Payment Process


We understand that navigating the financial aspect of mental health treatment can sometimes be challenging. In order to ensure transparency and provide the highest quality of care, we have established clear payment policies. These policies are designed to outline the expectations, responsibilities, and procedures related to payment for our services. We believe that clear communication about financial matters is essential that you can fully understand all information prior to beginning services. Our goal is to be as transparent as possible. 

Clear payment policies helps to prevent misunderstandings and potential conflicts regarding fees and billing procedures. It allows us to maintain efficient administrative processes, enabling our providers to focus on delivering high-quality care, which is what matters most. We understand that healthcare bills can be frustrating and we truly empathize. At the same time, by adhering to consistent processes and avoiding any favoritism or special treatment, we ensure a fair and transparent approach to financial matters for all patients across the board.  

Please familiarize yourself with our payment policies to ensure a smooth and seamless experience throughout your therapeutic journey.

Payment Process

To ensure seamless and uninterrupted therapy services, we kindly request that all our patients have an active credit/debit card (or HSA card) on file with us, regardless of their insurance coverage. While you may have comprehensive insurance that currently covers your sessions, it’s essential to consider the possibility of changes in your insurance coverage or unforeseen circumstances where insurance fails to cover certain services. Having a credit card on file acts as a safeguard. Additionally, late-cancellations or no-shows may incur charges, and having a credit card on file allows for convenient payment in such instances. Rest assured, we take your privacy and confidentiality seriously, and all financial information is securely managed in accordance with industry standards. Our priority is to provide you with exceptional care while maintaining transparency and accountability in our payment processes.

To streamline the payment process and ensure a hassle-free experience for our patients, we utilize an automated payment collection system. Any deductibles, co-pays, co-insurance fees, private pay fees, or any other fees on your account will be collected via your credit/debit card (or HSA card) by River Oaks Psychology at the time of your appointment.

Just like when you visit a medical facility and proceed to an exit window to pay for your services before leaving the building, we find that our payment process ensures a seamless experience. Collecting payments at the time of your appointments allows us to focus on providing you with the highest quality therapy without any additional administrative burdens to navigate later. It also eliminates the need for us to spend time during session talking about payment delays or growing unpaid balances on your account. We strive to minimize financial dialogue between you and your provider so your relationship can remain healthy, therapeutic, nurturing, and void of pressure to pay off your balance.

If you have late-cancellation or no-show fees, these will be collected via your credit/debit card as well (please see our Late-Cancellation and No-Show Fee Policy). You can access billing statements via our HIPAA-compliant online portal.

We do not accept any other forms of payment (no cash or checks can be mailed). Our system for storing credit/debit card information is secure and confidential.

If – for any reason – excess funds exist on your account (for example, due to your insurance company paying more than expected, etc.), these funds will typically remain as a positive credit on your account with River Oaks Psychology to be used for future payments. You may also request the credit to be issued to you as a refund at any point. If you decide to terminate services completely (discharging from treatment) and you have a positive credit on your account, the credit amount will be issued to you as a refund upon closing your case with River Oaks Psychology. 

If – for any reason – we find that your credit/debit card is declined (if your card has insufficient funds when we attempt to collect payments), you will not be able to have additional sessions until the balance is paid. We will contact you immediately to ask for another card with sufficient funds. River Oaks Psychology cannot allow for payment delays or payment plans. If you are financially unable to pay for services, we will provide you with options for your continued wellness, including but not limited to: resources for other lower-cost services or self-help resources.

Please be aware that your provider reserves the right to charge additional fees for any patient-requested work done outside of a session. This includes any time that you ask your provider to complete any documentation, such as writing a letter on your behalf, completing forms, court-related documentation, or other patient-requested work.

Please be aware that provider phone calls outside of scheduled appointments with patients lasting more than 10 minutes may be charged as session time (either partial fee or full fee depending on call length). You may have a co-pay, co-insurance, or deductible due on this phone session. 

If Receiving Medication Services

River Oaks Psychology has no control over the financial aspects of your prescriptions at your chosen pharmacy. It falls within your responsibility to stay informed about the costs associated with your prescribed medications, as we do not have the capability to access or provide details on the pricing at your pharmacy. Due to the variability in pharmaceutical pricing and insurance coverage, we are unable to predict these costs on your behalf.

We highly recommend taking a proactive stance by reaching out to your pharmacy directly to obtain comprehensive information about the expenses related to your prescriptions. This approach ensures that you have a clear understanding of any financial implications and allows you to make well-informed decisions concerning your healthcare. Your diligence in exploring these details contributes to a more transparent and collaborative healthcare experience.

If you encounter challenges or have questions about prescription costs, we encourage you to communicate openly with your pharmacy to address any concerns or seek potential alternatives.

Remember, treatment is an investment in yourself

You are prioritizing your mental and emotional well-being, taking proactive steps towards personal growth, and gaining valuable tools and insights to navigate life’s challenges. Just as investments yield long-term benefits, mental health treatment can have a profound and lasting impact on your overall quality of life, relationships, and personal fulfillment. 

Good Faith Estimate

Effective January 1, 2022, a ruling went into effect called the “No Surprises Act,” which requires healthcare practitioners to provide a “Good Faith Estimate.”  This is an estimate of your costs for services.

The purpose of the Good Faith Estimate is to transparently show patients the cost of services prior to beginning treatment to avoid an unexpected bill. While it is not possible for a provider to know, in advance, how many appointments may be necessary or appropriate for a given person upon first beginning treatment, you have the legal right to receive an estimate of the cost of services. This law completely aligns with our company culture and core beliefs at River Oaks Psychology as we believe in transparency and ensuring that our patients have a clear understanding of the financial aspects of their treatment journey prior to beginning services.

Before your first appointment, we will provide you with a clear understanding of the fees and costs associated with our services. The cost of treatment can vary based on factors such as session duration, frequency, and the expertise of the provider you see (we do not have a practice-wide rate, it depends on the provider you see). Additionally, if you plan to use health insurance, your fees will depend solely on your insurance coverage. We will discuss your insurance coverage, out-of-pocket expenses, and any expected co-pays or deductibles. Please also review the information provided regarding your insurance responsibility. Our goal is to ensure that you have a complete picture of the financial investment involved in your treatment journey, allowing you to make informed decisions about your healthcare. 

A Good Faith Estimate is not a contract and does not obligate you to obtain any services from River Oaks Psychology, nor does it include any services rendered to you that are not identified in the Good Faith Estimate.

In addition, the Good Faith Estimate is not intended to serve as a recommendation for treatment or proposal to attend a specific number of appointments nor does it provide an all-inclusive treatment plan. Treatment is and will always be voluntary and unique to fit your specific needs.

Throughout your treatment, your provider may recommend additional items or services based on the clinical needs as part of your treatment that are not reflected in this estimate. These additional services would be provided with the understanding that any additional service costs are in addition to the Good Faith Estimate.

Should you feel your payments are unreasonably higher than indicated on your Good Faith Estimate (in excess of $400 of the estimate you were provided at the beginning of services), you may dispute the charges with the U.S. Department of Health and Human Services (HHS). There is a $25 fee to use the dispute process. If the agency disagrees with you and agrees with River Oaks Psychology, you will have to pay the higher amount. For more information you may visit www.cms.go/nosuprises or call (800) 368-1019.