Clients

Clinic Updates

6/27/2024 - Clinic Closed on Fourth of July

In observance of Independence Day, our clinic will be closed on July 4th. This day commemorates the adoption of the Declaration of Independence on July 4, 1776, declaring the United States as a new nation independent from Great Britain. It is a day of national pride, celebration, and reflection on the freedoms and values that define the United States. We wish all our clients a safe and happy Fourth of July filled with festivities and joy. We will resume our normal business hours on July 5th.

2/29/2024 - Delays in Insurance Processing

We want to inform you that we've been made aware of an outage affecting multiple insurance companies, which unfortunately is causing delays in processing claims at this time. Please understand that this situation may lead to delays in determining your actual balance and could result in a lump balance once insurance claims are processed. We sincerely apologize for any inconvenience this may cause. Rest assured, we'll keep you updated on the resolution of this issue, which is beyond our control. Thank you for your patience and understanding.

2/1/2024 - Important Reminders

  • Everyone will be required to fill out the annual consent form.
  • Most insurance plan deductibles have reset on January 1, 2024. If you are on a deductible plan you will have a balance due beyond your copay until your deductible is met.
  • Your balance cannot exceed $250.
  • All clients are required to have a credit card on file. If you have a balance your card will be ran on the day of your appointment. In addition, all outstanding balances are ran on the 15th and 30th of every month. Having a credit card on file will:
    • Keep balances low
    • Allow our independent contractors get paid in a consistent manner
    • Give more time to our awesome billing and administrative staff to focus in other areas ultimately making your visit a better experience

6/26/2023 - River Valley in Waconia

Important Insurance Definitions to Know

Coordination of Benefits (COB) Denial: A denial from your insurance company or companies wanting you to contact them and complete a short questionnaire about coverage. To complete a coordination of benefits please contact your insurance company or companies to complete the coordination of benefits and then contact River Valley so that we may reprocess your claims. Failure to do so risks issues and making you responsible for all balances owed.

IMPORTANT: Please let us know if any of your insurance information has changed. Any delay in notifying us may result in the guarantor being responsible for the balance of each session.

Contractual Allowance: The difference between the amount charged for a service and the amount that is allowed for the service by the insurance company.

Co-Insurance/Copay or Co-Payment/Deductible: The amount owed by a patient after the insurance company pays its required amount. Client can have one of these or more than one on their plan.

Max Out of Pocket: The most a client pays for covered services within a plan year.

Credential: Not all providers are legally allowed to accept all insurances. They have to be credentialed with that insurance. If you change insurance, make sure your provider is credentialed with that insurance. If they are not, you will be responsible for the balance of each session.

Mental Health Coverage or Behavioral Health Services: Make sure your plan has coverage for the service(s) we are providing.

We highly encourage all clients to contact their insurance companies and learn about their plan's individual benefits.

Understanding Your Statements and Balances

Thank you for trusting your care with us. Your account at River Valley BHWC can be paid:

  • Over the phone by calling 952-746-7664
  • Online at RiverValleyBHWC.com/Pay-Online
  • By mail with the pay stub attached to your statement
  • Autopay collected on the day of your appointment or on the 15th & 30th of every month

If you are on a payment plan with us, you may still receive statements. These are just for your own records.

IMPORTANT: Insurance companies may send back multiple claims on any given day and your balance may change because of this at any time without notice. It is your responsibility to contact your insurance so you can plan accordingly. You need to know the "patient responsibility" amount of your appointment type and keep track of how many appointments you have attended. Paper statements are also delayed 5-10 days by the US Postal Service which may result in a balance change.

For more information, please review our service agreement guide.

Answers You Should Know
Ask your insurance:

  • What is the term for your benefits?
  • Which disorders fall under mental health?
  • What does it mean if your policy states that you have a set number of days of mental health insurance?

Good Faith Estimate

Beginning January 1, 2022, federal laws regulating client care have been updated to include the “No Surprises” Act. You have the right to receive a “Good Faith Estimate” explaining how much your medical care will cost. Under the law, healthcare providers need to give patients who don’t have insurance or who are not using insurance an estimate of the bill for medical items and services called a “Good Faith Estimate” (GFE) explaining how much your medical care will cost.

  • You have the right to receive a Good Faith Estimate for the total expected cost of any non-emergency items or services. This includes related costs like medical tests, prescription drugs, equipment, and hospital fees.
  • Make sure your health care provider gives you a Good Faith Estimate in writing at least 1 business day before your medical service or item. You can also ask your health care provider, and any other provider you choose, for a Good Faith Estimate before you schedule an item or service.
  • If you receive a bill that is at least $500 more than your Good Faith Estimate, you can dispute the bill.
  • Make sure to save a copy or picture of your Good Faith Estimate.

    For questions or more information about your right to a Good Faith Estimate, visit www.cms.gov/nosurprises or call 1-800-985-3059.

Clinic FAQ

Client's Guide to River Valley's Billing Process

This is a step by step guide on how we bill our client’s at River Valley. We created this to clarify our entire process and how it will affect you as a client here at River Valley. It is the client's responsibility to contact  your insurance to find out how much you may owe from each appointment.

  1. You schedule an intake with one of our providers. 
    1. You may have two intake appointments to cover all necessary topics.
    2. You are required to fill out all the required paperwork prior to the first appointment or it can be canceled.
    3. Putting a credit card on file is required even if you are not expected to have a balance.
    4. You are automatically signed up for text and email statements unless you tell the billing department otherwise. You may opt in to paper statements if you would like.

  2. On the day of your first appointment, your card on file will be charged for a copay if your insurance plan has one. If you are a private pay client, meaning, you are not using insurance for the appointments, the full amount will be due before your appointment.
  3. After your appointment, your provider will finish all the necessary paperwork and submit that session to your insurance. 
    1. The processing time for an insurance claim can vary significantly depending on your insurance company and plan. Typically, it takes anywhere from 5 to 90 days once the claim is received by the insurance company.
    2. Depending on what was covered in the session, your provider may bill different codes that charge different amounts. Intake appointments charge different from regular appointments, etc.

  4. Without any notice, we will receive the processed claim telling us the amount your insurance paid and the amount we are allowed to collect as the client’s responsibility if any. If you want to know how much it may be, you have to contact your insurance. We cannot legally go over your benefits with you, your insurance company has to.
    1. Sometimes insurance will process multiple claims at a time for the same client without any notice.

  5. At that time, the balance is due for the client since the service was already rendered.
  6. Here are the ways we attempt to let you know about your balance:
    1. Every Monday evening at 6pm, our system automatically sends out all three types of statements for each client that is opted in. However, they are only sent if:
      1. You haven’t received a statement in the last 15 days.
      2. You are not in “pre-collections status”. (If you haven’t made a payment in over 60 days , then you are in “pre-collections status”.)

        Note: Paper statements are delayed 5-10 days by the US Postal Service which may result in an inaccurate balance.

    2. Any link you have previously received in a text or email statement can be used to check your most up to date balance.
    3. We are not able to contact every client every time their balance changes.

  7. From here, you will have several options to pay your balance:
    1. Over the phone by calling 952-746-7664.
    2. Online at RiverValleyBHWC.com/Pay-Online
    3. Through a link provided in a text or email statement.
    4. By mail with the pay stub attached to your paper statement.
    5. Autopay collected on the day of your appointment or on the 15th & 30th of every month with your card on file. You are automatically enrolled in autopay since the service for those sessions has already been rendered.

  8. If you need to set up a payment plan, you need to contact our billing department. If approved, a monthly, bi-weekly, or weekly amount will be automatically collected using your card on file.
  9. It is the client’s responsibility to know the "patient responsibility" amount of your appointment type and keep track of how many appointments you have attended.

Why Do I Need To Arrive Early For My First Session With My Provider?

There are forms to be completed for therapy and medication appointments separately. If you would like to complete paperwork at the office, please arrive 30 minutes prior to your appointment. If you would like to download intake forms from our website, please complete them, bring them to your appointment, and arrive 10 minutes prior to your appointment.

I Know There Is A 24-Hour Cancellation Policy, But What If I’m Not Feeling Well? Will I Be Charged?

Keeping scheduled appointments is important to preserve time for those who need it.  As a result of the many reasons for late cancellations (less than 24 hours in advance, not including Saturdays, Sundays, and Holidays), we have identified only two exceptions to the policy:

  1. Closing of the school district due to weather in your district and/or in Savage/Prior Lake district.
  2. Hospital admission for any medical reason.

If either of these conditions are present, no fee will be charged.  For any other reason, including unexpected illness, the aforementioned cancellation fee will be applied.

To read the full Cancellation Policy, please reference our client service agreement guide:

How Are Assessments Scheduled And Billed?

Assessments are unique to the individual. We schedule a 60-minute intake session for all assessments to evaluate current symptoms, functioning, and  needs for testing.  At the end of that session, a plan for psychological testing will be developed.  Insurance varies regarding coverage for assessments.  Preauthorization for testing will be completed by the provider prior to testing.  If testing is not approved, we will discuss with you the client financial responsibility. Court-Ordered evaluations may or may not be covered by insurance, depending on the plan.

Can I See A Medication Provider If I Receive Therapy Services At Another Clinic?

Yes, research shows that therapy coupled with a tailored medication plan is effective for managing symptoms. With client consent, our providers collaborate with outside providers to provide the best possible care.

This Is My First Mental Health Appointment. Do I Schedule For Therapy or Medications?

We suggest you schedule an intake appointment with a trained therapist first, who will conduct a comprehensive intake tailored to the your individual needs.

What Types Of Insurance/Payment Options Are Covered And Available?

Payment is to be made at the time services are rendered. Here is our list of accepted in-network insurance and payment options:

  • Blue Cross/Blue Shield
  • Health Partners
  • Cigna
  • Preferred One
  • United Health Care/Medica/UBH
  • SelectCare
  • Medicare
  • MA/Medicaid
  • Tricare/Triwest
  • Behavioral Health Systems
  • Health Savings Accounts (HSA)
  • Private Pay
  • Sliding Fees
  • South Country Health Alliance
  • Other medical insurances out-of-network

    You may need to obtain prior authorization to obtain your reimbursement. Be sure to check your individual insurance plan and "Know Your Definitions" for additional coverage information.

Can I Personally Request My Medical Records From My Therapist and Nurse Practitioner? Will I be Charged for The Records?

Yes, you may request your personal medical records but be advised that under HIPAA, a therapist may deny a patient or their personal representative access to psychotherapy notes. This is different than if you requested your notes specifically from your nurse practitioner. If you do request you records, you have two options for retrieval. You may have the records sent to you through USPS Certified Mail. For mailing the records there is a fee based on the amount of records:

Under 20 pages = $5.00

20-50 pages = $10.00

50-100 = $15.00

50+ = $20.00

You may also request that the records get sent you through and encrypted email. A test on the email will need to be run prior to sending the records. There is no fee for records sent through email. Please allow up to 7 business days for delivery of records.

***It is RVBHWC policy to have all records requests in writing by filling out a Release of Information (ROI), even if the request is the client for their own record.***

River Valley's "Cue to be Well"

River Valley's "Cue to Be Well" is a free monthly newsletter, curated by psychologists and other wellness professionals, containing wellness strategies, healthy recipes, clinic updates, special offers, and the like. We appreciate everyone here in this exclusive circle and would like to give back in any way we can.

Check out the archive to enjoy wellness strategies and recipes right now!

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