Policies & Procedures
Thank you for choosing Willow Wisdom Healing Corp as your trusted partner on your healing journey from trauma. I am committed to providing a safe and supportive space for your growth and well-being. As we begin, it is important to familiarize you with my business processes, disclosures, expectations, and policies.
1. Introduction
This policy and procedures document outlines the guidelines and expectations for the operation of Willow Wisdom Healing Corp formed as an S Corporation. It aims to ensure that my business operates in compliance with legal requirements, maintains professionalism, and provides quality trauma recovery coaching services to the clients that I serve. It encompasses all aspects of our business operations, including client interactions, coaching sessions, privacy and confidentiality, financial management, marketing, and professional development.
2. Legal Compliance
A. My business will comply with all applicable federal, state, and local laws and regulations governing S Corporations, including tax filings, mandatory reporting, and corporate governance requirements.
B. My business must have accurate and up-to-date corporate records, including articles of incorporation, bylaws as required by law.
3. Qualifications & Certifications
A. As a Certified Trauma Recovery Coach, I am proud to inform you that I have obtained my credential from The International Association of Trauma Recovery Coaching.
B. As a coach, I must possess the necessary qualifications and certifications in trauma coaching. This includes completing an accredited training program, demonstrating proficiency in trauma-informed coaching techniques, and staying up-to-date with certifications and the latest research and best practices in trauma recovery coaching.
4. Ethics and Professional Conduct
A. As a coach, I must demonstrate professionalism, honesty, and respect in all client interactions and business operations.
B. As a coach, I must maintain professional boundaries and avoid any conflicts of interest that may compromise their objectivity or integrity.
C. As a coach, I must prioritize the safety and well-being of my clients, taking appropriate action if there are concerns of harm to self or others by following the Escalated Care Protocol if needed. The protocol is available upon request for reference.
D. As a coach, I must respect clients' autonomy, cultural beliefs, and personal values, ensuring that coaching sessions are client-led and non-judgmental.
E. As a coach, I must obtain informed consent from clients before initiating coaching services, clearly outlining the purpose, process, and limitations of coaching.
F. The International Association of Trauma Recovery Coaching certification ensures that I adhere to the Association’s Code of Ethics.
G. In the unlikely event that you feel I have not upheld the Association's Code of Ethics or have otherwise caused any dissatisfaction, I want to assure you that your concerns will be taken seriously. You have the option to contact Dr. Judith ‘Jai’ Belton at JaiBelton@iaotrc.com, who is a member of the Professional Standards Committee as contact for Grievances. The Committee Chairperson will provide you with a grievance form to complete and submit. Rest assured that all reports and grievance actions are treated with utmost confidentiality by the Professional Standards Committee.
At Willow Wisdom Healing Corp, I am committed to maintaining the highest level of professionalism and accountability in my services.
5. Client Interactions
A. As a coach, I must establish a safe and trusting environment for clients to share their trauma-related experiences.
B. As a coach, I must actively listen, hold compassion, and validate clients' emotions and experiences without judgment.
C. As a coach, I must provide trauma-informed support, guidance, and resources to help clients navigate their healing journey.
D. As a coach, I must respect clients' confidentiality and privacy, only disclosing information with their explicit consent or as required by law.
6. Coaching Sessions
In the journey together towards trauma recovery, it is essential for you to understand that I view you as a whole and resilient being. As a survivor of trauma myself, I recognize that the reactions and responses you are experiencing are normal reactions to abnormal circumstances. Every emotion, belief, somatic symptom, or behavior you encounter is your body and mind's way of coping with the trauma you have endured. I want to assure you that I will never pathologize, judge, or shame you for any thoughts, feelings, or beliefs you have about yourself and others.
Furthermore, I firmly believe that you possess an inner wisdom and knowledge that will guide you towards healing and creating a life you truly love. I am here to help you access that information from within and to discover your highest self. I will not impose my own opinions or prescribe a specific path for your journey because I trust that you already hold the answers within yourself. Each person's path is unique, and what worked for others and myself may not necessarily be the right approach for you. My intention is to empower you to follow your own innate path.
