FREQUENTLY ASKED QUESTIONS

WHAT TO EXPECT FROM YOUR INITIAL INTAKE

Prior to coming to the office, you will receive an email confirming your appointment, along with access to the intake forms which you will be able to fill out online and send back before your first appointment. Our office manager will walk you through any questions you may have about what is needed to get started. Please make sure you complete the online patient forms prior to arriving in the office so your clinician can review your case ahead of time.

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When you arrive at our office, you will be greeted by a member of our administrative staff. If you have not completed your paperwork ahead of time, new clients will have to complete the paperwork prior to their appointment so we ask that that patients arrive at least 30 minutes prior to your scheduled appointment time, so please plan your arrival accordingly.

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The first session is a time for you to get to know one another and to gather as much information necessary to best help you and to reach your goals. Don’t worry if you’re not comfortable sharing certain information, we can go at your pace.

IS THIS COVERED BY MY INSURANCE?

This will be determined by your specific insurance plan. It is likely that if you are in network with one of our providers, you will either be responsible for a copay, possibly working towards fulfilling your annual deductible, or you may have a plan that is considered out of network. Prior to scheduling, you are advised to contact your insurance carrier to see if you are in network with your therapist.

Here are some helpful questions to ask to see if your plan has in-network benefits:

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• Does my plan cover mental health benefits? (Ask about in-office counseling as well as telehealth counseling.)

• Is pre-authorization required for in-office counseling?

• What is my responsibility per session? (Does it go towards my deductible or do I owe a copay?)

• What is my deductible and out-of-pocket maximum?

• After my deductible and/or out-of-pocket is met, what do I owe?

• Is there a maximum number allowed for visits per year? What happens if I go over that allotted amount?

• When does my plan renew (calendar year vs contract year)?

• Are there any exclusions on my plan (some plans do not cover marriage therapy, family therapy, or therapies pertaining to Autism Spectrum, ABA therapy, etc.)?

• What percentage of the cost will be covered if I see an out-of-network provider?

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Your insurance company may provide a level of reimbursement for out-of-network charges. If that is the case, we will provide you a superbill that you may submit for reimbursement.

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We will also verify your benefits prior to your first session. Please have your insurance information available when you are calling to make an appointment if you desire to use it.

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It is your responsibility to keep your clinician and informed of any changes to your insurance plan. The Wellness Counseling Group and its members will not reimburse or backtrack claims through insurance due to negligence of updating insurance information in a timely manner. All denied claims from your insurance company will be your responsibility.

OTHER IMPORTANT INSURANCE INFORMATION

Insurance will not pay for missed or late-cancel sessions. In these cases, you will be responsible for the full session fee. A minimum of 24-hour’s notice of cancellation is required. If your insurance company requests a report to process your claim, you are responsible for payment for the report writing service. We will notify you of this requirement in advance of writing and billing for the report.

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Cancellation Policy

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Since scheduling an appointment involves reserving a time specifically for you, a 24-hour advance notice is required for cancellations. If you cancel less than 24 hours before your appointment, you will be considered a “no show” for that visit and you will be charged the full fee for that session. If you have two consecutive no show appointments, you will be required to secure any subsequent appointments with a credit card. We cannot bill insurance for missed appointments, so in these cases you will be billed directly for the contracted amount that has been agreed upon by your therapist and the insurance carrier.