Welcome to the Elm City Therapeutic Center. Please review the following information carefully, and feel free to ask any questions of your doctor or therapist.
All appointments will be scheduled directly with your doctor or therapist. The session length may vary, depending on the services required. If an appointment must be cancelled, 48-hour advance notice is required (not including weekends and holidays). Missed appointments or cancellations that occur without 48-hour notice will be charged at the normal rate unless there are exceptional circumstances involved.
Payment and billing
Fees will be discussed with you and the start of treatment. Payment is expected at the end of each session by check, made out to Elm City Therapeutic Center, LLC (ECTC). Alternatively, you may keep a credit card on file that will be run at the end of each month. The clinicians of ECTC are not in-network with any insurance plans. Many insurance plans have out-of-network benefits that may be reimbursed to you directly. You may wish to check with your insurance plan about these benefits, but payment for services provided by ECTC is not contingent on third-party reimbursement. A statement will be mailed to the address you provide on a monthly basis. The statement will include all the information required by your insurance company for processing out-of-network benefits. If your insurance plan requires additional documentation, your clinician will be glad to provide the requested information, within reason. Please keep in mind that ECTC cannot accept responsibility for collecting your claim or for negotiating a settlement on a disputed claim. If, at any time, financial difficulties present a problem in keeping your account current, please discuss your situation with your clinician immediately. Questions about your bill can be directed to your clinician or to Jan Jepsen, our office manager, at ext. 710.
Medication prescriptions and refills
Please contact your doctor or nurse practitioner with ample time (5 business days) when prescription refills are about to run out. Extra time and attention is necessary for stimulant medications, as prescriptions for these medications will not be dispensed by pharmacies without a new written prescription each month.
Communicating with your clinician
All phone messages will be responded to as quickly as possible. When leaving a message, be sure to leave your phone number, even if you think we already have it, and a convenient time when you can be reached. Non-urgent phone calls may not always be returned the same business day. You will receive instructions on how to reach your clinician in the event of an urgent situation. If, in such a situation, you do not hear back within one hour, please call and leave another message. In an emergency situation, do not delay calling 911 or going to your nearest emergency department while waiting to hear back from your clinician. The clinicians of ECTC do not utilize and will not respond to email or text messaging for communicating with patients or family members unless a specific arrangement has been made. Be aware that extensive phone conversations may be billed as pro-rated sessions.
The medical record of each patient is highly confidential. Information contained in the record will not be released without proper authorization. When treating a child or adolescent, parents will be kept informed of the general progress of treatment, but specific and personal information will remain confidential. In the case of a divorce situation where medical decision-making is shared, consent and authorization regarding disclosure of any information (and prescription of psychotropic medication) will be required from both parents.