Records Release & Court Policy

This page sets out our policy on releasing client records, responding to legal requests, and our position on court-ordered work. By engaging Dr. Hines Inc. for coaching, you acknowledge that you have read and understood this policy.

1. Records Release

Dr. Hines Inc. does not release client files, session notes, assessment results, or any other records except under one of the following:

• A court order signed by a judge with jurisdiction, or
• A notarized release of information signed by the client (and, in the case of couples engagements, by both partners)

A signed release form alone is not sufficient — notarization is required to verify identity and intent. We will provide the release-of-information template; you are responsible for getting it notarized and returning it to us before any records work begins.

2. Court-Ordered Work

Dr. Hines Inc. does not provide:

• Court-ordered coaching, counseling, or treatment programs
• Custody evaluations or parenting assessments
• Fitness-for-duty evaluations
• Expert witness services
• Forensic evaluations of any kind

We do not accept clients who are court-ordered into our services as a condition of legal proceedings, divorce, custody disputes, or criminal sentencing. If you are seeking services to satisfy a court mandate, this practice is not the right fit and we will refer you elsewhere.

3. Fees for Records and Legal Matters

When records are released or legal matters arise, the following fees apply in addition to standard Life Architecture fees. A retainer is required before any records preparation or legal work begins, and all such fees are non-refundable.

Specific dollar amounts are confirmed in writing before work begins. Premium rates apply because legal work pulls Dr. Hines away from regular client work and requires immediate, uninterrupted attention.

4. Couples Engagements — Both Partners Must Consent

Records pertaining to a couples engagement contain information from both partners. Therefore:

• Both partners must sign and notarize the release-of-information form before any couples records are prepared or released.
• If only one partner consents, we will not release the file — even with a subpoena directed at one partner only — until proper legal channels (e.g., a court order) compel disclosure.
• Individual session notes from couples work follow the same rule: notarized consent from both partners is required.

5. What's Excluded Even With a Notarized Release

Even with proper notarized consent, certain materials may be withheld in accordance with professional standards:

• Process notes — Dr. Hines's internal session notes used to plan future sessions
• Consultation notes — communications with peer consultants or supervisors about the case
• Third-party communications — anything shared by a person who is not the requesting client
• Pre-existing records held by other providers — these must be requested directly from the original provider

6. Confidentiality Limits — When We Must Disclose

Independent of records release, the following situations require Dr. Hines to act regardless of consent:

• Imminent risk of harm to yourself or another person
• Disclosure of abuse of a child, elder, or vulnerable adult (mandatory reporting)
• Court order signed by a judge with jurisdiction

In these cases, Dr. Hines will disclose only the minimum information necessary to comply, and will inform you in advance whenever safely possible.

7. Scope of Practice — Coaching, Not Therapy

Dr. Hines is a Doctor of Christian Counseling (DCC) and provides Christian coaching and pastoral counseling, not state-licensed mental health treatment. Records, notes, and reports from this practice reflect coaching engagements, not clinical mental-health diagnoses or treatment. Courts and other agencies should treat them accordingly.

8. Acknowledgment

By engaging Dr. Hines Inc. for any service, you acknowledge that:

• You have read and understood this Records Release & Court Policy
• You understand that records will only be released with notarized consent or a court order
• You understand that this practice does not provide court-ordered services
• You understand the fee structure for records work and legal matters, and that a retainer is required upfront
• For couples engagements, you understand that both partners must consent before any records are released

This policy is in addition to — not in place of — your Terms of Service and Privacy Policy.