In our relationship together, we are equals on this transformative journey. I am not an authority figure, and I will never treat you as someone with less power than myself. Instead, my role is to provide you with support, knowledge, encouragement, and validation. Together, we will navigate this journey as peers, and I will be here to offer guidance and a safe space whenever you need it.
A. As a coach, I must coach sessions in a professional and structured manner, adhering to agreed-upon schedules and session durations.
B. As a coach, I must regularly assess and monitor clients' well-being and progress, seeking consultation or referring to other professionals when necessary.
C. It is important to acknowledge the limitations of my specific expertise in supporting your recovery journey. There may be certain situations where I may not possess the necessary expertise to address your specific needs. If you find yourself in a situation where your safety is at risk, such as experiencing suicidal thoughts, engaging in significant self-harm, or struggling with active addiction, it is the business’ obligation as a member of the Association to assist you in finding a qualified professional who specializes in addressing those particular issues. Your safety is my first priority, and I am committed to ensuring you receive the appropriate support and care.
7. Expectations
A. Expectations of coach:
• Arrive punctually for appointments and maintain complete focus during our sessions, ensuring that our time together is prioritized and utilized effectively.
• Stay informed and knowledgeable about trauma and trauma recovery, including staying up to date with the latest research and understanding, to provide you with the most relevant and informed guidance.
• Recognize and respect that you are the expert on yourself, and I will honor your ability to guide your own recovery. While I bring tools and strategies to our work, my role is to support your confidence in knowing that you are on the right path.
• Serve as both your peer and guide throughout our time together, acknowledging my understanding of trauma while valuing your own unique perspective and experiences.
• Offer a comprehensive range of resources, tools and strategies that will empower you to navigate your recovery journey with confidence and clarity.
B. Expectations of client:
• Approach each session with a willingness to actively engage in your trauma recovery journey, recognizing that your commitment and effort are essential for progress.
• Dedicate your undivided focus during our coaching sessions, ensuring that the entirety of our time together is dedicated to our time together and your personal growth.
• Communicate openly and honestly with me, especially if you feel triggered during a session. Your feedback is crucial to tailoring our approach and ensuring your comfort and safety.
• Inform me of any specific needs or requirements you may have for our work together. Your needs are important, and I am here to support you in achieving your goals.
• Embrace our coaching relationship as a safe space where you will receive non-judgmental support. Your honesty and vulnerability will foster an environment where our work can be as beneficial as possible.
C. Intolerance of intoxication during sessions: It is imperative that you refrain from being under the influence of drugs or alcohol during our coaching sessions. Engaging in a session while under the influence hinders our ability to have a productive and meaningful session, as it compromises the devotion of our time together. If you are facing challenges related to substance abuse, I encourage you to openly communicate with me. I am here to support you and discuss any necessary steps to obtain the help you may need. However, repeatedly attending sessions under the influence without informing me or failing to acknowledge impairment if questioned may lead to the termination of our coaching relationship.
D. Communication outside of scheduled sessions: You are welcome to email me outside of our scheduled sessions at any time. Please understand that while I may not be able to respond to your email immediately, I assure you that I will read it before our next session. Your emails and communication are important to me, and they will inform our discussions and ensure that our sessions address your needs effectively.
E. Crisis care and emergency needs: If you find yourself in a crisis and you live in the United States you can access RAINN’s Crisis Line (1.800.656.4673) or their online chat feature. You may also reach out to the Crisis Text Line at 741741. The National Suicide Hotline is available at 1.800.273.8255. If you do not live in the United States I can help you locate crisis resources in your country.
8. Privacy & Confidentiality
A. As a coach, I must maintain strict confidentiality regarding client information, both during and after the coaching relationship, except when mandated by law or when there is a risk of harm to self or others.
B. As a coach, I must store and handle all client records securely, using appropriate measures to protect against unauthorized access or disclosure.
