CLIENT FORMS & POLICIES
Forms, intake, and everything in between.
Use this page to complete your intake paperwork, review our policies, or request records. If anything here is unclear, reach out and we'll walk through it with you.
Green Hollow Creative is not a crisis service.
If you are in immediate danger, having thoughts of harming yourself or someone else, or need emergency mental health support, please do not wait to hear back from us. Call or text 988 to reach the Suicide and Crisis Lifeline, or call 911. Green Hollow is a scheduled private practice and is not equipped to respond to urgent or emergency needs.
988 · SUICIDE & CRISIS LIFELINE · AVAILABLE 24/7
SECTION 01
New Client Intake
Before your first individual or family session, please complete the intake form below. It takes about 10–15 minutes. Your information is stored securely and reviewed only by your therapist.
What the intake covers
- Basic contact and demographic information
- Current reasons for seeking therapy
- Relevant mental health, medical, and medication history
- Family and relationship context
- History of outdoor experiences and any relevant safety considerations
- Emergency contact information
Complete the intake form
The intake is completed through our secure client portal. You'll receive a direct link after your consultation. If you'd like to review the form before your consultation, a read-only preview is available on request.
SECTION 02
Informed Consent
Informed consent is how we make sure you understand what you're agreeing to when you begin therapy with Green Hollow Creative. It covers the things that matter most — the nature of the work, the limits of confidentiality, what outdoor sessions involve, and how we handle risk.
What's covered in informed consent
- The nature and limits of art therapy as a clinical practice
- What to expect from outdoor and mobile-studio sessions specifically
- Confidentiality protections and the legal limits of confidentiality
- Risks inherent to outdoor environments (weather, terrain, insects, allergens, wildlife)
- Photography and documentation policies
- Fees, payment, and cancellation
- Your rights as a client, including the right to end therapy at any time
How consent is handled
Informed consent is reviewed together during your first session. You'll receive a copy of the consent document in advance through the client portal, and we'll walk through it in person before any clinical work begins. You are welcome to ask questions at any point.
SECTION 03
Policies
The policies below apply to all clients. They exist to protect the integrity of the work we do together and to keep expectations clear on both sides.
Cancellation & Rescheduling
Cancellations or reschedules made more than 24 hours before your session are no-cost. Within 24 hours, the full session fee is charged, unless the circumstances are beyond your control (illness, emergency, severe weather). Late cancellations made as a pattern will be discussed clinically rather than penalized.
Weather
Sessions are held outdoors when weather allows. We monitor conditions carefully. In the case of thunderstorms, extreme heat, extreme cold, or air quality warnings, sessions move to the mobile studio or are rescheduled at no charge. You will always be notified at least 2 hours in advance of a weather-related change.
Outdoor session expectations
Clients are responsible for dressing appropriately for the weather and season. A recommended clothing list is included in your welcome materials. If you do not have appropriate gear, let your therapist know — we keep basic loaner items at the mobile studio.
Confidentiality in public spaces
Sessions in parks and public green spaces are held at a respectful distance from other park users. We choose locations that allow privacy. If privacy is disrupted during a session, we relocate or move to the mobile studio. By nature of meeting in public, absolute visual privacy cannot be guaranteed, and this is discussed fully in your informed consent.
Photography and documentation
Your art and your story are yours. No photographs of you, your art, or your sessions are taken or used by the practice without your specific written permission, and permission for one purpose does not extend to others. You are welcome to photograph your own work.
Payment
Payment is due at the time of service unless otherwise arranged. Accepted methods: credit card, ACH, and HSA/FSA cards. Superbills are available on request for potential out-of-network insurance reimbursement.
Communication between sessions
Brief scheduling and logistics messages between sessions are welcome. Clinical content and ongoing therapeutic conversation are saved for sessions themselves — this protects both the quality of the work and the appropriate clinical container. Response time is typically one business day.
Ending therapy
You have the right to end therapy at any time, for any reason. When possible, a final closing session is encouraged so the work has a proper ending. Records are retained per state regulations.
SECTION 04
Records & Requests
You have the right to access your clinical records and to request that copies be released to another provider or party. Use the forms below depending on what you need.
Request a copy of your records
You can request a copy of your own clinical records at any time. Records are typically provided within 10 business days. There is no charge for your first request; subsequent requests may include a nominal copying fee.
Release records to another provider
If you'd like your records sent to another therapist, physician, or provider, complete a signed Release of Information. The release form is required by law before records can be transmitted.
Amend or correct records
If you believe there's an error in your clinical record, you have the right to request an amendment. Submit your request in writing and we'll respond within 60 days.
FIRST SESSION
What to expect the first time we meet.
First sessions are intentionally a little slower than ongoing sessions. Here's what they generally look like so nothing feels like a surprise when you arrive.
- 1
We meet at the location.
You'll know the location before the session. Plan to arrive a few minutes early. If weather has changed the plan, you'll hear from me by text or email at least 2 hours in advance.
- 2
We walk through consent together.
Before any clinical work begins, we review and sign the informed consent document in person. You'll have the document in advance through the client portal, but the first session is where any questions get answered.
- 3
We start the work.
The rest of the session is yours. Sometimes that's a conversation. Sometimes that's sitting with materials and letting something emerge. There's no script, and there's no wrong way to begin.
Bring clothing appropriate for the weather. Everything else is provided.
NOT SURE ABOUT SOMETHING?
Paperwork shouldn't be a barrier.
If anything on this page is confusing, if you need accommodations to complete the forms, or if you just want to talk through what to expect, send a message. None of this is a test, and getting it right matters more than getting it fast.
Send a message