Rates & Insurance

We determine whether your claim is processed through our internal billing system or Headway based on the specific insurance plan you have and our contractual agreements with that carrier. When you complete your intake, our administrative team carefully reviews your policy details and then assigns your billing to the appropriate system.

For many of our in-network clients, we utilize the Headway platform, as they specialize in streamlining claims, verification, and payment processing for those specific major carriers. However, for certain other plans, we manage the entire billing cycle internally using our own administrative staff and secure processing tools.

Regardless of which system handles the claim, your financial responsibility, including your copays, deductible amounts, and coinsurance percentages, will remain exactly the same. We will notify you upfront whether your plan is managed by Headway or billed internally so you always know who to expect communication and payment requests from.

No, your cost (copay, deductible, or coinsurance) will not change based on whether Headway or our practice bills your insurance.  Your financial responsibility is determined solely by the specific benefits and fee structure of your insurance plan, which are set by your insurance carrier. Whether the claim is submitted by Headway or by our internal billing team, the amount you owe is the same once your carrier processes the claim.

You will pay your copays, coinsurance, or deductible balance directly to our practice if we bill your insurance internally. After your session, we submit the claim to your insurance carrier; once the carrier processes it and we receive the Explanation of Benefits (EOB), we determine your final financial responsibility (your copay, deductible, or coinsurance). Your balance will then be automatically charged to the secure payment card you already have on file with our office. This streamlined process is distinct from the Headway system, as all payments for internally billed claims are managed and collected directly by our practice.

If your insurance claim is processed and the automatic charge for your copay, deductible, or coinsurance is declined, you will be notified immediately of the failed payment. You will then be required to update your payment method and pay the outstanding balance within 5 business days. To prevent disruption of services, it is your responsibility to ensure the card on file is current, active, and has sufficient funds. Our policy is that services will be paused or suspended if a balance remains unpaid past a certain deadline, as we cannot continue providing services without payment of the required fees.

We require a current and valid credit, debit, or HSA/FSA card to be held securely on file for two key reasons:

1) To efficiently process your balance (copays, deductibles, and coinsurance) after your insurance carrier processes the claim, as outlined in our internal billing process, and

2) To automatically process any standard fees, such as late cancellation or no-show fees, which are not covered by insurance.

Maintaining an active card ensures uninterrupted service and compliance with your financial agreement.

Headway is a billing and administrative platform that helps us connect with and serve clients who use specific in-network insurance plans for their mental health care.

It is one of the ways we manage the administrative side of accepting insurance. Headway helps streamline the process of benefits verification, claims submission, and payment processing for the plans it supports, making it easier for you to access therapy with your in-network benefits.

Essentially, for the clients who utilize the Headway system, Headway helps us manage the administrative paperwork so we can focus entirely on providing you with quality care. For other plans, we manage that same administrative process internally.

There are no fees paid to Headway itself – your costs will be determined by your individual insurance plan, just as they would be for any in-network medical service, regardless of whether your claim is processed by Headway or internally by our practice.

This means you may be responsible for:

Copayments: A fixed amount you pay for each session.
Deductibles: The amount you must pay before your insurance starts covering costs.
Coinsurance: A percentage of the cost you share with your insurance company.

For plans billed through Headway, they help us verify your insurance benefits and provide transparency regarding your potential out-of-pocket costs. If you have specific questions about your insurance coverage or potential costs, we recommend you review your insurance plan’s details directly. We can also help you understand the information that Headway or our internal team provides regarding your insurance benefits.

You will always continue to interact with our practice directly for scheduling, therapy sessions, and clinical matters. We are always your primary point of contact for your mental health needs.

Regarding the administrative side:

For internally-billed clients: Our administrative team handles the insurance-specific billing, claims, and collection of patient balances.

For Headway-billed clients: Headway primarily handles the insurance-specific billing, claims, and collection of patient balances (copays, deductibles).

In either case, you can reach out to our practice first with general billing questions, and we will direct you to the appropriate party (either Headway support or our internal billing team) as needed.

For billing questions related to your insurance claims processed through Headway, you can first contact our team at 281.344.2027. If needed they can help you navigate Headway’s client support. You can also find help resources and contact information directly on Headway’s website.

