What to Expect for Your First Appointment

Welcome to Willow Creek Counseling Center! Our hope is to serve you and/or your family and work towards the best possible outcome! We offer a free consultation to those seeking our services! 

Before coming to your first appointment, you will be assigned a client portal login through our scheduling system. It is important that you login and fill out our client intake information in your account prior to arrival.

If you have any questions or need additional assistance with the client portal, please contact us at 859.554.0740.

Sessions:

We schedule 50-minute sessions. If you would like longer sessions, the price will be pro-rated according to the length of appointment that is agreed upon. If you arrive late for an appointment, the remaining time of the scheduled session is available to you if you have called to state you will be late. If you have not called, we may not be available after 15 minutes from the scheduled start time. At times, it may be appropriate to meet more or less than once per week if that is consistent with the agreed upon treatment plan. If you need to cancel a scheduled therapy session, you must do so at least 24-hours in advance. If you do not cancel a scheduled appointment with at least 24-hours notice, or if you fail to attend a scheduled session, you agree to pay the full fee for that session, unless it is agreed upon that the absence was due to uncontrollable circumstances.

Professional Fees:

Fees are listed on the Counseling Fees document. In addition to regular sessions, it is policy to charge the therapy rate on a pro-rated basis for other professional services required. Other services include report writing, telephone conversations lasting longer than 15 minutes, attendance at meetings or consultations with other professionals which have been authorized, preparation of records or treatment summaries, and time spent performing any other professional service.

Unless it is evident to be in the best interest of the client, therapists associated with The Willow Creek Counseling Center, LLC will decline if asked to participate in any legal or court hearings. If it becomes necessary to participate, the rate for preparation and participation in a court hearing or other legal proceeding will be $350 per hour. You will also be charged this rate for travel time, waiting time and agree to pay any additional necessary fees (for example, parking fees). Prepayment of expected fees will be required one week (7 days) in advance of legal proceedings. You understand you will be billed for any remaining amount. If at the conclusion of legal proceedings there is a surplus in the account, the client will receive a refund within 10 business days.

Billing & Payments:

You will be expected to pay the full agreed upon fee at the time of each session unless other arrangements have been made. Payments may be made by check, cash, or credit card. Payment schedules for other professional services will be agreed upon when/if they are requested. If a payment by check does not clear due to insufficient funds or any other reason, you will be expected to reimburse Willow Creek Counseling Center, LLC in full for any related bank fees.

Insurance Billing:

Your authorization directs payment of medical benefits for services billed to my health care provider. We will bill your insurance company directly for those who qualify. You must verify your insurance benefits with your insurance carrier prior to service as you are liable for any charges they do not cover due to lack of benefit or specific denial made by them. Please remember that insurance billing is a courtesy and done with every possible effort to save you in fees, please notify us immediately if your information changes. If our therapists are considered out of network with your insurance provider or plan, you may use your FSA or HSA to cover services. Please check your coverage carefully as deductibles and copayments often apply. If you choose to not bill insurance and pay out of pocket for your sessions, we operate on a sliding scale based on income. We will need you to provide the most recent tax return to determine where you fall on the scale.

Contacting Your Counselor:

We do have a front office manager, however she is not able to answer calls at all hours. Also, because we do not take calls during sessions, we may not be immediately available by telephone. A confidential voicemail may be left at 859-554-0740. Every effort will be made to return calls within 24 hours, more promptly if possible. If you are in an emergency situation we recommend you call your local emergency services at 911, or go to the nearest hospital emergency room, telling them of your emergency. You understand that you are NOT to wait for someone from our office to return your call in an emergency situation.

Questions?

Check out our FAQ page or contact our office by phone at 859.555.0740 or email at info@willowcreekcounselingky.com.