general policies

Please take a moment to familiarize yourself with the essential practice policies for a seamless experience. If you have any questions or require further clarification, please feel free to reach out.

All new client forms must be completed at least 24 hours prior to your first appointment. This includes providing your insurance information. You will complete the forms online in the secure client portal. If the forms are not completed at least 24 hours prior to your first appointment, your appointment will be rescheduled. 

All clients must be fully dressed, alert, and not intoxicated or under the influence of substances when attending appointments. If there is reasonable suspicion that you could be under the influence of drugs or alcohol, your session will be canceled and rescheduled.

Please give your full attention during your appointment with no distractions. If you are not able to provide your undivided attention, your appointment will be canceled and rescheduled. For example, it is not appropriate to have your telehealth appointment while you are driving, cooking, reading and composing emails, or engaging in other activities. 

If you are late for your session, we will still end at our regular time so that I have time to prepare for my next appointments and I can be on time for them. Please arrive on time to make the most of your session.

If you need to cancel or reschedule your appointment, please reach out to cancel or reschedule at least 24 hours in advance. It is understood that this is not always possible as illness can occur at any time; however, if multiple sessions are missed (no show/no call) or cancelled at the last minute it is difficult to reschedule and will interfere with continuity of care.

If you cancel or reschedule your appointment with less than 24 hours of notice, there is a fee of $60 and this will be charged to the card on file.

Appointment reminders are sent via email, text, or phone call, depending on the option you have selected.

If there is no communication for 3 consecutive months, I will consider the professional relationship discontinued and your record closed. You will be notified of this via email.

If you are running late for your appointment, please contact me right away to let me know if you are on your way. If I have not heard from you within the first 15 minutes of your session, I will assume that you are a “no-show,” your session will be forfeited, and you will be billed a fee of $60 (even if there is time remaining in your session).

These fees are not covered by insurance. Consistent no show/no call or last-minute cancellations (more than two in a 4-week period) may result in termination of services – this is applicable to all clients regardless of payment and insurance coverage type.

Fees may be waived in the event of a serious medical reason that legitimately makes it impossible for you to cancel or reschedule your appointment with 24 hours of your scheduled appointment time. Each case will be considered individually. Additionally, first-responders such as firefighters, police officers, or other emergency personnel may be exempt from this policy if they are unable to make it to an appointment due to a legitimate employment-related emergency.

Payment is expected at the time of service, including copays or the session fee (if you are not using insurance), and the card on file will be used to collect any copays or session fees. Any deductible or co-insurance will be collected once the insurance company has processed the claim.

It is your responsibility to be aware of your co-pay or deductible before your session. Be Well Michigan Counseling Services accepts credit cards, HSA, or FSA.

Most major insurance policies are accepted. An estimate of your insurance coverage will be obtained prior to scheduling your first appointment. Sometimes, the information provided by the insurance company to a provider is inaccurate and this is discovered after a claim has been submitted and processed. While this is not common, it does happen. Therefore, it is impossible to be completely sure of your insurance coverage until after the claim is processed. Please communicate any insurance concerns before our first session. If your insurance does not provide coverage, you will be responsible for the full fee of service.

If there is a difference between the information obtained when checking benefits and the information provided after the first claim is processed, I will reach out to the insurance company to ensure the claim was processed accurately. 

If there is a change in your insurance coverage, it is your responsibility to let us know.

If you anticipate you will have difficulty paying your bills on time, please be sure to communicate this so we can mutually work toward a solution.

If the payment method on file is declined (if your card has insufficient funds when we attempt to collect payments or the card is not valid), additional sessions will be paused until the balance is paid. 

If your balance remains unpaid, therapy may be terminated unless an agreement can be reached. 

Fees that remain unpaid after this point may be turned over to small-claims court or a collection service and you agree to allow us to do so in order to collect the debt. If we choose to pursue collection of the unpaid balance, only enough information will be reported in order to collect fees due to the practice.