Great! The first step is to contact our office so we can gather your insurance information and discuss your needs. We will then determine whether your specific insurance plan is managed through our internal billing system or through Headway.

If Billed Internally:

• Verification: Our administrative team will verify your insurance benefits to confirm your coverage and financial responsibility.
• Internal Setup: We will confirm that your secure payment card is on file with our office to cover any required copays, deductibles, or coinsurance.
• Scheduling Confirmation: Your initial appointment will be confirmed once verification is complete and your payment information is secured.
• Billing: After your session, our internal team handles the claims process, and your balance is automatically charged to the card on file with our practice.

If Billed Through Headway:

• Verification: We’ll use Headway to verify your insurance benefits, allowing us to understand your coverage and potential out-of-pocket costs.
• Headway Setup: Headway will then provide you access to their secure billing portal. You must use this portal to complete your account setup, add your billing information, and acknowledge their billing and privacy forms.
• Scheduling Confirmation: We need all this information on file before we can confirm your initial appointment. If the setup is not completed in time, we will have to cancel the session, and the late cancellation fee may apply.
• Billing: After your session, Headway handles the claims process with your insurance provider, and you pay your balance (copays, deductibles) directly to Headway.

In either case, we strive to make utilizing your in-network insurance benefits as seamless and transparent as possible.

For sessions where we are an Out-of-Network (OON) provider, your financial responsibility is to pay the full session fee at the time of service directly to the practice. Unlike in-network care where you might only owe a copay, as an OON client, you pay our standard self-pay rate upfront, and your secure card on file will be automatically charged after each session.

If you wish to seek reimbursement from your insurance carrier, you may do so. Upon your request, the practice can provide you with a Superbill (a detailed receipt with necessary coding) which you can submit to your insurance company. Your ultimate out-of-pocket cost is determined by your insurance plan’s specific OON benefits, which include your deductible, coinsurance percentage, and the “Allowed Amount” the carrier determines is reimbursable for that service.

If your session is not covered by our directly billed insurance plans or service like Headway, you have two options for seeking reimbursement for your out-of-network (OON) services:

Standard Superbill Process: Upon request, we will provide you with a Superbill (a detailed receipt). You will use this document to submit a claim directly to your insurance company. If approved, your insurer will mail the reimbursement check directly to you.

Third-Party Claims Service: You may choose to use a service like Thrizer. You provide them with your Superbill, and they can simplify the claims submission process to your carrier on your behalf, often providing faster or easier claim management.

Thrizer is a service we’ve partnered with to make using your out-of-network insurance benefits much easier. It handles the complicated parts of insurance billing, so you can focus on your therapy.  We also use this platform for self-pay transactions.

Thrizer is a service we’ve partnered with to make using your out-of-network insurance benefits much easier. It handles the complicated parts of insurance billing, so you can focus on your therapy.  We also use this platform for self-pay transactions.

Thrizer is a third-party, client-facing platform designed to simplify the complex process of using out-of-network (OON) insurance benefits for therapy. Since we are an OON provider for many insurance plans, clients are typically required to pay the full session fee upfront. Thrizer helps minimize the administrative burden of then getting reimbursed. After we provide you with a Superbill upon request, you can upload it to your Thrizer account. The platform then takes over, handling the electronic submission and tracking of the claim with your insurance carrier. This eliminates the need for you to navigate confusing insurance portals or spend time on follow-up calls, making the process of receiving your OON reimbursement much easier and less stressful.

Yes, Thrizer does have associated fees – it’s best to consult Thrizer’s pricing page  for the most accurate and up-to-date information regarding their fee structure.

We encourage clients to consider using Thrizer Superbill Uploads because we understand that navigating out-of-network benefits and submitting claims can be a significant administrative burden.  This service helps turn the reimbursement process into a simple, few-click transaction. All you need is the superbill from our office and upload it to your free Thrizer account; Thrizer then takes over by submitting the claim to your insurance, managing all follow-up, and ensuring the reimbursement goes directly to your bank account.

Yes, absolutely. If you prefer not to use your insurance benefits, we will use our secure, internal payment process for self-pay. This allows you to pay for your sessions directly with Mastercard, Visa, Discover, American Express, HSA, or FSA, without involving your insurance company.