure to follow up with clients.
• Security: Using unsecured devices or platforms for client-related work.

This list is not exhaustive. All violations will be addressed fairly and with an eye toward resolving the situation constructively.

If you choose to resign, providing two weeks' notice — or a month if possible — helps us transition your clients thoughtfully. If ICC ends the employment relationship, you will receive a clear explanation.

Final Pay (Labor Code §§ 201–202)

California law governs when your final paycheck must be issued:

• If ICC terminates your employment: Your final paycheck — including all earned wages and any accrued but unused sick time — is due immediately at the time of termination.
• If you resign with at least 72 hours' notice: Your final paycheck is due on your last day of work.
• If you resign without 72 hours' notice: ICC has 72 hours from the time of your resignation to issue your final check.

Late final pay is subject to waiting-time penalties under Labor Code § 203 (one day's wages for each day the final check is delayed, up to 30 days). Your final pay will be delivered via direct deposit to the account on file or mailed to your address of record if direct deposit is unavailable.

In all cases, we will work to ensure your clients receive a thoughtful handoff and continuity of care. We ask that you return any ICC materials upon separation.

Complete the Safety Plan Form per Section 5.6 procedures when addressing client emergencies involving acute risk.

Submit the Child Abuse Report Form (BCIA 8572) per Section 5.6 Child Abuse Reporting procedures for suspected child abuse or neglect.

Submit the Adult Protective Services Form (SOC 341) per Section 5.6 Adult Protective Services procedures for suspected elder or dependent adult abuse.

Clinicians may provide ESA Letters to clients when clinically appropriate, supporting their mental health needs under the Fair Housing Act and California housing laws. 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.

I, the undersigned, confirm that I have received, read, and understood the Employee Handbook for Insight Counseling Center. I understand it is my responsibility to follow these policies, which are designed to support the well-being of our clients and team, uphold high-quality care, and meet all legal and regulatory standards.

I understand that the policies, procedures, and benefits in this handbook may be updated over time, and I agree to keep current with any changes communicated to me. I also commit to adhering to the legal and ethical guidelines applicable to my role — including protecting client confidentiality, maintaining thorough documentation, and providing care with integrity.

My employment at ICC is at-will, meaning either party may end the relationship at any time, with or without cause, as permitted by California law. This acknowledgment does not alter that arrangement.

By signing below, I agree to uphold these guidelines and any future updates, and I understand that failure to do so may result in corrective action up to and including termination.