110 2nd Street South, Suite 301
Waite Park, MN 56387
From billing and payment to grievance procedures, cancellation policies and more, learn all you need to know, right here.
If you have any question, call and speak with our supportive staff
Processus Billing and Privacy Policies
Explanation of some procedures:
Initial Intake: 50 - 70-minute meeting and development of a treatment plan
Individual Psychotherapy: 38-55 minute follow-up session
Group Therapy: Time will vary from 1 to 2 hours in accordance with the individual group and number of participants. Note-taking will be done during or following group, depending on the therapist's preference.
Assessment/Tests: Includes the materials used for the assessment and the costs of scoring.
Medication Management: Standard appointments are 20 minutes with psychiatrist.
Payment for Services
You are responsible for your charges. Monthly statements from our office will be sent to keep you informed about your account. Statements are folded and stuffed by a confidential contracted service. There are three payment options available: cash, credit card or insurance. Each of these options has certain advantages which may suit your needs.
Advantages and Policies of each option:
Advantages: 1. Protects your privacy by avoiding insurance industry access to information concerning your treatment; 2. Frees your therapist to pursue a course of therapy without managed care restrictions and delays due to policies.
Policies: Clients who pay cash in full for sessions, and are not using insurance will receive a 25% discount (discount does not apply to testing). Payment plan arrangements may also be made with the business office.
CREDIT CARD ACCOUNTS
Advantages: As outlined above for cash accounts, with the addition of managing your cash flow and spreading out payments.
Policies: MasterCard and Visa only. Clients who pay in full with a credit card for sessions, and are not using insurance will receive a 25% discount (discount does not apply to testing). Payment must be made at the time of service.
In most cases, Processus will be able to bill your insurance company directly. However, this is a service we provide for you, and it carries no guarantee of third party coverage. You always remain responsible for your bill.
Advantages: Overall costs may be reduced to co-payments and deductible amounts.
Policies: Most insurances do not cover 100%. Therefore, a co-payment is due from you on the Date of Service (DOS). If you elect to have us bill your insurance company, you will have 90 days from the DOS to pay the balance in full, regardless of whether your insurance company has responded or not (most insurance companies reimburse within 60 days of billing). Deductibles, that are not met, require payment in full on the DOS. Insurance requires a medical diagnosis for each procedure - your plan may exclude certain diagnoses and, if so, you will be responsible for the charges. Note: Most of the testings are not insurance reimbursable. Check with your therapist for clarification.
Pre-certification: Some insurances or managed care contracts require treatment plans or contact from your therapist to pre-certify further treatment. It is your responsibility to know this and keep track of the services you receive from the clinic to alert your therapist and/or the office manager at least two weeks prior to the time that the pre-certification service is needed. For example, if you need a pre-certification after five sessions, it would be wise to discuss this policy with your therapist after session four to determine whether or not a pre-certification is warranted. If you do not do this and return for a sixth session, you will likely be financially responsible for that session.
Our strongest recommendation is that if you choose to utilize insurance to pay for therapy, stay well informed regarding your policy. We will do what we can to assist you with this, but ultimately it is your responsibility. NOTE: In most cases, we will only submit to PRIMARY insurance. If you have secondary insurance, you may need us to provide you with information to submit to your secondary insurance company.
NOTE: If you are unable to complete your therapy due to financial hardship, and if you are willing to discuss these concerns with the Business Office, it may be possible to work out a payment plan that is more suitable to your financial situation without jeopardizing the financial operation of the clinic.
When you arrive at the office for an appointment or testing service, please check-in at the reception window. The therapist will be informed of your arrival, and you will be notified of any delays. Please arrive 15 minutes before the initial appointment. This is also the time for you to make the payments.
Cancellation - No Shows
A 24-hour notice must be given, or $75.00 ($85.00 for M.D.) will be charged (not insurance submittable). Failed appointments may jeopardize continued service at Processus. Any request for exception to a failed appointment charge needs to be sent in writing to the Business Office.
The following apply to past due accounts:
A. Maximum Balance: A client, family or couple, can maintain no more than a $500.00 balance without jeopardizing the usage of the clinic services. We reserve the right to terminate services with a client who fails to maintain his/her financial responsibility. Exceptions will be made for clients who and have established an alternative payment plan after a discussion with the Accounts Manager.
