CANCELLATION POLICY

Unfortunately, this office can’t be responsible for covering the cost of sessions that are missed due to circumstances beyond our control.

These include last-minute changes in your work schedule, failures of transportation, the actions of other people you’ve depended on (for coverage, childcare, etc), or other such reasons.

If you must re-schedule an appointment for any reason other than a medical emergency, you must give:

2 full business days notice (48 hours exclusive of weekends)

Otherwise, you’ll be billed for the full cost of the time that’s been reserved for you.

The answering machine at the office has a time/date stamp that will be used to determine whether a cancellation is made within the timeframe given above. If notice of a cancellation is received via email or other communication, that communication’s time stamp will be used.

This cancellation policy is necessary for my practice to remain operational and for me to be able to continue serving all of my clients.

In the event that you must cancel, I will try to find someone to take your place. If someone else is able to use your spot, you will not be charged.

Also, since we’re in New England, snow is inevitable during the winter. Please take extra care in wintry weather. Allow extra time to travel to our scheduled appointments. All appointments will be held unless you receive a call from me saying otherwise. I only rarely cancel appointments because of weather.

ARRIVING FOR APPOINTMENTS

When you arrive at the office, just ring the bell out front with my name on it, then have a seat in the foyer. And please be on time – my clients often come and go within a few minutes of each other. If you’re late we’ll still need to end our session on time.

FEES

Current fees are posted on my website: www.archieroberts.net

Reduced fee services are sometimes available for those in need.

INSURANCE

Payment is due at time of service. Cash, check, or Venmo are all acceptable.

If you wish to submit receipts to your insurance company for reimbursement, it’s important to read the following:

Anyone choosing to use insurance for psychotherapy should be aware that all insurance companies require the therapist to provide a psychiatric diagnosis which will enter your medical record. Without a psychiatric diagnosis, insurance companies will not reimburse for psychotherapy services.

Since I work exclusively for you, I don’t take direct payment from insurance companies. I am an “out-of-network” provider. This enables me to deliver a higher quality of care, with individualized attention, and complete confidentiality. I will provide you with receipts coded to insurance industry specifications. You can submit these receipts to your insurance company for reimbursement. 

Also, if you intend to use your insurance, you will avoid surprises if you check your coverage carefully by asking your plan’s representative the following questions:

* Do I have mental health benefits?

* What is my annual deductible?

* How many sessions per calendar year does my plan cover?

* How much does my plan cover for an out-of-network provider?

* What is the coverage amount per therapy session?

* Is prior authorization required from my primary care physician?

CONFIDENTIALITY

The confidentiality of all communications between a client and a therapist is generally protected by law and I, as your therapist, cannot and will not tell anyone else what you have discussed or even that you are in therapy without your written permission. In most situations, I can only release information about your treatment to others if you sign a written authorization form that meets certain legal requirements imposed by HIPAA. With the exception of certain specific situations described below, you have the right to confidentiality in your therapy. You may request to share information with whomever you choose and you may revoke that permission in writing at any time.

The law sets certain limits on your confidentiality. If possible, I will make every attempt to inform you when these limits obtain. The legal exceptions to confidentiality include, but are not limited, to the following:

  • If there is good reason to believe you are threatening serious bodily harm to yourself or others. If I believe a client is threatening serious bodily harm to another, I may be required to take protective actions, which may include notifying the potential victim, notifying the police, or seeking appropriate hospitalization. If a client threatens harm to him/herself or another, I may be required to seek hospitalization for the client, or to contact family members or others who can provide protection
  • If there is good reason to suspect, or if there is evidence of, abuse and/or neglect toward children, the elderly or disabled persons. In such a situation, I am required by law to file a report with the appropriate state agency
  • In response to a court order or where otherwise required by law
  • To the extent necessary in order to make a claim on a delinquent account via a collection agency
  • To the extent necessary for emergency medical care to be rendered

Finally, I regularly engage in consultation with trusted colleagues as part of a shared commitment to providing the best service we can to our clients. We consult with one another about our work, share ideas, provide alternate perspectives. We do not use names, and withhold identifying characteristics in order to protect privacy and safeguard our clients’ confidentiality.

CONTACTING ME

For Scheduling & Administrative Matters: If you need to contact me regarding scheduling or administrative matters, you can email me at: aroberts@archieroberts.net, or call me at: (401) 709-4295.

For Psychological Advice & Questions: Because of the size and nature of my practice, I’m unable to respond to questions of a psychological nature sent by email or phone. I ask all my clients to address their questions with me during a visit.

For Extra Support Outside of Sessions: Ongoing clients may reach out by phone during times when they need extra support. If you need to reach me between sessions, you may call me at (401) 709-4295. If I’m unavailable to take your call, please leave a message on my confidential voicemail. If you would like a return call, please say so and I will return your call as soon as possible. If these calls require substantial time between sessions, they’ll be pro-rated and charged at regular session rates.

In Case of Emergency: If you find yourself in an emergency, defined as a situation in which there is danger of harm, you may try to reach me on my cell phone: (401) 954-2710. If you do not reach me there, please leave a voicemail at (401) 709-4295, as that is the number I most often check. When you leave a voicemail, please state the nature of the emergency and I will return your call as soon as possible.

If you cannot reach me and/or I am unable to reach you, it remains your responsibility to take care of yourself until such time as we can talk. If you feel unable to keep yourself safe, call 911 and/or go to the nearest emergency room.

I will make every attempt to inform you in advance of any planned absences. When I am away, I will provide you with the name and phone number of the local therapist covering for me.

VIDEO CONFERENCING

In special circumstances, video sessions are possible. Generally, this is only an option when agreed upon in advance, and planned for use in long distance situations. Video conferencing is not an option for sessions that had originally been scheduled to take place in the office, but then can’t be kept for one reason or another.

It’s also important to note that your privacy and confidentiality are less secure over video conferencing than they are with in-person sessions. Video conference technology is susceptible to being copied, duplicated, and distributed without any awareness on the part of participating parties.

FLEXIBLE SPENDING ACCOUNTS

Some clients successfully use their flexible spending accounts to make therapy more affordable.

PAYMENT

Cash, checks, and Venmo are accepted for payment.

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