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Aspen Family Counseling Policies and Procedures

Billing Fees, Insurance, and Self-Pay

We encourage you to contact your insurance company directly to obtain a summary of your benefits and eligibility pertaining to all outpatient mental health treatment.  Your insurance policy is a contract between you and your insurance company to which we are not a party.  You should check your insurance plan periodically to understand what will and will not be covered.  Concerns regarding coverage should be directed to your insurance company or employer. 

As a courtesy, Aspen Family Counseling will seek reimbursement through your insurance; however, the client (and/or the listed Guarantor) are ultimately responsible for payment for these services. You may be responsible for a co-pay, co-insurance, and/or deductible as designated by the payer source.

It is your responsibility to notify Aspen Family Counseling immediately of any change in your insurance status; including, but not limited to- a change in insurance provider, loss of insurance coverage, Medicare or Medicaid eligibility. Insurance changes may impact whether you are able to continue care with your current provider.

If you fail to provide Aspen Family Counseling with accurate and updated insurance information in a timely matter- and in the event that a claim is denied for this reason- you may be responsible for the payment of that service. Nonpayment due to inaccurate or missing information is your responsibility.

If you do not have insurance or choose not to use your health insurance, payment for services must be made upon the date of service at check-in. We offer a discounted rate for these services.
It is the client's obligation to research charges that are billable to insurance should they prefer a claim to be processed. Aspen Family Counseling requires payment be made at the time of service unless the patient guarantees their account with a credit card.

Cancellation’s, Missed Appointments, and Termination of Care
Appointments that are canceled or rescheduled without a 24-hour notice may be subject to a Late Cancellation Fee.


 Cancellations made at least 24 business hours in advance of the scheduled appointment will incur no charge.

 Appointments that are missed without a courtesy cancellation call may be subject to a No Call/No Show Fee. Any “Late Cancel” or “No Show” fees must be paid before another appointment is scheduled.

If you have not attended an in-person appointment within the last 6 months, per clinic policy, services will be terminated and your chart will be closed. Should this occur, transitional medication refills care will be provided for 30 days. Reopening a chart may require a discussion with the clinician to reestablish care. 

Prescription refills
Patients must contact our office with 10 days prior notice for prescription refill requests for controlled substances. Refill requests for any other medication should be made by calling the pharmacy directly with at least 48 business hours’ notice. Failure to do so may result in a delay of your refill being processed being in a timely matter.

Short and simple version: Before calling to make an appointment, check with your insurance company for accurate benefits. You may do this by calling the customer service number listed on the back of your card. When you call to schedule your initial appointment, be prepared to provide your insurance information to include your carrier, subscriber or member ID, and group number.

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