Office Policies

Attendance and Cancellations

Your Appointment Time Is Reserved Just for You

When clients do not keep their appointment or cancel with little notice, the therapist's hour is lost, services cannot be provided to anyone else, and insurance does not reimburse your provider for missed appointments.

If You Need to Cancel or Reschedule, Give at Least 24 Hour Notice

Missed or Late Cancellation Policy

Appointments that are missed or cancelled with less than one full business day (24-hour) notice will be subject to a no-show/late cancellation fee of $100 per scheduled hour. For example, if three hours were reserved for your appointment, the total fee would be $300. Please note that weekends (Saturday and Sunday) are not included in the 24-hour notice requirement.

This policy is in place because insufficient notice prevents our providers from offering that time to other clients in need of services.

To cancel or reschedule an appointment, please contact our office by phone at (870) 743-6225. If there is no answer, you must leave a voicemail message indicating your need to cancel or reschedule. Our voicemail system provides a time and date stamp, which is used to verify timely notice. Without a voicemail or direct confirmation with staff, we are unable to verify that appropriate notice was given. The no-show/late cancellation fee must be paid prior to scheduling future appointments.

Arrival Policy

Timely arrival is essential to ensure full use of your scheduled session. If you arrive more than 10 minutes late, your appointment may need to be rescheduled, and the no-show/late cancellation fee may apply.

Emergencies

Consideration on a case-by-case basis will be given to emergencies, but we reserve the right to charge for all missed appointments or those cancelled with less than the required notice.

Canceled Appointments in Forensic/Court Cases

Assessments for forensic services require at least 10 business days notice before cancellation to avoid being charged for the full scheduled time at the full hourly rate agreed upon.

STARTING SERVICES WITH US

Getting Started

Before scheduling your first appointment, we ask that you complete intake paperwork. This information helps us gather important details such as how to contact you, who referred you, your primary care provider, and your current symptoms and treatment goals. It also includes an office policy agreement and insurance and payment information.

For child and adolescent patients, a parent or legal guardian is required to complete the intake paperwork, which includes a Developmental History Form and a Child/Adolescent Intake Form. Adult clients are only required to complete the Adult Intake Form.

We also ask that you review our Notice of Privacy Practices and provide a copy of your insurance card(s) when submitting your paperwork.

Intake forms may be obtained through the “Intake Forms” link on our website or by visiting our office in person.

Insurance and self-pay

Insurance Filing

If our provider is in-network with your insurance plan, we will file insurance claims on your behalf with your written permission.

We do not file claims to insurance companies for which we are not a network provider. If we are not a network provider, we can provide you with a written, itemized statement of services after we receive payment directly from you. You can submit this statement to your insurance company on your own behalf in order to seek reimbursement. Please keep in mind that we cannot guarantee whether, or to what extent, your insurance provider will reimburse your payments to our practice for services.

Insurance

Mental health benefits are provided by many health insurance companies. Our clinicians are providers for several major insurance carriers, including (This list is not complete and is subject to change without notice): Aetna, ARKids First, Blue Cross and Blue Shield, CIGNA, Health Advantage, Medicare, and WebTPA (Baxter Regional Medical Center employee plan).

Some companies do not reimburse for all services required and/or place caps on the services that can be provided to patients. We will contact your insurance company after receiving your card; however, please understand that insurance representatives provide us with an estimate of coverage that is sometimes inaccurate and is ultimately confirmed once your claims are processed. We will provide you with an estimate for anticipated services, although your financial responsibility may ultimately be more or less than estimated. You are responsible for all allowable charges not paid by insurance.

To use insurance benefits, keep in mind that you have the following responsibilities:

Securing a referral from your primary care doctor, if required by your insurance policy.
Obtaining pre-certification/authorization for appointments, if required by your insurance policy.
Keeping track of your coverage limits.
Paying all deductibles, co-pays, and other charges not covered by your insurer.
Informing our office of any changes to your insurance coverage as soon as they occur.
Providing us with a copy of your insurance card as soon as you receive an updated card.
Payment of all fees is ultimately your responsibilit if your insurance company does not pay for services.

Share Your Insurance Information When You Submit Intake Paperwork

To estimate mental health benefits before your initial appointment, we ask that you provide us with a copy of the front and back of your insurance card at the same time you turn in your intake paperwork. At your request, if we are in network, we will provide an estimate of your deductible and copays in advance of your first appointment. However, we cannot guarantee the accuracy of information provided to us by your insurance company. Actual deductible and copay amounts can be confirmed only after we receive completed claim responses from your insurance company.

Self-Pay

If you do not have health insurance, we can still help you. Many of our patients elect to self-pay for services. Our fees are based on the services required to meet your needs and goals and are consistent with the fees charged by providers in northern Arkansas with similar training or expertise. We can provide you with an estimate of fees before your intake appointment is scheduled, although final charges may be less or more than estimated.

Payment Methods

We accept personal checks from local banks (temporary checks are not accepted) and cash only. We do not accept credit or debit cards.