Counseling Associates of VA | Manassas, Virginia

Frequently Asked Questions

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+ How do I set an appointment?

Each therapist maintains his or her own schedule. In order to set an appointment, you should contact the provider directly at our main telephone number: 703-330-5155.

+ How long are appointments?

Appointments generally begin at the top of an hour and last for approximately 45 minutes.

+ How often will I meet with my therapist?

Every patient is assessed on an individual basis. Initially patients generally will meet with their therapist on a weekly basis. In order to provide therapeutic consistency and to allow patients to best plan their own schedules, most appointments are set in a "home slot." A home slot is a recurring appointment at the same time on a weekly basis.

+ What is you protocol for emergencies?

We are answered 24 hours a day, 7 days a week by an answering service. The service is able to reach your therapist or someone who is on call at all times for emergencies. Only in extreme instanaces will you perhaps be referred to call 911 or immediately go to your closest emergency room.

+ What happens should I require medication?

We provide the therapy portion of your treatment. Most insurance companies require that you go to an in-network provider should medication be part of your treatment. Your therapist will help you to coordinate how to make that occur and help you to best utilize your insurance benefits in the most cost effective way for you.

+ How much is my co-payment?

We have no say in how much your co-payment is. Your co-payment is always established by your insurance policy.

+ How will I know what is covered by my insurance and what my co-payment will be?

Our office manager will usually have contacted your insurance company prior to your first visit in order to let you know what your co-pay is and your insurance benefits. She will also let you know if a preauthorization is required before your initial visit.

+ Will you bill my insurance company?

Yes. Our office will bill your insurance company after you have paid your co-payment as defined by your insurance company.

+ What if I have multiple insurance plans?

We only bill primary insurance companies. After we have done so, your primary insurance company will send you an "Explination of Benefits" (EOB) statement which you then submit to your secondary insurance for direct reimbursement to you.

+ Do you have sliding scale fees?

Most of our patients carry and utilize their insurance. Virginia law dictates that we must charge the contract rate for our services or a defined set amount for self-pay patients, ($125 for first time visit and $95 for sessions thereafter). By law we can not slide our rates for others.

+ Do you participate with all insurances?

We do not accept Medicaid or Medicare. We are providers for most other insurance companies. To look at our most utilized insurances, please check our Insurance and Billing page which also provides links to many of the companies with whom we do business. While our most commonly utilized insurance companies are listed, there may be others which our office manager will be able to track for you.

+ What happens if I miss a visit?

A 24 hour cancellation is required for a missed visit. Should you not give adequate notice, you, and not your insurance company, will be charged our standard rate of $50.00

+ How confidential are our sessions?

Confidentiality is extremely important for all of us. With only a few exceptions, and unless there is a written release, you are the only one with access to your medical record.

+ What are the exceptions for confidentiality?

There are several legally binding rules for record release:

If you pose an eminent risk to harming yourself or others confidentiality may not apply.
If our office receives a "subpoena deuces tecum" from an attorney or a clerk of the court, we are required by law to seal the records and send them to the judge who is hearing the case, and the judge will make the decision if the records will be released. Your attorney will always be notified should this happen so he or she can file for a motion to "quash" the subpoena for records.
If the patient of record is under the age of 13, parents have a right to the medical record. Conversely, if the patient of record is over the age of 13, the parents do not have a right to the record without the signed release of the patient, regardless of who holds the insurance policy.
We are required by law to report any child abuse or suspected child abuse to the proper authorities.

+ Do you testify in court?

Rarely do we testify in court as this leave you open to disclosure from us regarding information which may not always be interpreted as in your best interest. Should we be subpoenaed to testify, our expert witness fee is $250 per hour beginning when we leave our office and until we return to conduct business.

+ How long are records kept?

Records are kept for seven (7) years or as required by law. At the end of that time they are shredded and destroyed. Upon request, you may take responsibility for your records after we have closed your file. Please speak with our office manager or your therapist to make arrangements.