HVCC Telehealth Services Policy
As of January 1st, 2026 any client wishing to engage with or remain utilizing Telehealth (virtual) services at HVCC must have the following on file in their ClinicTracker charts:
A signed Financial Agreement form with Telehealth portion filled out
An active credit card/debit card
Additionally, clients engaging in Telehealth may not accrue a balance of more than their patient responsibility for one session. If a copay (or other patient responsibility) is not collected at time of service or before the next scheduled appointment, that client will be ineligible to schedule another Telehealth session until the balance issue is resolved.
Clients will be notified of this change via posting at the front desk, via telephone call or text message prior to Jan 1st, 2026. If the Financial Agreement and card on file are not present by this date, the client will be ineligible for future Telehealth appointments until resolved.
Clients are expected to notify HVCC of any change in insurance coverage as soon as possible so that their patient responsibility portion (if any) is accurate and up to date.
Copay (or other predetermined patient responsibility) will be automatically charged to the client’s card on file at the end of the Telehealth session. If the charge does not go through (payment denied, insufficient funds, etc.) client will be contacted to attempt to complete the charge and update the card on file if needed. If the client is not reachable, they will have until the following scheduled appointment to provide an alternative method of payment, otherwise they will be ineligible to schedule another Telehealth appointment.
If a client's patient responsibility changes for any reason (change in insurance, loss of insurance, etc.), HVCC will make its best effort to contact the client and inform them of the change, however the client is still responsible for any fees owed.
Clients have the right to dispute charges and must do so in writing to the address listed for HVCC in the Terms and Conditions section of the HVCC Intake Packet within 30 days of the disputed charge. We reserve the right to deny any changes requested for charges incurred by the client or on behalf of the client.
Clients must keep a signed Financial Agreement and card on file for the entirety of their usage of Telehealth services. If at any time a client redacts agreement or saved card, they will be ineligible for Telehealth services.
Cancellation:
It is the policy of HVCC that all clients seen at this agency call and notify us at least twenty-four (24) hours in advance if they intend to cancel their scheduled appointment. Failure to give a 24 hour notice will result in the client being charged a $25.00 fee for the missed appointment. This fee, along with any regular fees, must be paid the next time the client comes to HVCC for counseling.
Ability to Perform Telehealth Services:
Access to Telehealth services may be redacted If two consecutive Telehealth appointments are unable to be completed for the following (but not limited to) reasons: Unstable internet connection, inability to utilize video or audio function, breach of safety or privacy agreement, or otherwise unable to maintain the Telehealth online session for the entirety of the session. Clients may opt to come in-office to use HVCC equipment to conduct a Telehealth session if applicable.
HVCC Client Financial Responsibility
Payment for services received at HVCC is due immediately following time of service, including but not limited to any copayment, deductible fees, or Self-Payment fees due based on current insurance held by client/guarantor, or lack of insurance. Clients are required to update HVCC if they are made aware of any insurance changes. Payments will be accepted in the form of cash, check, or debit/credit card.
Non-payment:
In cases where the client is unable to pay fees owed at time of service, the client will have until their next appt date to make arrangements with the HVCC billing department for payment plan, or make original payment. After two (2) appointments that payment is not made, the client may not reschedule any further appointments and may be at risk of suspension or termination of services if payment is not collected or payment arrangement is not made.
Telemed Services:
If you plan to, or currently engage in Telemed services HVCC requires a Credit/Debit Card on file to charge for services on the date of service rendered if no manual payment by client is made. Please fill out the form below: