PaxThera Office Policies

Your privacy is of the utmost importance. All information shared in sessions is kept confidential with the following exceptions, as required by law:

• If there is a risk of harm to self or others
  

• If there is suspected abuse or neglect of a child, elder, or dependent adult
  

• If records are subpoenaed by a court of law

We adhere to all applicable state and federal privacy laws, including HIPAA, to protect client information.

PaxThera accepts Wellpoint (formerly Unicare).

If you prefer to pay out of pocket:

• We accept credit/debit cards and HSA/FSA cards.
  

• A valid payment method must be kept on file.
  

• PaxThera may charge a late payment fee for overdue balances.
  

Insurance:

PaxThera currently accepts Wellpoint insurance.

If you have an insurance other than Wellpoint, you may be able to receive partial reimbursement for sessions by using your out-of-network benefits.

To simplify the reimbursement process, PaxThera offers two options to help you make the most of your out-of-network benefits.

You can choose to submit claims yourself using an easy-to-use platform that guides you through the process—no need to navigate insurance paperwork alone. Or, if you prefer, we can submit claims on your behalf, allowing you to pay a reduced amount up front while we handle the rest directly with your insurance.

Both options are designed to reduce stress, save time, and help you get reimbursed more easily.

• Email, text and phone communication are available for administrative purposes only (e.g., scheduling).
  

• Therapeutic content should be reserved for in-session discussion or secure platforms.
  

• PaxThera does not provide emergency mental health services. In the event of a crisis, clients should call 911 or go to the nearest emergency room.

PaxThera is dedicated to providing consistent, high-quality care in a way that respects the time and effort of both clients and therapists. We understand that life can be unpredictable and that occasional cancellations may be necessary. However, repeated disruptions to the therapeutic process can impact progress and accessibility for others seeking care.

Clients who demonstrate a pattern of missed appointments, including:

• Two or more no-shows,

• Three or more late cancellations (less than 24 hours' notice) within a 3-month period,

• Or frequent rescheduling that interferes with continuity of care, which may be subject to termination of services at the therapist's discretion.

Before any termination occurs, PaxThera will make reasonable efforts to discuss the concern with the client, explore underlying issues, and offer support in finding a more workable scheduling arrangement.

Our Commitment to Flexibility
We recognize that every client has unique needs and scheduling challenges. PaxThera is always available to collaboratively explore session frequency, timing, or telehealth options to help you find a consistent rhythm that supports your goals. Please reach out if you're struggling to maintain your current schedule—our priority is to work with you to make therapy accessible and effective.

Should services be discontinued due to attendance issues, clients will be provided with appropriate referrals and resources to continue their care elsewhere if desired.

PaxThera offers telehealth services as a convenient and secure option for clients who prefer or require remote therapy. Telehealth allows clients to attend sessions via a HIPAA-compliant video platform from the comfort and privacy of their own space.

The Benefits of Telehealth

Telehealth is a valuable tool for maintaining consistency in your care and offers several benefits, including:

• Greater flexibility in scheduling, especially for clients with demanding work hours, family responsibilities, or transportation challenges.

• Increased access for clients living in rural areas or those with mobility or health-related barriers.

• Continuity of care during travel, mild illness, or inclement weather, helping ensure steady therapeutic progress.

• Reduced travel time and cost, making it easier to prioritize mental health.

Client Responsibilities

To support a successful telehealth experience, clients are asked to:

• Ensure a quiet, private, and distraction-free environment for the duration of the session.

• Maintain a stable internet connection and use a device with a camera and microphone.

• Log in to the session on time and notify the therapist as soon as possible if any technical issues arise.

PaxThera uses only secure, HIPAA-compliant platforms to protect your privacy. Any questions or concerns about technology or privacy can be addressed prior to your first virtual session.

Under the No Surprises Act, all clients who are uninsured or choosing not to use insurance for services have the right to receive a Good Faith Estimate of expected charges.

What is a Good Faith Estimate?

A Good Faith Estimate is a written document that outlines the expected cost of your mental health services over a period of time. It includes:

• The type of services you may receive (e.g., individual therapy sessions)

• The frequency and duration of sessions (as reasonably anticipated)

• The estimated total cost based on current session fees

You’ll receive this estimate before you begin treatment or whenever there are significant changes to your care plan.

Why is it Provided?

This estimate helps promote financial transparency and allows you to plan for your care without unexpected costs. It is not a contract or a bill—just a projection based on your current goals and preferences.

How It Protects You

• You have the right to receive a Good Faith Estimate in writing at least one business day before services begin.

• If you receive a bill that is at least $400 more than the estimate, you may be able to dispute the charge.

• This is part of your legal rights to avoid surprise medical bills and receive clear information about your care.

PaxThera is committed to ethical billing practices and full transparency around fees. If your therapy needs, frequency, or costs change over time, we’ll update your estimate and make sure you remain informed every step of the way.