Policies

Office & Appointment Hours

Because of the diversity of our clinical staff, appointment hours range from 8:00 a.m. to 7:00 p.m. Monday through Friday. Our office staff is available from 8:30 a.m. to 7:00 p.m. Monday through Thursday, and 8:30a.m. to 4:30p.m. on Fridays, with the exception of holidays. After normal business hours, you may leave a message with on our voicemail. For an urgent matter after normal business hours, you may contact our answering service; they know how to contact your therapist.

Note to Parents of Minor Children

It is the clinic’s policy to accept parent’s signature on our intake forms as an agreement to be responsible for payment of minor children’s services with our clinic. If a divorce occurs in the course of your child’s treatment, it is still the responsibility of the signing parent to make sure payments on the account are made in a timely manner. It is not the responsibility of Associates in Psychotherapy, LLC to determine the financial responsibility of the minor child after the divorce has occurred. Therefore, the parent or guardian who signs the responsibility forms will remain the responsible party until the bill is paid in full. Parent(s) must attend the initial session with the child. Children are not to be left in the waiting room unsupervised. If only temporary guardianship has been issued, the minor’s biological parent must sign all the admitting paperwork and releases. No minor with a guardian will be treated until guardianship has been verified.

Prescription Requests

Just as we cannot treat illness over the telephone, we cannot prescribe new medications over the telephone. Medications will only be handled during regular office hours and only if you are currently under our care. If you are in need of a prescription refill we advise that you contact our office five to seven days in advance as our prescribers are not always available at our office to fill the prescription. When calling the office with your prescription refill request, please have the following information available:
  1. Name of medication.
  2. How many milligrams in each pill.
  3. How many you take per day.
  4. Pharmacy Name and Telephone Number.

Insurance and Billing Information

While our services may be covered by private insurance, the ultimate responsibility for payment of your account is yours. We accept many insurance companies, including Dean Care.

Verification of benefits and recertification: It is your responsibility to contact your insurance carrier to determine if your insurance will cover outpatient mental health services and if prior authorization is required for payment. Because health insurance is written by many companies in this state, we cannot tell you what your plan covers. Please read your plan booklet or call your insurance company by using the telephone number listed on your insurance card. Please make sure to verify your deductibles, reimbursement rates, copayments, and recertification requirements.

Patients covered by insurance: 
Please be prepared to pay at the time of service any deductible or copayment.

Patients not covered by insurance: Your therapy charges must be paid at the time of service.

Cancellation Policy

When it is necessary to cancel an appointment you are expected to do so 24 hours in advance, even if it means leaving a message on our voicemail. Patients are responsible for 50% of the professional fee when an appointment is missed or canceled inappropriately. Insurance companies will not reimburse for cancellations or missed appointments. Any client who fails to abide by this policy risks termination with their doctor and/or therapist after two missed appointments. Note that TWO No-Shows and/or Late Cancellations in a one-year period may be cause for termination of treatment at Associates in Psychotherapy, LLC.