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 cancelled appointments with less than one complete business day, that is 24 hour notice, will be charged a no-show/late cancel fee of $100 per scheduled hour. Weekend days (Saturday and Sunday) do not count toward 24 hour notice. For instance, if 3 hours were reserved for your appointment, the no show/late cancel fee would be $300. This reimburses our provider for his or her time because not enough notice was provided for our office to arrange for another client to receive help in the voided appointment slot. To cancel, you must contact us by phone at (870) 743-6225. If your call is not answered by our staff, you are required to leave a voicemail message to inform us about your need to cancel or reschedule. Our voicemail system provides a time and date stamp. Without a voicemail or directly speaking to you, we cannot confirm that you gave timely notice. The no-show/late cancel fee must be received before future appointments are scheduled.

Prompt arrival is also essential. If you arrive more than 10 minutes late, your appointment may have to be rescheduled. In that case, a no show/late cancel fee would also 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 first complete intake paperwork. This information is needed to determine how to contact you in the future, who referred you to us, your primary care doctor, and your current symptoms and treatment goals. An office policy agreement and insurance/payment information are also gathered.

Parents or guardians will need to complete intake paperwork for child and adolescent patients, which includes a Developmental History Form and Child/Adolescent Intake Form. Adults need only complete the Adult Intake Form. Additionally, we ask that you view our Privacy Practices and provide us with a copy of your insurance card(s) at the time you turn in intake paperwork.

To obtain copies of intake forms, please use the Intake Forms link on our website or drop by our office in person.

Insurance and self-pay

Insurance Filing

With your written consent, we will file insurance claims on your behalf.

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)g. Some companies do not reimburse for some services required, including psychological testing. We will contact your insurance company after receiving your card; however, please understand that insurance provides us with an estimate of coverage that is sometimes inaccurate and is ultimately confirmed once your claims are processed. We will provide 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 responsibility 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, we will provide an estimate of your deductible and copays required 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 claims are processed by your insurance company.

Self-Pay

If you do not have health insurance, if we are not a network provider for your insurance company, or if you plan to pay for services without a third party payer, we can help you. Our fees are based on the individual training and experience level of each clinician and are consistent with the fees charged by providers in northern Arkansas with similar training or expertise.

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.