A $120 deposit is required to reserve your first appointment. You may use cash, check made payable to “Glacier Health,” or credit card. This deposit will be placed on your account as a credit to be used toward copay, coinsurance, deductible, or any non-covered services, including missing your initial appointment. The deposit is fully refundable if you cancel 48-hours before your appointment time.
If you need to reschedule your initial appointment to a later date, and you provided us the advanced 48-hour notice, this deposit will be used to secure the next appointment. Cancellations made with less than 48-hours notice or missing your initial appointment will forfeit the $120.00 deposit, and another deposit must be made to schedule a new appointment.
New patients are required to bring completed ‘Patient Registration’ Forms along with photo identification such as driver’s license, insurance card(s) and a copy of any pertinent records from your previous treating provider. New patients are may also be required to complete vitals and blloodwork prior to the receivng their first prescription in medication managment services. Please have your current prescription bottles on hand with you at your initial appointment.
Before beginning or continuing care, our providers will assess your ability to make informed decisions. Most services begin with a 3 hour evaluation process to identify health or psychological needs. Not all of this assessment is completed with Glacier, as the time spent covers collection of previous healthcare records, writing of your evaluation, scoring evaluations, and the collection and review of bloodwork when necessary. Labs are required for medical services, and must be done befor a prescription can be given A treatment plan is developed afte completion of the assessment process.
Follow-up care is by appointment only and must be scheduled through our online patient portal, directly with your clinician, or by calling or emailing the front office. Each follow-up appointment is a minimum of 30 minutes and will always include a form of psychotherapeutic check-in or assessment to evaluate treatment progress, update goals, and address any changes in clinical presentation. Longer sessions may be scheduled for more complex cases or when clinically indicated based on best practices for the service being provided.
As a courtesy, appointment reminders will be sent via email or text message when possible and may include a secure link to submit payment for upcoming services. If our automated system is unable to send a reminder, it remains the patient’s responsibility to check their portal and ensure that sessions are attended on time, and that payment is completed once fees are posted. The front office can be contacted for patients who need assistance accessing theiir portal account.
Prescriptions are not provided on the first date of appointment to allow sufficient time for the collection of records and assessment process. Once prescribed, prescriptions are sent electronically at the time of your appointment, with sufficient quantities and refills to last until your next expected visit. In limited cases, prescriptions may be written or faxed. If you run out of medication before your next appointment, please call the office or your pharmacy as soon as possible. Prescription refill requests require a scheduled follow-up appointment, which can be made via the online patient portal or by contacting the front desk. Requests made after 3:00 p.m. may not be processed until the following business day.
If your medication requires prior authorization from your insurance, please note that this process may take several days to complete depending on your plan. We will submit the necessary documentation, but you may experience delays beyond our control. Unless otherwise indicated by best medical practices, our clinicians will authorize substitutions when possible to ensure coverage through your insurance provider.
To remain in services, patients must attend monthly follow-up appointments for medication monitoring, even if a pharmacy fills a 90-day supply. For patients prescribed controlled substances, specific guidelines apply. All controlled substance prescriptions are limited to a 30-day supply, regardless of pharmacy policies or insurance coverage. We do not issue 90-day prescriptions for controlled medications to either retail or mail-order pharmacies. Additionally, Controlled substances will not be prescribed without a completed psychological assessment, a clear clinical rationale, and, when appropriate, a titration schedule to ensure safe use. Patients prescribed controlled substances may be required to sign a Controlled Substance Agreement and must consistently use one designated pharmacy for all refills.
Our office will review your medication history using the Prescription Drug Monitoring Program or other legally approved monitoring systems. Patient consent to access these systems is required as a condition of treatment. If it is determined that a patient is obtaining medications from multiple providers without disclosure or medical necessity, this may result in termination of services.
The final cost of services vary based on insurance coverage. Without insurance, clients often pay up to $245 per hour for services. We offer Good Faith Estimates upon request for non-emergency services. If your bill is $400 or more above the Good Faith estimate, you may file a dispute as per state and federal law. Payment is due at the time of service, and may be paid manually or via automated transaction. We ask that you notify us at least 48 hours in advance if you need to cancel or reschedule. Failure to provide at least 48 hours’ notice will result in a fee up to $145 per hour for the missed visit. Sessions that begin more than 15 minutes late due to fault of the patient will also incur a $145 fee. Repeated missed or cancelled appointments may result in termination from the practice. You are responsible for co-payments, co-insurances, deductible and any balance remaining after your insurance has processed the claim.
Supervisory billing refers to an arrangement in the healthcare industry where medical services provided by one healthcare professional are billed under the supervision of another authorized healthcare professional. This arrangement is often present where a less experienced clinician provides services, and the billing is done under the supervision of a more experienced and licensed practitioner who has contracted for the ability to supervise other clinicians. The supervising professional takes responsibility for overseeing the care provided, ensuring its quality, and complying with regulatory and insurance requirements. The supervising professional is typically required to meet specific criteria set by regulatory bodies and insurance companies, and there may be documentation requirements to support supervised claims. In all cases where services are provided by a Resident, Master’s student, or other professional under supervison, claims shall be billed with the supervisor as the rendering provide of the patient’s care.
