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Attendance & Fee Policies
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Attendance Policies

  • Clients must give therapists at least 24 hours notice if they need to cancel an appointment. 

  • Clients who have a combination of 3 no shows and/or late cancellations within 3 months will lead to termination.

  • Clients who attend session later than 15 minutes into a scheduled session time will be considered a no show session and will be asked to reschedule.

  • TheraPlatform is automatically programmed to send out email and text message notifications as reminders of scheduled appointments.

  • Sessions at Ray of Light Wellness LLC are 53 to 60 minutes long. If a client is not be able to meet for the duration of this time with their therapist it is their responsibility to notify their therapist within 24 hour notice of this as well unless something has happened unexpectedly. Therapists can assist in helping clients reschedule to a more convenient time. Instead this session time can be reserved for someone who needs the full session hour and it gives the client who could not make a full session another opportunity to have one that week.

  • Therapists will attempt to contact clients either by email or by phone the week when a no show occurs or a request for a late cancellation is made. If after a therapist has attempted to contact a client 2 times within 2 weeks and has not received a response from the client the therapist may reserve the right to send out a warning for termination or a termination notice by therapist discretion.

  • Clients who are terminated due to violation of this policy may request to receive services through our practice once more but clients who choose to remain with the practice will be placed on a waiting list and may not be able to meet with the same therapist depending on availability.

As of July 1 2025, our practice will be autoimatically charging a $50 fee when our attendance policy is violated a second time within a 3 month timeframe (a first no show and/or late cancellation within a 3 month timeframe will not be charged a fee, a second no show/ late cancellation within a 3 month timeframe will be charged $50, a third no show/late cancellation fee within a 3 month timeframe will led to termination. This does not apply to Medicaid clients who legally we can not charge late fees to.

There are circumstance that may excuse a client from late fees and/or termination. The decision of what constitutes an emergency will be determined on a case-by-case basis and the choice to extend this exception to the policy ultimately will be determined by the therapist and/or practice. 

Fee Policies

  • This online practice accepts many major insurance companies as stated under our online service section of this website. However, insurance coverage is dependent on state to state contracts we have established with insurance companies. We are continuously working toward gaining more access to insurance coverage in every state that we service. Please contact our office to find out if we are covered by your insurance plan in the state that you resident in. There are exceptions for some PPO plans so please contact us for more information. 

  • Clients who choose to cover services through their insurance providers are subject to deductible fees, co-payment fees, and/or co-insurance fees depending on their insurance plan coverage.

  • Most insurance companies cover telehealth services as long as therapists have a HIPAA compliant platform to meet with clients, which we do. However a few insurance plans require that telehealth be covered only if therapists work under certain platforms. We are our own telehealth practice and we are not connected to Teladoc, MD Live, or other platforms like those. If your insurance plan requires this we will not be able to bill claims under your insurance plan.

  • All individual therapy sessions rendered without insurance coverage are subject to a fee of $85.

  • This practice uses TheraPlatform for services. TheraPlatform is connected to Stripe which is an online financial platform for businesses that collects and processes payments for our practice. During the time of an appointment if a client has a deductible, co-payment, or co-insurance fee that is due, TheraPlatform will be set up to request a credit card payment from the client. The payment will be linked to our Stripe account which then processes the payment into our business banking account. The platforms we use are HIPAA compliant and secure.

  • After clients have submitted their first payments after their first session on TheraPlatform, TheraPlatform does automatically store card information. Therapists nor admin can see this card information but the platform will proceed to automatically charge the card on file to cover fees clients are responsible for in terms of each appointment moving forward.

  • This practice does not require membership fees, nor do we require fees to establish an account on TheraPlatform.

  • We accept most major credit card companies such as American Express, Visa, Mastercard, Discover, etc. We also accept HSA cards. We do not collect payments through Paypal or Venmo. If you owe us fees that were not collected or could not be collected due to certain circumstances then you will be invoiced via email through our Stripe account which is connected  to our practice and TheraPlatform account for the processing of payments. 

  • Any fees that were charged in error will be refunded directly back to the client which can take up to 10 business days to credit back to the client's card.

  • If a client chooses to forego any payments that client is responsible for without direct communication with our practice and/or an attempt to set up a payment plan, and/or lacks follow through with a payment plan that has been created for the client, the practice reserves the right to terminate services.

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