Office Hours:

8:00 am to 7:00 pm (M-Th)

Office Number:

(804) 556-1249

Policies

Important Policy Information for Clients

Appointments

If you are ready to schedule an intake session or have any questions, please fill out the Contact page form, email, or call the office!

Before your first intake session, you will be invited by email to create a client portal in our secure EHR system, where you will need to complete important paperwork (about a 15-minute process).

The intake session requires me to have my computer present in order for me to record background history, presenting concerns, and relevant information. 

Due to this, intakes for EAP will NOT have a horse present during the intake, and can either be virtual or in-person at the farm where you can still meet and observe the horses.

All intake paperwork must be completed prior to our session or we will need to reschedule.

 

 

Payment and Credit Card Policy

Payment is due at the time of session and will be processed prior to the beginning of the session. Payments are accepted by credit, debit or HSA/FSA. If paying by credit or debit card or HSA/FSA, please provide your information to be kept on file for faster and easier processing. Payment information is considered Protected Health Information (PHI) and is therefore confidential. For more information regarding PHI and confidentiality please reference the “Notice of Privacy Practices” in your intake documents.

You will be required to have a current credit card on file and sign an agreement allowing us to charge the credit card for a no-show/late cancellation fee, prior to the beginning of starting counseling services. Your credit card will also be charged any co-pay you are required to pay as deemed by your insurance company. 

Telehealth Platform

Heaven’s Rays Ministries uses a HIPPA compliant telehealth platform.

You will receive a virtual link by email prior to your scheduled session. 

If there are technical difficulties with the internet, your Clinician will make every effort to contact you by phone using the phone number you provided in your records, and will either continue the session by audio call, end the session early, or reschedule the session. 

Please make sure you have access to a stable internet connection and the ability to have privacy to ensure your confidentiality, or telehealth services may not be the most appropriate form of therapy for you. 

Your safety is the most important to us!

For this reason, we do not allow clients to be driving while having their therapy session.

We also highly discourage minor clients from being in the car with other people during their scheduled telehealth sessions due to confidentiality issues, and it affects the quality of the session. 

You will be asked to have your vehicle parked if having your virtual session in the car. 

Good Faith Estimate

You have the right to receive a “Good Faith Estimate” explaining how much your medical care will cost.

 

Under the law, health care providers need to give patients who don’t have insurance or who are not using insurance an estimate of the bill for medical items and services.

 

  • You have the right to receive a Good Faith Estimate for the total expected cost of any non-emergency items or services. This includes related costs like medical tests, prescription drugs, equipment, and hospital fees.
  • Make sure your health care provider gives you a Good Faith Estimate in writing at least 1 business day before your medical service or item. You can also ask your health care provider, and any other provider you choose, for a Good Faith Estimate before you schedule an item or service.
  • If you receive a bill that is at least $400 more than your Good Faith Estimate, you can dispute the bill.

Cancellations

Please remember to cancel or reschedule 48 hours in advance. You can do this through the client portal, email, phone, or text. You will be responsible for the No-show/Late Cancellation Fee if cancellation is less than 48 hours.  

There is a $75 No-Show/Late Cancellation Fee for self-pay and insured clients if the session is canceled with less than 48 hour notice.

Please keep in mind that there is 1 grace/free one, but you will be charged a $75 No-show/Late  Cancellation Fee for your second offense. 

You will still be charged the $75 No-Show/Late Cancellation Fee regardless if you reschedule for another session in the same week. This is necessary because a time commitment/slot is made to you and is held exclusively for you.

Due to the nature of counseling sessions and needing enough time for a quality session, we will not be able to hold the session after 15 minutes past your scheduled time, and this will count as a No-Show/Late Cancellation fee.

Reduced Fees

At this time, Heaven’s Rays Ministries offers a  sliding scale on a limited basis for those who have proof of Medicaid insurance. 

Clients can also opt to have a 3rd party pay for their counseling services.  This includes their employer, a private agency, a church, a family member, etc.  Once we have a release of information signed and on file, we can work with the 3rd party to ensure that payment is timely. Please have that 3rd party contact us by phone or email to set up billing and payment once a release of information has been completed.

Confidentiality

Your confidentiality is of the utmost importance to me!

However, there are exceptions that confidentiality is required to be broken due to state and federal laws, and the common ones are the following:

 

  1. When you threaten to hurt yourself or someone else and are in danger to yourself or others
  2. When there is suspected child, elder, or dependent adult abuse since we are mandated reporters
  3. Any time when the client has directed the therapist to share information about their case and has given approval, such as to a family member-a release of information is typically on file
  4. Any time when the therapist receives a qualifying court order or subpoena
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.

Additionally, if a minor receives individual counseling, parent/guardian check-ins will be necessary and are typically monthly. This can look like me talking to parents/guardians at the beginning or end of the session, or scheduling a private session to just speak with the parent/guardian.