Policies

Appointments

Appointments are scheduled in advance, at a cadence we agree on, based on your goals, treatment needs, and our mutual availability.

Availability and After-Hours Emergencies

Providers check for voice mail messages, emails and texts during normal business hours. Messages left outside of normal hours of operation will be picked up the next business day. If you are experiencing suicidal or homicidal thoughts, are in crisis, or need immediate help, please call 911 or go to the nearest emergency department.

Contacting Your Therapist

We may not immediately be available by telephone. We do not answer the phone when with clients or otherwise unavailable. At these times, you may leave a message on our confidential voicemail and we will return your call. If you need an appointment, reach out to your therapist and if they are able, they will make every effort to fit you into their day.

Therapist Absences

We will make every attempt to inform you in advance of planned absences, and provide you with a way to reach out if you need assistance. If we need to cancel an appointment at the last-minute, we will reach out as soon as possible and reschedule, or have a member of the staff connect with you.

Discharge Process

There are several reasons why you and your therapist may eventually end your professional relationship. You may decide you would prefer to work with a different provider. We may reach the conclusion you would be better served working with someone else. Regardless of the case, we will first discuss with you the reasons for discharging, and if you request, provide you with a list of other qualified providers.

Your therapist will also extend the discharge process length if necessary based on your treatment needs, including continuing to provide emergency support for a time-limited period after you have been notified of the end of our treatment relationship.

Please note that ongoing failure to pay for treatment, attend sessions, or communicate with us in a respectful and timely manner can also result in discharge. In these instances, to ensure you have continued access to care, we will still make every reasonable effort to get in touch with you and provide referrals to a new provider before we consider our relationship ended.

Cancellation

You may cancel appointments 24 hours in advance without charge, as long as we receive notice.

No-Shows

For no-shows or last-minute cancellations, you may be charged a fee. It is at the therapist's discretion to terminate the relationship if many no-shows are accrued.

Therapist Cancellation

Your therapist will notify you in advance of planned vacations and appointments, making every effort to ensure your comfort and continuity of care.

Financial Responsibility

Clients are responsible for knowing their copay for each appointment and providing prompt payment, the copay rate is information that is listed on an insurance card or readily available through the insurance company. Should the client accrue an outstanding balance and non-payment occurs, appointments may be canceled with notice by Essentia until balance is partially or entirely paid.

Payments may be made on the client portal by debit or credit. Clients can view their balance and invoice at any time by logging into their portal account. Please call us for any questions related to billing, claims or discounts.