APPOINTMENTS AND CANCELLATIONS

The standard meeting time for psychotherapy is 38­-52 minutes for a 45 minute session and 53-­60 minutes for a 55 minute session. It is up to you, however, to determine the length of time of your sessions. Requests to change the length of session needs to be discussed with the therapist in order for time to be scheduled in advance.

A $10.00 service charge will be charged for any checks returned for any reason for special handling.

Payment is due at the time of service and a credit card is required to be up to date in the patient portal.

Therapy cannot be helpful if you are not here!

When you schedule an appointment, you are paying for your therapist’s time and training. If you do not show or cancel late, there is little chance your therapist will be able to fill that slot ­- meaning another client is not able to get help and the therapist is not paid for that time. This is the reason we have this cancellation policy in place. We are not a doctor’s office with several other people waiting that can be called back if you do not show up.

INSURANCE DOES NOT COVER CANCELLATION FEES ­- CLIENT IS RESPONSIBLE

In order for therapy to be productive, maintaining a consistent schedule with your/your child’s therapist is important. We charge fees for no shows or cancellations with less than 24 hours notice. If rescheduled and appointment completed within the same calendar week, we will not charge the fee as it will be considered a reschedule, not a cancellation.

If you do not show for 2 sessions, cancel 2 sessions with less than 24 hours notice (without rescheduling in the same week), or are more than 10 minutes late to scheduled sessions more than 3 times, you will be referred to another provider.

We understand that emergencies and unexpected events do occur, but we ask that you communicate with your therapist as soon as possible. We also offer reminders via text, email, or phone call. If you are not receiving these or wish to change the method of reminder, you can update that in our system.

Payment in full is due at the time services are rendered. Cards on file are charged after the clinician has completed their progress note (typically within 2 days of service). Healing Sounds, LLC DBA the Center for Creative Healing reserves the right to suspend services/refer out clients with an outstanding balance of over $200 and/or 2 sessions overdue with nonpayment. Client/guardian will be responsible for all fees if any 3rd party payer denies or refuses to cover services provided. This includes not being given insurance information within timely filing requirements set by insurance companies. It is the client’s or client’s parent/guardian’s responsibility to verify benefits and coverage and work to resolve insurance issues/discrepancies.

Office manager will notify the client of the balance due and work to resolve the outstanding balance. If balance is not caught up or a payment plan is not agreed upon or is being followed, the client will be given 30 days notice and a referral to other therapy resources. Regarding collections, I understand if I have an unpaid balance and do not make satisfactory payment arrangements, my account may be placed with an external collections agency. I will be responsible for reimbursement of the fee from the collection agency, which may be based upon a percentage of 30% of the debt, and all costs and expenses related to collections including reasonable collections and attorney’s fees related to the collection efforts. I agree that my account can be accessed by the designated external collection agency of the businesses choice to include all demographic and accounting data that may be used to contact me about my outstanding debt. Any cost associated with calling, texting, emailing or mailing related to the collections are personal responsibility.

TELEPHONE ACCESSIBILITY

If you need to contact me between sessions, please leave a message on my voice mail. I am often not immediately available; however, I will attempt to return your call within 48 hours. Please note that Face­ to­ face sessions are highly preferable to phone sessions. However, in the event that you are out of town, sick or need additional support, phone sessions are available and may not be covered by insurance. If a true emergency situation arises, please call 911 or any local emergency room.

SOCIAL MEDIA AND TELECOMMUNICATION

Due to the importance of your confidentiality and the importance of minimizing dual relationships, I do not accept friend or contact requests from current or former clients on any social networking site (Facebook, LinkedIn, etc). I believe that adding clients as friends or contacts on these sites can compromise your confidentiality and our respective privacy. It may also blur the boundaries of our therapeutic relationship. If you have questions about this, please bring them up when we meet and we can talk more about it.