CLIENT RIGHTS AND DATA PRIVACY INFORMATION
Processus is a clinic staffed by individuals with training in social work, psychiatry, and psychology. We are committed to providing quality counseling and mental healthcare. Effective therapy requires a working partnership between client and therapist. In order to engage in such a partnership, you need to know about your rights and responsibilities as a client and guidelines for data privacy. You can request a copy of The Notice of Privacy Policies or read the copy in our waiting room.
Privacy and Mandated Reporting
As a general rule, all information related to your use of Processus' services is private and will not be released without your written consent. The exceptions to this are as follows:
a) When the mental health professional determines that disclosure is necessary to protect against a clear risk of serious harm being inflicted by the client or another person, upon the client.
b) When evidence suggests that abuse or neglect of a child or a vulnerable adult has occurred, it is required by state law that such evidence be reported to the local law enforcement and/or any social service agency.
c) A mental health professional may release private information in order to comply with a court order or to conform with state or federal law.
d) Parents have the right to information about the treatment process of their children who are under 18 years of age. However, minors have the right to request in writing that any specific information not be shared with a parent or guardian. In this situation, the therapist decides whether or not to comply with the minor's request taking into account factors such as safety, the minor's circumstances and needs, and parent/guardian needs.
e) If we are unable to collect for services rendered or generate an agreeable payment plan, Processus may submit your bill to a collection agency. In our experience, this is an extremely unusual circumstance.
As a part of clinical practice, therapists have the right and an obligation to consult and receive supervisory assistance regarding their work with clients. The purpose of such consultation is to increase the effectiveness of the treatment. In consultation, clinical staff ensures that the client's identity is protected and that any information conveyed to another mental health professional will be kept private.
Videotaping, audio-taping and consultative observation of sessions from behind one-way mirrors are all helpful tools in therapy, and if your therapist wishes to use any of them, s/he will ask you to sign a consent form for this purpose. Your sessions will not be videotaped, audio-taped or observed by other professionals unless you choose for this to occur and give written consent.
Insurance companies, certain state and federal departments require that we keep records of services provided to clients. These records include any forms that you fill out, a diagnostic statement, treatment plan and progress notes, and any correspondence. These records are kept in a secured area. Only those directly involved in your care or mental health professionals engaging in peer supervision/review of your therapist have the right to review your records after you give written permission. Clerical staff will have limited access to your records in carrying out their job requirements (filing, transcribing). These staff persons receive yearly training on confidentiality and data privacy issues. A transcription service might be used; any objections to this should be discussed with your therapist and documented in your file.
You can have access to your file. If you wish to review it, you may do so by calling and scheduling a time. The therapist will be informed of your request and be available for questions or concerns at the time you are scheduled. You will be asked to show proper identification and may, then, examine your case record in a private location on the premises.
If another professional has referred you to Processus, we may ask you to sign a release to allow your therapist to consult with the referring professional. You have the right to decide whether or not to sign such a release of information.
Bill of Rights
As a consumer of mental health services in Minnesota, you have the rights as described in the Bill of Rights of each Licensing Board. In the waiting room are posted copies of the Bill of Rights for Psychology, Social Work, and Marriage and Family Therapy. You are encouraged to read them.
Areas of Competence
As a client, you have a right to request a written statement of competencies by the mental health professional providing mental health services to you. You also have the right to be informed of treatment alternatives in understandable terms and to know the costs of those services.
As of 06/25/14
IN CASE OF EMERGENCY
- Call or go to the nearest emergency room
- Call 911
Clients who call our clinic outside of regular business hours will be provided this information through our voice mail greeting. Clients may also consider contacting their primary care clinic. Clients should continue to call our office (252-2976) with urgent concerns during regular business hours.
If you have a grievance concerning your experience at Processus, you may obtain a Grievance Report Form from the Business Office, and submit it to the Clinical Director. If the Clinical Director is involved in the grievance, it should be submitted to the Clinic Manager.
If, after completing the grievance process, you still have a serious complaint; you may contact the State of Minnesota Department of Human Services 651-296-3971.
Professional and support staff at the clinic have the right to expect respectful treatment by clients in the course of offering services. This includes the right to expect that agreements reached about payment amounts and procedures, and about appointment times will be honored by each client.
Advances in technology may create limits to confidentiality, for example, Caller ID. You are responsible for protecting your privacy if you have devices such as Caller ID.
As a consumer, you must know your rights and responsibilities when obtaining services from Processus. Know exactly what to expect before coming in by reviewing each of the points listed below.