Practice Policies

PRACTICE POLICIES

Therapy works best when expectations are clear and you have a sense of what to expect from our work together. This page offers a brief overview of key practice policies, including scheduling, cancellations, payment, and the distinction between therapy and consultation services.

More detailed information is provided in the informed consent and privacy forms you receive through the client portal before we begin working together. You are always welcome to ask questions, request clarification, or talk through any of these policies at any time

SERVICES

I offer both psychotherapy and consultation services:

Psychotherapy includes individual therapy and parent–child/family therapy.
Consultation services include caregiver and family guidance and professional consultation. These are considered non‑therapy services and are not eligible for insurance reimbursement; they are provided on a fee‑for‑service basis.

We will talk together about which service best fits your needs and clarify how it will be billed before we begin.

APPOINTMENTS & CANCELLATIONS

Therapy sessions are scheduled in advance and reserved specifically for you.

If you need to cancel or reschedule, please provide at least 24 hours’ notice so the time can be offered to another client. Appointments canceled, missed, or changed with less than 24 hours’ notice may be charged a late‑cancellation or no‑show fee.

If an unexpected emergency or sudden illness comes up, please contact me as soon as you reasonably can so we can discuss options.

INSURANCE & PAYMENT OPTIONS

IN-NETWORK INSURANCE

I am considered in-network with most Blue Cross and Blue Shield PPO, United Healthcare PPO, & Aetna PPO plans. We recommend calling your insurance provider in advance to confirm your behavioral/mental health benefits - specifically any copays, deductibles, or session limits. All in‑network claims are submitted on your behalf.

OUT-OF-NETWORK INSURANCE

Many clients choose to work with an out‑of‑network provider when they prefer more scheduling flexibility or their plan doesn’t include in‑network options. With this arrangement ,you pay for sessions directly and can then request reimbursement from your insurance company. To help with this process, I provide a monthly superbill with all the information your insurer needs for potential reimbursement.

Contact your insurance provider to ask about out-of-network coverage for behavioral/mental health services.

You can also visit Tips for Out-of-Network Insurance for guidance on how to check your benefits.

PRIVATE PAY

Private pay is available for clients who choose to pay directly for services without involving insurance. This option offers the most privacy, flexibility, and control over your treatment.

SLIDING SCALE

To help make therapy accessible, a limited number of reduced‑fee appointments are available based on financial need. Eligibility and availability can be discussed during a consultation.

GOOD FAITH ESTIMATE

In compliance with the No Surprises Act, clients who are not using insurance are entitled to a Good Faith Estimate of expected service costs before beginning therapy. This estimate will outline anticipated fees and duration, helping ensure transparency and prevent unexpected charges.

PRIVACY PRACTICES

NOTICE OF PRIVACY PRACTICES FOR PROTECTED HEALTH INFORMATION

Required by 45 CFR 164.520

(Effective February 16, 2026)

This Notice describes how FLOW Counseling and Guidance, PLLC ("we" or "our practice") may use and disclose your protected health information (PHI), your rights regarding that information, and our legal duties to protect your privacy. We follow the requirements of the HIPAA Privacy Rule (45 C.F.R. Part 164) and the Confidentiality of Substance Use Disorder Patient Records Rule (42 C.F.R. Part 2).

OUR RESPONSIBILITIES

We are required by law to keep your health information private and secure.
We will give you a copy of this Notice and follow it as long as you are receiving services with us.
We will promptly notify you if a breach occurs that may have compromised the privacy or security of your information.
We may update this Notice anytime; the current version will always be available on this website and in our office.

HOW WE MAY USE AND SHARE YOUR INFORMATION

Treatment: To coordinate and manage your care with other healthcare professionals involved in your treatment.
Payment: To obtain payment for services from your insurance plan or to provide you with documentation for reimbursement.
Health Care Operations: For practice management, quality improvement, supervision, or licensing activities.

We may also use or disclose your information if required by law—for example, for public‑health reporting, court orders, legal obligations, or emergencies to prevent serious harm.

SUBSTANCE USE DISORDER (SUD) RECORDS

If any of your records relate to substance use disorder diagnosis, treatment, or referral, those records are protected by federal law (42 C.F.R. Part 2). These records cannot be used or shared without your written consent unless a specific legal exception applies. SUD records generally cannot be used in civil, criminal, administrative, or legislative proceedings against you without your consent or a qualifying court order.

OTHER USES THAT REQUIRE YOUR WRITTEN PERMISSION

We will not use or disclose your information for marketing, sell your information, or share psychotherapy notes unless you give written authorization. You may revoke that authorization in writing at any time, except where we have already relied on it.

YOUR PRIVACY RIGHTS

Right to Access and Copy: You can see or get a copy of your record and request it electronically or on paper.
Right to Request Corrections: You may ask us to correct information if you believe it is inaccurate or incomplete.
Right to Request Restrictions: You can ask us to limit how your information is used or shared. We will comply if legally possible.
Right to Confidential Communications: You can ask us to contact you by a specific method (for example, by mail, phone, or email).
Right to an Accounting of Disclosures: You may request a list of certain disclosures of your PHI that were not for treatment, payment, or health care operations.
Right to a Copy of This Notice: You may request a copy anytime—even if you agreed to receive it electronically.

COMPLAINTS

If you believe your privacy rights have been violated, you may file a complaint with our privacy contact or with the U.S. Department of Health and Human Services (HHS), Office for Civil Rights. You will not be retaliated against for filing a complaint.

Privacy Officer:
Janessa Nikols, LCPC
FLOW Counseling and Guidance, PLLC
Email: jnikols@flowcounseling.net Phone: 312‑488‑9049

CONTACT AND UPDATES

If you have questions or would like more details about our privacy practices, please contact us using the information above. We will post any updates to this Notice on our website as required by law.

For more information about HIPAA and your privacy rights, visit:
https://www.hhs.gov/hipaa/index.html

Frequently Asked Questions about the Privacy Rule

Last updated: December 2025

GOOD FAITH ESTIMATE

Under the No Surprises Act, you have the right to receive a Good Faith Estimate (GFE) explaining how much your medical care will cost. This applies if you do not have insurance or do not plan to use insurance for your services.

A Good Faith Estimate is only an estimate of the items or services reasonably expected to be provided at the time the estimate is given. Actual charges may differ.

The estimate must include:

Your name and date of birth
A clear description of the primary service and, if applicable, the date it is scheduled
Itemized list of services and related costs, including those from other providers if applicable
Expected charges for each service
Name and location of each provider involved

You must receive the Good Faith Estimate in writing (paper or electronic) at least 1 business day before your scheduled service. You may also request an estimate before scheduling.

If you receive a bill that is at least $400 more than your Good Faith Estimate, you can initiate a dispute resolution process. Save a copy of your Good Faith Estimate and the bill for this process.

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