C. As a coach, I must inform clients about the limitations of confidentiality at the outset of the coaching relationship, clarifying any legal or ethical exceptions.
D. While Zoom is not HIPAA compliant, I prioritize the security and confidentiality of your information here at Willow Wisdom Healing Corp. It is important to note that the business cannot provide a 100% guarantee against data breaches when using Zoom. However, I take extensive measures to ensure the safety of your data. Rest assured that all client records are securely stored and accessible only to authorized personnel, maintaining strict confidentiality.
9. Payment Policy
A. Payment Terms: Payment for coaching services is due in advance and prior to the scheduled session unless otherwise specified in a separate agreement.
B. Accepted Payment Methods: I accept payments through Paypal, Apple Pay. Details regarding accepted payment methods and instructions for making payments will be provided upon request or during the initial consultation.
10. Cancellation & Refund Policy
At Willow Wisdom Healing Corp, I understand that circumstances may change, and you may need to cancel or reschedule your coaching sessions. However, I also have certain policies in place to ensure fairness and consistency for all clients. Please carefully review my business’ cancellation and refund policy outlined below:
A. Cancellation of Individual Coaching Sessions:
• If you need to cancel or reschedule a coaching session, we kindly request that you provide at least 24 hours' notice prior to the scheduled session time.
• Cancellations made with at least 24 hours' notice will not incur any charges or penalties. You will have the opportunity to reschedule the session at a mutually convenient time.
• Cancellations made within less than 24 hours' notice will be considered as a missed session and will be billed at the full session rate.
B. Cancellation of Coaching Packages:
• If you have purchased a coaching package, the same 24-hour notice policy applies for individual sessions within the package.
• In the event that you decide to cancel the entire coaching package before it is completed, the following refund policy will be applicable:
• If the cancellation request is made before the start of the first coaching session, a full refund will be provided.
• If the cancellation request is made after the start of the first coaching session, a pro-rated refund will be offered based on the number of sessions already completed, minus any applicable administrative or processing fees.
C. No-Show Policy:
• If you fail to attend a scheduled coaching session without providing any prior notice, it will be considered a no-show.
• No-shows will be billed at the full session rate, and the session will be counted as completed.
D. Refund Processing:
• Refunds, if applicable, will be processed within five (5) business days from the date of the cancellation request.
• Refunds will be issued using the same method of payment used for the original transaction, unless otherwise agreed upon.
Please note that exceptions to this policy may be made in extenuating circumstances, such as emergencies or unforeseen events. I will handle such cases on an individual basis, and my goal is to find a fair and satisfactory resolution for all parties involved.
We appreciate your understanding and cooperation with our cancellation and refund policy. If you have any questions or concerns, please feel free to contact our support team, and we will be happy to assist you.
11. Marketing & Advertising
A. All marketing and advertising materials must be truthful, accurate, and in compliance with applicable laws and regulations.
B. Willow Wisdom Healing Corp must avoid making false or exaggerated claims about the effectiveness of trauma recovery coaching services.
C. As a coach, I must respect clients' privacy and seek their consent before using any client testimonials or case studies in marketing materials.
12. Professional Development
A. As a coach, I must engage in ongoing professional development activities to enhance my knowledge and skills in trauma coaching.
B. As a coach, I must participate in regular supervision sessions to ensure the quality and effectiveness of my coaching business.
C. As a coach, I must stay informed about the latest research, best practices, and ethical guidelines in trauma recovery coaching, integrating this knowledge into my services.
13. Review & Updates
This policy and procedures document will be reviewed periodically to ensure its relevance and effectiveness. Updates may be made to reflect changes in laws, regulations, or best practices from The International Association of Trauma Recovery Coaching, in trauma recovery coaching or S Corporation requirements.
By adhering to this policy and procedures document, Willow Wisdom Healing Corp can provide quality and ethical coaching services to individuals who have experienced trauma, while maintaining compliance with legal requirements and upholding the professionalism and integrity of our business operations.