Policies and Procedures

Communication 

There are multiple ways to contact your therapist. It is important to be aware that some methods of communication are HIPAA compliant, while others are not. HIPAA compliant communication guarantees your personal health information is protected from a breach by a third party, whereas non-HIPAA compliant communication does not. We strongly encourage patients to use HIPAA compliant methods of communication. However, we understand non HIPAA compliant methods may be preferred. Below is a list of HIPAA compliant and non HIPAA compliant methods of communication. 
HIPAA Compliant:
  • Your Therapist's email
  • Intake Q Messaging Portal

Non HIPAA Compliant:
  • Your Therapist's work cell phone calls and texts
  • Our Main Office Phone: 616-835-9292

Crisis Care

While we provide therapy services at Belle Tower Group, we do not offer crisis support. Below is a list of resources you can contact in case of an emergency or crisis:
  • Emergency: 911
  • Suicide Hotline: 988
  • Suicide Textline: 741741
  • Trevor Project Hotline: 866-488-7386 Text: 678678 - Text: Start
  • Peer Support: 888-PEER-753 (888-733-7753)

Confidentiality 

  1. What is said in session, stays in session. 
  2. We are mandated reporters and follow federal and state law as such.
  3. We expect full confidentiality by you for others you may meet or see coming in and out of the office. 
  4. We do not engage in social media with our clients using personal accounts.
  5. You may like or follow our business page, but we will not confirm or deny that you are our client. 

Recipient Rights and Privacy Policy

  1. We offer all clients a copy of our recipient’s rights and privacy policy. If a client declines these copies at intake, they have a right to ask for a copy at any given time and a copy will be provided to them. 

Attendance and Tardiness

  1. At least 24 hours’ notice is expected for all appointment cancellations, changes, and/or to reschedule. 
  2. Client is offered one free no show, late cancellation, or late reschedules per year. 
  3. Client will be billed for any/all no shows, late cancellations, or late reschedules a charge of $50 for each occurrence (after not being charged for the first one) within a one-year period and for each subsequent occurrence. 
  4. After 3 no shows or late cancellations; the client will be billed $50 for each occurrence, may lose their preferred date and time (if they are on a regular schedule), possibly discharged from services, and will be required to pay a deposit equal to that of one session at the regular rate before booking another appointment. 
  5. If a client is later than 10 minutes to their appointment, the appointment will be considered a late cancellation, the appointment will be rescheduled, and the above applies. 
  6. Exceptions to this policy may be worked out with your therapist due to emergency situations, road conditions, or illness. Documentation may be requested. 

COVID Precautions

  1. Prior to In Person Sessions, both you and your therapist will complete a COVID screening. If either party is positive for symptoms, the appointment will be rescheduled or moved to Teletherapy if able. 
  2. If either you or your Therapist test positive for COVID, we ask for 5-10 days of isolation depending on vaccination status.  Appointment will be rescheduled or moved to Teletherapy if able.  
  3. We ask for as much notice of a positive test or symptoms as possible. Not providing notice of a test of symptoms and missing an appointment is considered an attendance violation. 
  4. All surfaces are sanitized before and after sessions between clients. 
  5. Masks are required for both you and your Therapist during your session even if you or your Therapist are vaccinated. 

Personal Comfort or Inability for Effective Treatment

  1.  We understand that not all personalities work well together and are committed to helping you find a therapist that is a good fit. If you would like to change to another therapist in our office or to another location, please let us know and we will do our best to assist you. 
  2. If for any reason your therapist does not feel that they can best meet your needs, they will assist you in finding another therapist in our office or at another location. 

Your Appointment (also called session)

  1. The first appointment will be an intake and assessment of needs. * This appointment takes 1 – 1.5 hours. 
  2. Subsequent appointments take 45-55 minutes unless pre-arranged between the therapist and the client. 
  3. During your appointment, your therapist may take notes. 
  4. You have the right to know what is in your file, but your therapist is the only one with direct access to your file. 
  5. Homework is generally assigned on a weekly basis. 

Financials

  1. As stated in the initial paperwork, it is the client’s responsibility to know their deductible and copay amounts. 
  2. Payments are due at the time of your appointment for all services rendered.
  3. Our billing is done through a third-party biller: Mid-Michigan Medical Management. 
  4. Payments can be paid at the office, online, or mailed to the address on your invoice. 
  5. We are able to bill most Michigan based insurance companies. IMPORTANT - In some instances, your insurance may not cover mental/behavioral health services or a specific therapist. It is up to the client to verify this information with their insurance company before their appointment by calling the number on the insurance card.
  6. In the event that there is an unpaid and/or overdue balance of $100, services may be interrupted until the balance is paid in full or a payment plan is worked out with your therapist.
  7. Any/all outstanding balances can and may be turned over to a collection agency. 

Fees Outside of Normal Therapy Session

  1. There are additional fees for any services rendered outside of regular therapy sessions. 
*Fees are calculated at a different rate for the following: court appearances and documents; meetings with, or documentation for, educators; meetings and/or reports for CPS, DHS, Probation, Parole, DOC, Social Security; STD and LTD; FMLA; Worker’s Compensation; and any/all additional services that may take time away from regularly scheduled therapy sessions. 

Office Closures

  1. The office is closed for all major holidays. 
          * Your therapist will contact you to reschedule within 24 hours.