Help Center

Thank you for trusting your care with us. Your card was charged as part of our policy in which we require a card on file and that one of these items were true:

• You had an appointment today and had an outstanding balance or copay.
• It is the 15th or 30th of the month and our autopay collected any outstanding balance.

Please take time to review our billing process below.

Ways to Pay Your Bill/Balance

You can make payments using the following methods:

1. Online Payments
   • Visit: RiverValleyBHWC.com/Pay-Online
2. Text or Email Link
   • Pay using the link provided in your text or email statement.
3. Phone Payments
   • Call: 952-746-7664 to pay over the phone.
4. Mail Payments
   • Send payment via mail with the pay stub attached to your statement.
5. Autopay
   • Payments are automatically collected on the day of your appointment and on the 15th & 30th of each month.

Important Information Regarding Your Account

• Payment Plan Statements
  If you are on a payment plan, you may still receive statements. These are for your records only and do not reflect any additional charges.
• Balance Changes
  Insurance companies may submit multiple claims on any given day. Your balance may change without notice and we encourage you to stay in contact with your insurance to plan accordingly.
• Insurance Responsibility
  It is your responsibility to know your “patient responsibility” amount for your appointment type and keep track of your visits. Your insurance provider must provide you with this information, we are allowed to.
• Postal Delays
  Please note that paper statements may be delayed by 5-10 days due to the US Postal Service, which may cause discrepancies in your balance.

Billing Process Overview

1. Scheduling & Intake
   • Schedule an intake appointment with a provider.
   • You may have two intake appointments to cover all necessary topics.
   • Complete all required paperwork before your first appointment; otherwise, the appointment may be canceled.
2. Payment Information
   • Credit Card on File: You are required to keep a credit card on file. This is necessary even if you do not expect to have a balance.
   • You are automatically enrolled in text and email statements unless you opt out. Paper statements are available upon request.
3. Appointment & Charges
   • On the day of your first appointment, we will charge your card for a copay, if your insurance requires one.
   • If you are a private pay client, the full amount is due before the appointment.
4. Insurance Claim Submission
   • After your appointment, your provider will submit the session details to your insurance.
   • Claim processing time: Typically 5-90 days, depending on your insurance company and plan.
5. Patient Responsibility
   • After processing, we receive the claim details, including the amount paid by insurance and your “patient responsibility”.
   • If you want to know how much you may owe, please contact your insurance provider directly. We are unable to discuss your benefits with you.
6. Balance Updates
   • Your balance may change without notice, especially if multiple claims are processed at once.
   • Once processed, the balance is due as services have already been provided.

How We Notify You About Your Balance

• Statements Sent Weekly
  • Every Monday at 6pm, our system automatically sends all types of statements to clients who have opted in for statements. Statements are sent if:
    • You have not received a statement in the last 14 days.
    • Your account is not in Pre-Collections Status.
    • Pre-Collections Status: Accounts with no payment for over 60 days.
• Statement Delays
  • Paper statements may be delayed 5-10 days due to USPS mail processing, which could lead to an inaccurate balance.
• Updated Balance Links
  • Any link you have previously received in a text or email statement can be used to check your most up-to-date balance.

Payment Plan Options

• If you would like to set up a payment plan, please contact the billing department. Once approved, your plan will include:
  • Monthly, bi-weekly, or weekly payments automatically collected using your card on file.

Client Responsibility

• Track your visits and stay informed of your “patient responsibility” for each appointment.
• It is your responsibility to contact your insurance provider to confirm the amount you owe for each session.

We appreciate your understanding of our billing process. If you have any questions, feel free to reach out to us. Thank you for being part of River Valley Behavioral Health & Wellness Center!

For more information, please reference our client service agreement guide:

RVBHWC Service Agreement Guide

Keeping scheduled appointments is important to preserve time for those who need their appointments. 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. Please ask your provider if telehealth options are available on short notice.

***REMEMBER***

•  A 24-hour notice is required to cancel appointments without charge. Saturdays, Sundays, and holidays are excluded. For a Monday appointment, call by Friday at the same time.
• The first 2 missed appointments (late cancel/no show) incur a $100 charge each for therapy or medication management.
• After the first 2 missed appointments, the full fee is charged (e.g., $250 for 60-minute therapy, $225 for 30-minute medication management).
• Clients under medical assistance are allowed 3 missed appointments per year; after that, they will be referred to other providers.
• Intake appointments (established clients) incur a $150 charge, and missed nurse visits incur a $25 charge.
• Fees must be paid before the next scheduled appointment or will be charged to the card on file on the 15th or 30th of the month.

To cancel an appointment:

Call: 952-746-7664
or
Email: mail@rivervalleybhwc.com

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

RVBHWC Service Agreement Guide

Paperwork must be submitted 24 hours prior to your scheduled intake appointment.  If the paperwork for intake appointments are not submitted 24 hours prior to your scheduled appointment, your appointment will be cancelled and you will need to reschedule.

Please navigate to the Client Forms page for instructions on how to setup your portal to fill out your forms. Printable forms are available upon request.

