FREQUENTLY ASKED QUESTIONS
WHAT IS YOUR NEW CLIENT PROCEDURE?
New clients receive access to a client portal to complete intake paperwork and consent forms online before the first appointment. If you are receiving therapy by telehealth, you will receive a link to your unique telehealth session via email on the day of your appointment. If your appointment is in-person, you will receive a text message reminder of your appointment. You will need to complete the intake paperwork and consent forms prior to the first appointment. If you are not able to complete online, please let your therapist know so paper copies can be provided to you.
I DON’T HAVE MY INSURANCE CARD WITH ME, CAN I STILL RECEIVE TREATMENT?
You can add your insurance card or information to your client portal before your appointment so you are all set! If you are unsure about your insurance information, please call your insurance company to obtain your member id number, plan id, and group number. If your insurance is through a loved one, you will also need the subscriber's name, date of birth, address, and phone number.
HOW MUCH WILL MY COPAYMENT BE?
It depends on your insurance plan. Some plans have a low or no co-pay or deductible. Some plans have a deductible you have to meet first and pay out of pocket before your insurance will start paying the costs of your sessions. You can call your insurance to see what your plan covers and how much you can expect to pay.
DO I HAVE TO BE LOCATED IN VIRGINIA TO RECEIVE SERVICES?
Yes, you have to be physically located in Virginia to receive services as our therapists are not licensed outside of Virginia currently.
WHAT ARE MY OPTIONS FOR PAYING FOR MENTAL HEALTH SERVICES?
You have a variety of options to choose from when paying for therapy services:
(1) direct payment through credit card,
(2) direct payment through a health savings account (HSA),
(3) through a contracted insurance company, or
(4) through a contracted employee assistance program (EAP).
In order to best serve you, Body and Mindfully Healthy, LLC requires that you disclose which payment method you would like to use prior to the start of therapy services.
WHAT ARE MY RIGHTS IF I DON'T USE MY INSURANCE BENEFITS FOR PAYMENTS OF SERVICES?
Under the No Surprises Act, you have the right to receive a “Good Faith Estimate” explaining how much your medical care will cost.
Under the law, health care providers need to give patients who don’t have insurance or who are not using insurance an estimate of the bill for medical items and services.
•You have the right to receive a Good Faith Estimate for the total expected cost of any non-emergency items or services. This includes related costs like medical tests, prescription drugs, equipment, and hospital fees.
•Make sure your health care provider gives you a Good Faith Estimate writing at least 1 business day before your medical service or item. You can also ask your health care provider, and any other provider you choose, for a Good Faith Estimate before you schedule an item or service.
•If you receive a bill that is at least $400 more than your Good Faith Estimate, you can dispute the bill.
•Make sure to save a copy or picture of your Good Faith Estimate.
For questions or more information about your right to a Good Faith Estimate, visit www.cms.gov/nosurprises or call 276-293-1235.
WHAT IF I HAVE A DISABILITY THAT REQUIRES ACCOMMODATIONS?
Both Title II and Title III of the ADA and Section 504 require that medical care providers provide individuals with disabilities:
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full and equal access to their health care services and facilities; and
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reasonable modifications to policies, practices, and procedures when necessary to make health care services fully available to individuals with disabilities, unless the modifications would fundamentally alter the nature of the services (i.e. alter the essential nature of the services).
Please let us know if you need any accommodations to access services with our practice. You can include this information on the intake documentation or discuss this with your therapist during your intake appointment.
For those looking for a therapist who is fluent in American Sign Language, we recommend the following therapists and resources:
Melissa Sporn, PhD, MSW - (540) 923-0985
Heather Hunt, PhD of My Deaf Therapy - (240) 213-9131
Timothy Hughes, LPC - (986) 300-4956
Regional Deaf Services Program of Southwest Virginia
(800) 347-7939 TTY
(276) 889-3785 Voice
(276) 889-2842 Fax
Regional Coordinator of Deaf Services, Michael Bush, LPC
Regional Case Manager for the Deaf, Lorrie Taylor, BSW
Contact: mbush@cmcsb.com
Additional accessibility tips for computers
WHAT SHOULD I DO IF SOMEONE I KNOW IS CONSIDERING SUICIDE?
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Ask the person directly about their feelings, even though it may be awkward.
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Listen to what the person has to say, and take it seriously. Just talking to someone who really cares can make a difference.
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If you have talked to the person and are still concerned, share your concerns with a responsible, trusted adult and consider calling the local mental health emergency phone number to talk about your concerns. You can contact 1-866-589-0265 for those in the City of Galax and the counties of Bland, Carroll Grayson, Smyth, and Wythe, 1-800-500-7019 for those in the City of Bristol and Washington County, or 988 for all others. If the person is experiencing a life-threatening emergency, call 911 immediately.