Patients will be billed up to $2.50 per minute for time completing forms and dictating letters, with a minimum charge of $25.00 per document. This includes, but is not limited to, disability paperwork, jury duty letters, extensive emails outside of session times. and accomodation letters. These services are not billable to insurance and are the financial responsibility of the patient. Telephone calls with patients or patients representatives will also incur charges. This includes include calls outside of sessions, calls for care coordiantion and case management, etc. Please note that most calls are returned in 48 hours; however, if your situation is urgent, inform the receptionist at the time of your call so that we can make every effort to ensure a timely response.
Under federal law, you have the right to receive a Good Faith Estimate outlining the expected cost of non-emergency services, including medical tests, prescription drugs, equipment, and facility fees. You may request this estimate in writing at least one business day before your appointment, or at the time you schedule a service. If you receive a bill at least $400 more than your estimate, you may dispute the charge. Glacier provides a general Good Faith Estimates based on six month increment of care, with six months being a common length of treatment for many individuals. For many patients, 3 to 6 months of weekly services can range from $3,000 to $6,000 for the perios, depending on session frequency and complexity of care. Please note that patients with serious emotional disturbances (SED) often require treatment well beyond six months, with full-length care often spanning 80 weeks or more, reaching total costs of approximately $20,000 without insurance or discounts.
Insurance verification is a shared responsibility between the client and agency. Glacier Health will make reasonable efforts to verify eligibility and collect prior authorizations when necessary; however, in the event that we have not been able to fianlize a claim that was denied or unprocessed for reasons beyond our control, if resolution is not achieved within a 60-days, we reserve the right to bill the client in accordance with applicable laws and insurance policies. In the event that we hav not been able to fianlize a claim that was denied or unprocessed for reasons beyond our control, Glacier Health will follow up with the payer and client. If resolution is not achieved within a 60-day period, we reserve the right to bill the client in accordance with applicable laws and insurance contract provisions. Most insurance companies have time file limits for claim processing. If you do not provide us updated insurance in a timely matter and your claim is denied, you are responsible for the charges. Any accounts that are past due after 30 days are subject to being sent to our collections agency and may require termination of care if an effective payment plan cannot be arranged.
Treatment plans are updated at least annually. Clients are encouraged to request updates on treatment length or cost at any time. GHDC will provide notice of any billing changes in good faith. Payment is due at the time of services and can be paid by cash, check, card, or by payment app . Because your appointment represents valuable time reserved specifically for you and your clinician, we ask that you notify us at least 48 hours in advance if you need to cancel or reschedule. Failure to provide at least 48 hours’ notice will result in a fee of $145 per hour of the scheduled visit, which is not covered by insurance. Repeated missed or cancelled appointments may result in termination from the practice.
We are committed to protecting your privacy. We create and maintain records of your care, known as Protected Health Information (PHI), to deliver quality services and meet legal requirements. This privacy notice outlines your rights and our responsibilities under federal and state law. It applies to all records of care generated by our practice and is effective as of January 2024.
We may use or share your PHI without written authorization for treatment, payment, and health care operations. This includes coordination among providers, consultations, referrals, and communicating with your insurance when applicable. Disclosures not directly related to your care may require your written consent, unless legally exempt (e.g., public health, legal investigations, or safety concerns). In the event of legal proceedings, disclosures may occur if required by court order or subpoena.
You have the right to:
Requests must be made in writing, and fees may apply for copying or preparing records
Controlled substances will only be prescribed following a clinical assessment and documented rationale. All such medications are dispensed in 30-day supplies and require monthly follow-ups, even if a longer fill is authorized. Clients must consent to participate in prescription drug monitoring programs (e.g., E-FORCSE, SureScripts). GHDC reviews this data routinely. Services may be discontinued if a client obtains medications from multiple prescribers without disclosure.
We use secure, HIPAA-compliant technology for virtual appointments, care coordination, and communications. By consenting to treatment, you agree to the use of these systems. Clients must inform us of changes in location or contact information and are asked to remain in-state for services unless prior approval is given. No sessions may be recorded without written permission. Emergency protocols include contacting emergency services when necessary.
We respect the privacy of minors and individuals under guardianship. While guardians have legal access to records unless restricted by court order, providers will only share treatment details when appropriate or required by law. Consent from all legal guardians is necessary for services, and failure to secure joint consent may impact service delivery.
We may request consent to use de-identified PHI for research aimed at improving behavioral health practices. Participation is voluntary and does not affect access to services unless the program is research-based by design.
If you believe your privacy rights have been violated, you may file a complaint with GHDC or the U.S. Department of Health and Human Services. We will not retaliate against you for filing a complaint.
In accordance with 12VAC35-115 of the Code of Virginia, individuals receiving services at Glacier Health and Development Center (GHDC) are entitled to full protection of their legal, civil, and human rights. This includes the right to use their preferred or legal name, be free from abuse, neglect, and exploitation, and access public services or benefits they may be entitled to. Individuals may communicate privately with legal or healthcare professionals, receive information about services in an understandable format, and have someone of their choice notified of their care or transfer status.
Clients have the right to participate meaningfully in all aspects of their treatment, including consenting to or refusing services, treatment, or participation in research. They may request admission or discharge at any time and bring trusted individuals to service planning meetings. Confidentiality is protected under state and federal law, and clients may access, request corrections to, or add statements to their service records. Minors have specific rights related to their records and may access certain services independently depending on age and treatment type.
GHDC ensures all services are person-centered, respectful of individual dignity, and responsive to client needs and preferences. No right shall be limited or denied solely due to mental health, substance use, intellectual disability, or physical conditions. Clients may file a human rights complaint at any time without fear of retaliation, and GHDC will support individuals through the complaint process.
