Financial & Practice Policies

Effective Date: June 2026

Welcome to our practice. To maintain a transparent, therapeutic relationship, it is important that we are clear about financial responsibilities. Our practice utilizes TheraNest, a secure, HIPAA-compliant Electronic Health Record (EHR) system, to manage scheduling, documentation, billing, and statements.

Please carefully review our financial policies below. You will be required to sign an electronic acknowledgment of this policy within your TheraNest Client Portal prior to your first intake appointment.

1. Professional Fees & Services

Clients are responsible for the full fee of their session at the time of service. Our standard fee schedule for out-of-pocket services is as follows:

  • Initial Intake / Psychiatric Evaluation (60 mins): $200.00

  • Standard Individual Therapy Session (53-60 mins): $185.00

  • Family or Couples Therapy Session (50 mins): $140.00

  • Administrative Fees: Document preparation, court-related preparation, or extensive phone consultations exceeding 15 minutes are billed at a prorated rate of $[75.00 per hour.

2. Payment Timing & Credit Card on File (CCOF)

To streamline our administrative processes and allow us to focus entirely on your clinical care during your session, our practice enforces a Credit Card on File (CCOF) policy.

  • Secure Storage: Your credit, debit, or HSA/FSA card information will be encrypted and stored securely within TheraNest’s PCI-compliant payment gateway (powered by Stripe). Our staff cannot view your full card numbers.

  • Timing of Charges: Sessions are charged automatically on the morning/day of your appointment using the card on file. Any applicable copays, co-insurance, or outstanding balances will be processed automatically via the TheraNest billing system.

  • Declined Payments: If your card on file is declined, you will receive an automated notification via the TheraNest client portal. A valid form of payment must be updated in your portal before your next scheduled session.

3. Cancellation & No-Show Policy

We reserve a specific block of time exclusively for you. Because of this, we require a strict 24-hour cancellation notice.

  • Late Cancellations & No-Shows: If you cancel an appointment with less than 24 hours' notice, or if you do not show up to your scheduled session, your card on file will be automatically charged a flat late fee of $75.00.

  • Insurance Limitations: Please note that health insurance companies do not pay for missed appointments or late cancellation fees. This balance will be entirely your out-of-pocket responsibility.

  • How to Cancel: Cancellations must be made by emailing your therapist directly, messaging securely through the TheraNest Client Portal, or calling our main line at least 24 hours prior to your slot.

4. Sliding Scale & Financial Hardship

We believe that quality mental health care should be accessible. We dedicate a limited number of slots in our practice caseload to sliding scale fees based on financial need.

  • Eligibility: Sliding scale rates are determined on a case-by-case basis using household income and financial hardship criteria.

  • Application Process: To request a sliding scale slot, please contact us prior to your intake. If a slot is available, you will be sent a Financial Hardship Form via your TheraNest portal.

  • Agreement: Sliding scale agreements are reviewed every [6 months / 12 months] and may be adjusted based on changes to your financial status or changes to our caseload availability.

5. Out-of-Network Insurance & Superbill Process

Our practice is Out-of-Network (OON) with insurance panels. If you have out-of-network benefits, your insurance company may reimburse you for a portion of your therapy costs.

  • Full Payment Up Front: You are responsible for paying our full out-of-pocket session fee at the time of service.

  • The Superbill Process: On the first week of every month, our TheraNest system automatically generates a Superbill for the previous month's completed, paid sessions. This document contains all necessary clinical info (e.g., DSM-5 diagnosis code, CPT code, provider NPI, and tax ID).

  • Accessing Your Superbill: Your superbill will be uploaded directly to your secure TheraNest Client Portal. You will receive an email notification when it is ready to download.

  • Submission: You are responsible for downloading the superbill from your portal and submitting it directly to your insurance company for personal reimbursement. Our practice does not guarantee that your insurance carrier will reimburse you.

6. Delinquent Accounts & Pausing of Services

Clear financial boundaries are a healthy part of the therapeutic process.

  • If an account balance accrues and remains unpaid for two (2) consecutive sessions, future appointments will be paused automatically on our calendar.

  • We will work with you via your TheraNest portal to establish a temporary payment plan or provide outside referrals if your financial situation requires a pause in care.