ELECTRONIC COMMUNICATION

I cannot ensure the confidentiality of any form of communication through electronic media, including text messages. If you prefer to communicate via email or text messaging for issues regarding scheduling or cancellations, I will do so. While I may try to return messages in a timely manner, I cannot guarantee immediate response and request that you do not use these methods of communication to discuss therapeutic content and/or request assistance for emergencies.

Appointment reminders will be sent via text message 48 hours prior to the appointment to the primary cell phone on the patient account. All clients are opted in, but can opt out anytime by telling our billing office through schedule@creativehealing.center, by phone by calling 804­-466­-3130 or by going to the patient portal. Messages go out 48 hours prior to each scheduled appointment and message and data rates may apply.

Telehealth services, as it pertains to the delivery of health care services, means the use of electronic technology or media, including interactive audio or video, for the purpose of diagnosing or treating a patient, providing remote patient monitoring services, or consulting with other health care providers regarding a patient’s diagnosis or treatment, regardless of the originating site and whether the patient is accompanied by a health care provider at the time such services are provided.

If you and your therapist chose to use information technology for some or all of your treatment, you need to understand that:

(1) You retain the option to withhold or withdraw consent at any time without affecting the right to future care or treatment or risking the loss or withdrawal of any program benefits to which you would otherwise be entitled.

(2) All existing confidentiality protections are equally applicable.

(3) Your access to all medical information transmitted during a telehealth session is guaranteed, and copies of this information are available for a reasonable fee.

(4) Dissemination of any of your identifiable images or information from the telemedicine interaction to researchers or other entities shall not occur without your consent.

(5) There are potential risks, consequences, and benefits of telehealth. Potential benefits include, but are not limited to improved communication capabilities, providing convenient access to up­-to-­date information, consultations, support, reduced costs, improved quality, change in the conditions of practice, improved access to therapy, better continuity of care, and reduction of lost work time and travel costs. Effective therapy is often facilitated when the therapist gathers within a session or a series of sessions, a multitude of observations, information, and experiences about the client. Therapists may make clinical assessments, diagnosis, and interventions based not only on direct verbal or auditory communications, written reports, and third person consultations, but also from direct visual and olfactory observations, information, and experiences. When using information technology in therapy services, potential risks include, but are not limited to the therapist’s inability to make visual and olfactory observations of clinically or therapeutically potentially relevant issues such as: your physical condition including deformities, apparent height and weight, body type, attractiveness relative to social and cultural norms or standards, gait and motor coordination, posture, work speed, any noteworthy mannerism or gestures, physical or medical conditions including bruises or injuries, basic grooming and hygiene including appropriateness of dress, eye contact (including any changes in the previously listed issues), sex, chronological and apparent age, ethnicity, facial and body language, and congruence of language and facial or bodily expression. Potential consequences thus include the therapist not being aware of what he or she would consider important information, that you may not recognize as significant to present verbally the therapist.

CONSULTATIONS

At times family may request consultation over the phone. Insurance only covers psychotherapy, therefore you will be billed at the following rates.

up to 15 minutes $30.00
16 to 30 minutes $55.00
31 to 45 minutes $70.00

MINORS

If you are a minor, your parents may be legally entitled to some information about your therapy. I will discuss with you and your parents what information is appropriate for them to receive and which issues are more appropriately kept confidential.

TERMINATION

Ending relationships can be difficult. Therefore, it is important to have a termination process in order to achieve some closure. I may terminate treatment if I determine that the psychotherapy is not being effectively used, if I am at risk, or if you are in default on payment. I will not terminate the therapeutic relationship without first discussing and exploring the reasons and purpose of terminating. If therapy is terminated for any reason or you request another therapist, I will provide you with a list of qualified psychotherapists to treat you. You may also choose someone on your own or from another referral source.

Should you fail to schedule or attend an appointment for three consecutive weeks, unless other arrangements have been made in advance, for legal and ethical reasons, I must consider the professional relationship discontinued.

Should you late cancel or no show for three sessions in one year, I must consider the professional relationship discontinued and you will be discharged from treatment.