Scheduling

Online Scheduling

For existing patients, all scheduling can be done online by using our online scheduling portal. Simply enter your therapist’s name to get to a screen where you will be asked to enter your User Name and Password. That will bring you to a portal where you can check available appointments, as well as schedule or cancel appointments.


Availability

For the convenience of our clients, each of our therapists schedules appointment times on different days of the week, during the morning, afternoon, and evening.  Again, this would depend on availability.  Also, most of our therapists see clients in more than one office location.  Please feel free to discuss with your therapist their availability to meet with you in our other office locations.  We will do our best to accommodate your needs, but please understand and be patient with our limitations here.


Prior to Your First Appointment

Before your first meeting, you will receive an email from your therapist with links to download the paperwork you will need to bring with you to your first session. Also, you will receive a username and password to allow you to log in to our patient portal where you will be able to enter insurance and demographic information, and background information as well.  We do ask clients to complete that information prior to your first meeting because we find it makes that first session more comfortable and more efficient.


Your First Appointment

Therapy services typically begin with what is called an "initial evaluation," which may last from one to three sessions.  Often in the first few sessions, your therapist may ask you to complete one or more psychological tests.  During this time, we sometimes find it helpful to contact your family physician or the person that referred you, when appropriate, to let them know that you are being seen and to coordinate treatment efforts.


Duration of Appointments 

Once psychotherapy has begun, your therapist will typically schedule, when possible, one 50-55-minute session per week at a time mutually agreed upon, although longer sessions may be arranged, and the frequency of sessions may vary, (more or less frequent) based on availability and need. 


The standard appointment time allows time for the therapist to record your visit, make necessary follow up contacts, and schedule future appointments.  At times 55 minutes is not long enough:  depending on the issues you are dealing with, and on the flexibility of your therapist’s schedule, often appointments can be for longer durations.  It is especially common that family sessions and couples or marital sessions may take longer as well.  Sessions longer than 45 minutes are coded for insurance purposes as “extended sessions” and are billed accordingly (see fees).


Psychological Testing

Psychoeducational and psychological evaluations typically involve considerably more time and are billed and scheduled accordingly, based on time.  Your therapist will make every effort to let you know how much time will be involved prior to beginning testing. 


Insurance Issues

All services offered by PHA are provided by licensed clinicians, so insurance coverage may be utilized when appropriate.  Please refer to our insurance tab for more information.


Before scheduling an appointment, it’s important to understand that there are scenarious where — even if you have insurance that covers mental health — the services still might not be eligible for coverage (your insurance company will not pay for those services). Again, refer to the insurance tab for more info!


Late Cancellations and Unkept Appointments

When an appointment has been scheduled, you will be expected to keep that appointment unless you let your therapist know ahead of time that you are unable to attend.  We have many clients who are wanting to be seen and are waiting to be contacted as we are notified of cancellations.  We will gladly do that for you as well.  As a courtesy to our clients, we ask that you give advanced notice of any appointments that you need to cancel, so that we have sufficient time to contact people to let them know of an opening.  If you do need to cancel an appointment, we ask that you notify your therapist no later than 10:00 am on the workday preceding your appointment, or you will be billed at full fee for that time (e.g., a cancellation for a Monday appointment would need to be called in by Friday at 10:00 am). Please be aware that your insurance company will not provide reimbursement to you for charges due to late cancellations or missed appointments.  


If your missed appointment or late cancellation is due to an emergency or circumstances beyond your control, such as severely inclement weather, we would certainly understand and you would not be charged.  Please let us know.