Billing & Insurance Help

We’re Here to Help

We know billing and insurance can feel overwhelming. Our goal is to make the process straightforward so you can focus on your care. Below are our key billing policies and answers to the most common questions people ask. If you don’t see what you need, contact us and our team will help.

A Note About This Page

This page is for general information only. It is not a secure form; do not share personal health, diagnosis, or insurance ID numbers here. Fill out this form or call the office to make your request.

Credit Card on File

To make visits easier, we require a secure credit card on file for all clients, including children and virtual sessions. Your card is charged at the end of each session. If a payment doesn’t go through, we’ll notify you right away so you can update your information and continue care without interruption.

Deductibles, Copays, and Coinsurance

We’ll verify your benefits before your first session whenever possible, but only your insurance company can provide final confirmation. Copayments, coinsurance, and deductible amounts are collected at or before your session so there are no surprises later. We encourage you to check your plan details, especially when your insurance year resets, to stay aware of any deductible balances.

Cancellations & No-Shows

We understand schedules can change. To avoid fees, you can:

We ask for at least 24 hours’ notice when canceling. Without that notice, a $50 fee is applied. Please note that emailing your clinician does not count as an official cancellation—we want to make sure you’re not charged unnecessarily.

Late Payments

To keep accounts current, payments should be completed within 24 hours of your session. If a balance remains after that time, a $30 late fee may be added. If you ever run into difficulty, our billing team is here to help you work out a solution.

Insurance Responsibility & Multiple Plans (Primary vs. Secondary)

We understand that insurance can be confusing, especially when families have more than one plan. “Primary” just means the plan that pays first, and “secondary” means the plan that may cover some of what’s left over. Sometimes it’s not obvious which plan is primary — for example, if a child is covered under both parents, or if you have insurance through both an employer and a spouse. To make things easier, simply provide us with both insurance cards (front and back) before your appointment, and our team will help sort out which plan is primary. This prevents delays and avoids surprise bills.

Insurance Changes Must Be Reported Right Away

If your insurance changes at any time, even if it’s just a new ID number, group number, or employer plan, please call the office and send a photo of the front and back of the new card immediately. This ensures claims go to the right place and prevents denied claims that could leave you responsible for the bill. Once the card is in our system, it’s your responsibility to confirm the information is accurate and current.

Annual Insurance Resubmission

Each year, we require clients to resubmit their insurance information (a new photo of the front and back of your card). Even if nothing has changed, this step helps us:

This annual check protects you from billing errors and interruptions in care. Think of it as a quick reset that saves you from headaches later.

Extra Billing FAQs

Balances may not update right away because insurance claims can take a few weeks to process. Once your insurance finishes, the portal will reflect your true responsibility.

If we’re in-network, your plan typically covers more of the cost. If we’re out-of-network, you may pay more up front and can often submit a superbill to your insurer for possible reimbursement.

Processing times vary by insurer but often take 2–6 weeks. Coordination-of-benefits (when two insurers are involved) can add time.

We’ll notify you if a claim is denied. Sometimes denials are fixable (like needing updated coordination of benefits). Ultimately, clients are responsible for denied balances, but we’ll help you understand next steps.

Yes — most HSA/FSA plans cover therapy. To make things easier, we ask for HSA/FSA or credit card information before your first visit so payments can be processed smoothly. This helps avoid interruptions in care and saves you from handling payments after each session.

It is our policy to have a card on file before your appointment. This ensures payments (copays, deductibles, or balances) can be collected without delay, helps avoid missed payments, and allows you to use HSA/FSA funds easily. Having your card set up ahead of time means you can focus on your care instead of paperwork at the front desk.

We may offer short-term arrangements in select cases. Email billing@alssaro.com to discuss options.

Call our office and provide a clear photo of the front and back of your insurance card. We’ll update your chart. After we obtain the card, you’re responsible for ensuring the info we received is correct.

A superbill is an itemized receipt you can submit to an out-of-network insurer to request reimbursement. Ask billing@alssaro.com if you need one.

Give us both. We’ll help determine which plan is primary. If we don’t have both, you may be billed directly and will need to coordinate reimbursement with your insurers.

Insurers may process parts of a claim at different times (copay vs. deductible vs. remaining allowed amount). When processing completes, your account will be updated and you’ll receive a final statement.

If you plan to use an EAP benefit, you must provide the EAP authorization number before your initial appointment. Without it, sessions will be billed through your commercial insurance plan instead. Please note:

It is your responsibility to provide EAP information in a timely manner.

Some EAPs cannot be applied retroactively to past sessions.

Providing your authorization up front ensures your sessions are billed correctly from the start.

Who to Contact

Billing Questions, Payment Arrangements, or Disputes:

Our billing team is here to help. contact us and we’ll be glad to assist.

Updating Insurance Information:

Please call the office directly when your insurance changes. To keep your coverage active and avoid billing delays, we’ll need updated insurance cards. You can do this by:

Keeping your insurance information current helps us make sure claims go through smoothly and saves you from unexpected charges.

Billing & Insurance help