Insurance Coverage: What your insurance will pay for—this includes the types of treatments, therapies, and providers that your insurance plan will help pay for. Coverage doesn’t mean your insurance will pay for the entire cost of your care. It simply refers to what types of services your insurance will help pay for. You may still need to pay part of the cost, depending on your plan.

Benefits: The mental health services your insurance covers, like how many therapy sessions you can have or what type of treatments are included.

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 you (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.

Copay: A fixed amount you pay for a service. Example: $20 copay for a therapy session. You pay this amount at each visit.

Coinsurance: The percentage of the cost you pay after meeting your deductible. For example, if your insurance covers 80%, you pay the remaining 20%.

Deductible: The amount you must pay out-of-pocket for services before your insurance starts covering costs. For example, if your deductible is $500, you pay that amount before insurance kicks in.

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

In-Network: Providers (like therapists or doctors) that have agreements with your insurance, meaning they accept your plan and you pay less out-of-pocket.

Out-of-Network: Providers that don’t have agreements with your insurance. You may have to pay more for their services, or your insurance might not cover them at all.

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.

Client Responsibility: It’s your responsibility to understand your insurance plan and benefits.

• Contact your insurance company to find out what services are covered and what costs (copays, deductibles, coinsurance) you may owe.
• River Valley cannot legally explain your insurance benefits or predict your costs after your claim is processed.
• To know your exact costs, always check with your insurance provider directly.

We highly encourage all clients to contact their insurance companies and learn about their plan’s individual benefits. Here are some of the best questions to ask:

• 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?
• What is the “patient responsibility” amount of my latest mental health appointment code?

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.

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

There are several possible reasons why you may have an unexpected balance:

• Deductibles Reset: Many insurance plans reset deductibles at the beginning of the year, which could mean new out-of-pocket costs.
• Insurance Plan Changes: If your insurance plan changed—whether through your employer or another source—your coverage, copays, or deductibles may have been affected.
• Appointment Type & Coding: The type of appointment or services provided may have resulted in different billing codes, which we are required to follow based on state and federal guidelines.
• Claim Denial: Your insurance may have denied a claim for various reasons, such as lack of coverage for a specific service.
• Insurance Payment Reversal: In some cases, insurance companies initially pay a claim but later retract the payment, which can result in a balance.
• No-Show or Late Cancellation Fees: If you missed an appointment or canceled late, a fee may have been applied per our policy.
• Other Factors: There may be other reasons specific to your insurance policy.

Since we are not legally allowed to review your insurance benefits in detail, we recommend contacting your insurance provider for further clarification. If you need any assistance understanding your bill, we’re happy to help guide you through it!

Therapy Providers

• ATR-BC (Board Certified Art Therapist)
  A credential for art therapists who have met advanced competency requirements in using art therapy to support mental health and emotional well-being.

• CCTP (Certified Clinical Trauma Professional)
  A certification for professionals specializing in assessing and treating individuals dealing with trauma and post-traumatic stress disorder (PTSD).

• CEDS (Certified Eating Disorders Specialist)
  A credential for professionals with specialized training and expertise in diagnosing and treating eating disorders.

• IMH-E® (III) (Infant Mental Health Specialist)
  A designation for practitioners specializing in the mental health and development of infants and young children, including their relationships with caregivers.

• LADC (Licensed Alcohol and Drug Counselor)
  A license for professionals trained to assess, prevent, and treat substance use disorders and addiction.

• LAMFT (Licensed Associate Marriage and Family Therapist)
  A provisional license for therapists working under supervision while gaining experience required for full licensure as an LMFT.

• LCSW (Licensed Clinical Social Worker)
  A license for social workers who provide mental health services, including therapy and counseling, typically requiring advanced education and clinical training.

• LICSW (Licensed Independent Clinical Social Worker)
  A license for social workers qualified to practice independently, providing clinical services such as psychotherapy and mental health assessments.

• LGSW (Licensed Graduate Social Worker)
  A license for social workers with a master’s degree, often serving as an intermediate step before becoming independently licensed.

• LMFT (Licensed Marriage and Family Therapist)
  A license for professionals specializing in therapy for individuals, couples, and families to address relationship and mental health issues.

• LP (Licensed Psychologist)
  A license for psychologists qualified to assess, diagnose, and treat mental health disorders, typically requiring a doctoral degree and clinical training.

• LPCC (Licensed Professional Clinical Counselor)
  A license for counselors trained to provide mental health therapy and counseling, focusing on individuals, groups, or families.

• MA (Master of Arts)
  A graduate degree often focusing on fields like counseling, social work, or psychology, emphasizing theoretical knowledge and research.

• MEd (Master of Education)
  A graduate degree focusing on educational theory, practice, or counseling within school or academic settings.

• MDiv (Master of Divinity)
  A graduate degree for professionals pursuing careers in ministry, chaplaincy, or spiritual counseling, often including pastoral care training.

• MPH (Master of Public Health)
  A graduate degree for professionals specializing in public health practices, often including community health, policy, and prevention.

• MS (Master of Science)
  A graduate degree focusing on scientific or technical disciplines, often including fields like psychology, counseling, or social sciences.