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Encourage the person to seek professional treatment, and continue to communicate with them without any blame or shame. The person needs support right now and not judgment.
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Offer to help the person take steps to get assistance and support. Also offer reassurance that things can get better.
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Never promise to keep someone’s suicidal feelings a secret.
For more information on this subject, refer to the Mayo Clinic.
Accessing Community-Based Services
Q: What are some ways to access community-based services (like Intensive In-Home, Mental Health Skill-Building, Peer Recovery Services, etc.) if my insurance doesn’t fully cover them?
A: There are several options to consider:
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Single Case Agreement: Contact your insurance company to request a single case agreement. This allows them to cover services from an out-of-network provider if the service meets specific needs. This is especially effective if your insurance company is a Managed Care Organization (MCO) for Medicaid.
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FAPT/CSA Funding: If you are a parent involved with the Department of Social Services (DSS), the Family Assessment and Planning Team (FAPT) or Children's Services Act (CSA) may provide funding for these services. Reach out to your DSS caseworker or FAPT coordinator for more information.
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Sliding Scale or Payment Plans: Many providers offer sliding scale fees based on income or flexible payment plans. Ask the service provider if they offer these options.
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Private Pay with Reimbursement: If you can pay out of pocket, request a detailed invoice with procedural codes to submit to your insurance company for reimbursement.
Q: What if I’m willing to private pay but need some financial assistance?
A: You can explore sliding scale fees, payment plans, or local grants. Some charitable organizations and community foundations may provide assistance for essential services.
Q: I’m a parent. Are there specific resources for families?
A: Yes, families can explore:
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FAPT/CSA Funding through DSS for services related to children’s needs.
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School Partnerships: Schools often partner with community-based providers and may fund services through an Individualized Education Program (IEP) or 504 Plan.
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Faith-Based Organizations: Some religious or community organizations provide resources and financial support for family services.
Q: Can my Employee Assistance Program (EAP) help?
A: Absolutely! If you or a household member have access to an EAP through work, these programs often cover counseling or community-based services. Contact your HR department to explore this option.
Q: What about Medicaid waiver programs?
A: If Medicaid is involved, look into waiver programs that cover non-traditional services, including community-based care. Contact your Medicaid representative for details.
Q: Are there community or nonprofit organizations that can help?
A: Yes, many nonprofits and community foundations focus on mental health, youth development, or family services. They may offer direct funding or connect you to subsidized programs.
Q: How do I know which option is best for me?
A: Start by contacting your insurance company to explore coverage options, including single case agreements. If you’re involved with DSS, discuss funding possibilities with your caseworker. For other situations, reaching out to local providers, schools, or community organizations can help uncover additional resources.
RESOURCES
4 Things to Know if You Choose Telehealth
Making a New Habit Stick Guide & Planning Tool
Mastering Time Management - A Guide to Productivity and Reducing Stress
Understanding Trauma Responses and Coping Mechanisms for Disaster Response
Wellness, Team Building, and Communication Worksheet
Take a Depression Screening
Take a Postpartum Depression Screening
Take an Anxiety Screening
Take a PTSD Screening
Take an Addiction Screening
Take a Youth Screening
Please note: The above resources and online screening tools are meant to be used as information and education only. If you think you may be experiencing symptoms of mental health and/or substance use challenges, consider sharing your thoughts with someone. A mental health provider (such as a doctor or a therapist) can give you a full assessment and talk to you about options for how to feel better.
National Suicide Prevention Hotline at 1-800-273-TALK, or text “MHA” to 741-741 to talk to a trained counselor from the Crisis Text Line.
SOCIAL MEDIA
Follow on social media for reminders and tips to stay healthy.
Note: These social media accounts are not a substitute for therapy. These social media accounts are meant to be a positive, helpful space, as a reminder:
1.) to be kind to yourself and others,
2.) to let go of shame when we are inevitably human and make a mistake,
3.) to practice self-compassion while still holding ourselves accountable to keep trying, and
4.) to repeat at step 1 over and over again
Due to the importance of your confidentiality and the importance of minimizing dual relationships, ethically we cannot accept friend or contact/message requests from, nor do we follow back, current or former clients on any social networking site (Facebook, Instagram, LinkedIn, etc). We believe that adding clients as friends or contacts on these sites can compromise your confidentiality and our respective privacy. It may also blur the boundaries of our therapeutic relationship. You are welcome to follow or like the above business social media pages for reminders on healthy habits and wellness, however, these pages will not friend request, initiate messages, nor follow you back. If you have questions about this, please bring them up when we meet and we can talk more about it. Read more practice policies here.