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LittleBird Policies & Procedures

Policies and Procedures for LittleBird Coaching

Welcome to LittleBird Coaching. Below is a description of my coaching process, disclosures, expectations, and policies. * 


Coaching Process

As a Certified Trauma Recovery Coach™, I am thrilled to walk with you on your healing journey. I hope the experience will be transformational for you. You deserve it! Coaching is a client-led process that involves working together in an atmosphere of mutual trust and respect. My goal is to create a safe, non-judgmental environment where we can discuss your issues, explore questions, celebrate victories, and identify goals that may lead you toward a healthier and more fulfilled life. What you say during our time together stays between us. I am committed to confidentiality and follow a code of ethics. 

Coaching is a comprehensive process that may impact different areas of your life. I am here for support and will be committed to your healing. As my client, you are ultimately responsible for creating and implementing your own physical, mental, and emotional well-being, decisions, choices, actions, and results arising from our coaching relationship. As such, you agree that I, your coach, will not be liable or responsible for any actions or inaction, or for any direct or indirect result of any services provided by the LittleBird Coaching. You may terminate or discontinue our coaching relationship at any time.

Coaching is not therapy, does not substitute for therapy, and does not prevent, cure, or treat any mental disorder or medical disease. Coaching does not involve the diagnosis or treatment of mental disorders as defined by the American Psychiatric Association and coaching is not to be used as a substitute for counseling, psychotherapy, mental health care, substance abuse treatment, or other professional advice by legal, medical, or other qualified professionals. If you are currently under the care of a mental health professional, please inform your health care provider of the nature and extent of our coaching relationship. If you should require care from a licensed physician or therapist once we begin working together, I can help you find someone. You do not have to stop seeing me.


Confidentiality Disclosure

Video/Zoom Protocol

We may use Zoom video conferencing if we cannot meet in person. Zoom is not HIPAA compliant. While I will safeguard your information by storing session notes and personal information in password protected files, I cannot guarantee Zoom will be safe from data breach. I will not be held liable for any breach of client information through no fault of my own, no matter how unpredictable. 

In the event our internet connection is unreliable, and the Zoom session freezes or becomes disconnected, both you and I will agree to take every effort to immediately re-establish the session, adding on any lost time. If the connection cannot be reestablished, I will call you via telephone and we can decide whether to continue or reschedule the session.

Consent is mutual and non-negotiable. I, as your Coach, will not record a Zoom video session unless you request it. We both agree that you as the Client, or any other parties present, will not record Zoom video sessions or in-person sessions unless agreed to beforehand by both of us. Violation of this rule makes any current and future sessions subject to termination. 

The confidential space I provide cannot be guaranteed if you bring someone else into your sessions. In the video environment, if I perceive there is someone in the session without my knowledge or consent, I will check to be sure you are comfortable and safe. If you wish to have another person with you in a session, please discuss it with me beforehand, and we will gain consent from all parties beforehand.

All client records, notes, and personal information will be encrypted in a password-protected external hard drive that is stored within a fireproof safe and will not be shared. 

However, if I believe you are in danger of harming yourself or someone else, if you report abuse, or if I receive a legal subpoena to release your records, I will break confidentiality, as required by law, to protect your physical safety or the safety of someone else.



As Your Coach I Commit to: 

  • Creating an accepting, safe, calm, non-judgmental environment 

  • Treating you with respect

  • Being on time and prepared for appointments and completely focused on you during our sessions

  • Being knowledgeable about trauma recovery and up to date on the latest industry research

  • Offering proven tools and strategies you may choose to use on your healing path 


I Ask My Clients to Commit to: 

  • Coming to each session willing to work on your recovery journey 

  • Dedicating your focus for our entire session

  • Letting me know if you feel distressed about something that comes up during a session

  • Being open and honest with me. Our relationship is a safe place where you will receive no judgment from me. 


Coaching Policies & Procedures 


Payment is expected prior to each session. You will receive an invoice within 24 hours after booking your session, and payment will be processed prior to appointment time. If you book a session but do not pay for it, the appointment will be canceled.  Sessions are 60 minutes long unless a prior arrangement for a revised time has been made. 


Late Policy, Cancellations and Termination

Your appointments will be booked through a website that provides email and text reminders for appointment time. If you must cancel a session, please let me know at least 24 hours in advance via text or phone at 954-701-3586. Life happens! I will be happy to reschedule your session at another time that works for both of us. If a time conflict arises on my end, I’ll provide you with as much notice as possible. 

Please note: It is at my discretion to end our coaching relationship without advance notice. If circumstances, such as breach of agreement, privacy issues, or personal safety risks leave me to conclude you would be better suited to work with someone else, I will provide you with suggestions for another coach.


Crisis Response

If you are in crisis due to safety issues such as suicidal thoughts, self-harm, or relationship violence you may reach me via text at 954-701-3586 before 10pm and after 6am.

If you are in crisis after 10pm or before 6am, call your doctor. You can also access RAINN’s Crisis Line at 1-800-656-4673. You may also reach out to the Crisis Text Line at 741741. The National Suicide Hotline is available at 1-800-273-8255. 


Communication Outside of Sessions

You may email me outside of session as often as you like. I may not respond to every email, but I will read them before our next session. You may also text or call between sessions if you need “spot coaching,” have a problem, or can’t wait to share a win with me. I enjoy delivering this extra level of service. I do not bill for additional time of this type, but I ask that you please keep any extra call to five minutes. When you leave a message, let me know if you want a call back or if you are just sharing. 


Alcohol and Drugs

Please come to our sessions free from the influence of non-prescribed drugs or alcohol. In the event of drugs and/or alcohol influence is recognized during our sessions, we will reschedule the session. If a session is rescheduled because of alcohol or drug intoxication, the session fee is non-refundable. Once a session begins, it is not eligible for a refund. 

Cell Phone Use

Unless you are using your phone to attend a session, please mute or turn your cell phone off to minimize distractions and take full advantage of our time together.


Ethics/Conduct/ Grievance Procedure 

Ethics and Conduct Standards

I am a Certified Trauma Recovery Coach™ credentialed by The International Association of Trauma Recovery Coaching. I agree to maintain the ethics and standards of behavior established by the IOATRC. Please review the IAOTRC Code of Ethics and the applicable standards of behavior here:

By law as a resident of the State of Florida, I am a mandatory reporter. That means that I am required by state law to immediately notify law enforcement of any knowledge or suspicion of child abuse or neglect, sexual battery, or vulnerable adult abuse or neglect. The law also protects the identity of all mandated reporters. 

These Policies and Procedures must be signed and dated by you before our work together can begin. Your signature indicates that you understand I have made the best effort to clarify the Policies and Procedures of LittleBird Coaching and ensures that you understand your role as a client and my role as your coach. Let’s do some good work together!


Grievance Procedure

If you believe I have failed to abide by the Association’s Code of Ethics, you may contact Dr. Judith “Jai” Belton, CTRC-S (, Chairperson of our Professional Standards Committee. She will advise you of the steps in the grievance process. All reports and grievance actions are held confidential by the Professional Standards Committee. 


Client Signature: ________________________________________________________ 

Print Name: ___________________________________________________________ 

Date: _____________________________

Tropical Leaves


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