• MSW (Master of Social Work)
  A graduate degree preparing individuals for advanced social work practice, including clinical roles and community services.

• PhD (Doctor of Philosophy)
  A doctoral degree awarded for advanced research and scholarship, often required for careers in academia, research, or clinical psychology.

• Psy.D. (Doctor of Psychology)
  A professional doctoral degree focusing on clinical practice and applied psychology rather than research.

Nursing Providers

• APRN (Advanced Practice Registered Nurse)
  A credential for registered nurses with advanced education and training, qualifying them to provide specialized healthcare services, including diagnosing and prescribing.

• CNP (Certified Nurse Practitioner)
  A certification for nurse practitioners who provide advanced clinical care, often specializing in areas like family medicine, pediatrics, or mental health.

• DNP (Doctor of Nursing Practice)
  A terminal degree in nursing practice, focusing on clinical expertise, healthcare leadership, and evidence-based practice.

• MSN (Master of Science in Nursing)
  A graduate degree preparing nurses for advanced practice roles, such as nurse practitioners, nurse educators, or healthcare administrators.

• PBN (Public Health Nurse)
  A designation for nurses specializing in community and public health, focusing on disease prevention, health education, and community wellness.

• PMHNP-BC (Board Certified Psychiatric Mental Health Nurse Practitioner)
  A certification for nurse practitioners specializing in mental health, qualified to diagnose and treat psychiatric disorders and provide therapy.

• RN (Registered Nurse)
  A foundational nursing license qualifying individuals to provide direct patient care, administer medications, and collaborate with healthcare teams.

• In your Updox Patient Portal
• In Adobe Fillable Forms: Annual Consent Form
• In-person at the clinic when you come check in for your first visit after the new year
• Print yourself to fill out and bring to your next appointment

If you do not have a client portal set up yet, please ask the front desk to send you an invite to do so!

Yes, you may request access to your personal medical records. However, please note that under HIPAA regulations, therapists have the right to deny access to psychotherapy notes for patients or their personal representatives. This policy differs from requesting notes specifically from a nurse practitioner.

If you choose to request your records, there are two retrieval options:

• Records can be sent to you via USPS Certified Mail.
• For mailed records, a fee will be applied based on the volume of records requested.
  • Under 20 pages = $5.00
  • 20-50 pages = $10.00
  • 50-100 = $15.00
  • 50+ = $20.00

You may also request to have your records sent via encrypted email. Before sending, a test email will be conducted to ensure secure delivery. There is no fee for records sent by email. Please allow up to 7 business days for the records to be delivered.

***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.***

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.

RVBHWC Good Faith Estimate

At River Valley, we strive to accommodate after-school hours as best as we can. However, due to high demand, provider availability during these times can be limited. While we make every effort to work with our clients and adjust schedules whenever possible, there may be instances where we are unable to meet every scheduling request. We understand that this can be challenging, and we truly appreciate your flexibility and patience as we navigate these constraints. Our goal is always to provide the best care and support while balancing the needs of all families.

• 90785 – Psychiatric Procedure, Interactive Complexity
• 90832 – Psychotherapy, 30 minutes
• 90834 – Psychotherapy, 45 minutes
• 90837 – Psychotherapy, 60 minutes
• 90839 – Psychotherapy for Crisis, 60 minutes
• 90846 – Family Therapy without the patient
• 90847 – Family Therapy with the patient
• 90853 – Group Therapy
• 90791 – Psychiatric Diagnostic Evaluation
• 90792 – Psychiatric Diagnostic Evaluation with Medical Services
• 99204-99205 – Office or Other Outpatient Visit (New Patient, High Complexity)
• 99211-99215 – Office or Other Outpatient Visit (Established Patient)
• 90833 – Psychotherapy, 30 minutes with E/M (Evaluation and Management)
• 90836 – Psychotherapy, 45 minutes with E/M (Evaluation and Management)
• 90838 – Psychotherapy, 60 minutes with E/M (Evaluation and Management)
• 99354 – Prolonged Service (with direct patient contact)
• 99417 – Prolonged Service with Direct Patient Contact
• 99422 – Online Digital Evaluation and Management (E/M) Service, 30 Minutes
• 99455 – Workplace Evaluation and Management (E/M) Service, with Report
• 96101 – Psychological Testing (by a Psychologist)
• 96130-96137 – Psychological or Neuropsychological Testing
• 96372 – nursing injection

• Initial Therapy Intake (2 sessions): $275 – $310 each (depends on age/complexity)
• Individual Psychotherapy: $175 (45 min) – $250 (60 min), extra charges for complexity
• Assessment/Testing: $225 per hour (includes materials, scoring, and reports)
• Group Therapy: $50 – $75 per 60-minute session
• Professional Consultation: $250 per 60 minutes
• Psychiatric Diagnostic Assessment: $300 – $615 (based on age/complexity)
• Psychiatric Medication Management: $150 – $300 (based on age/complexity)
• Brief Follow-Up (RN): $50

Phone Calls, Reports, Letters: $250 per hour (not insurance-covered)