Frequently Asked Questions
We have answers.
Intake & Referral Questions
My child needs help now -- I don't have time to fill out the form. Can I call to schedule an appointment ASAP?
If you are having a mental health emergency, please call 911 and/or take your child to the nearest emergency room.
The Children’s Program is not a clinic for patients with urgent care needs, or patients who have recently been discharged from in-patient mental health treatment centers. We require a completed online intake inquiry for all patients seeking services to determine if we are the appropriate providers for your family at this time.
Appointment availability for first-time clients varies seasonally from clinician to clinician. During your intake phone conversation, we will always offer you the soonest available appointment times. We do not maintain a cancellation list for new clients.
Can I request services for more than one child at a time?
Please do not fill out the intake form for more than one child at a time.
If you are new to the Children’s Program, our policy is to begin service for one child in your family at a time. We are happy to provide more information about this policy on your intake phone call.
After that child’s relationship with a provider in our clinic has been established, you may begin the intake process for another child within your household.
Another healthcare provider sent you referral paperwork. Do I still need to fill out the intake form?
Yes.
Due to the volume of inquiries and referrals we receive, we operate on a passive referral system.
ALL first-time or inactive clients (clients who have not attended any appointments in our clinic within the last six months) must fill out an online intake inquiry.
Please note that the Children’s Program does NOT require a referral in order to schedule; however, your insurance company may require one in order to cover our services. Please contact your insurance company directly with any questions about this.
My family has received treatment or enrolled in a class/group at the Children's Program in the past. Do I need to fill out the intake form?
Yes, you need to fill out the online intake form if any of the following apply to the child for whom you are seeking an appointment:
- This child has never received services at our clinic before (this includes siblings of children who are current patients);
- This child’s last appointment in our clinic was more than 6 months ago;
- You would like to schedule this child with a new provider within our clinic;
- This child’s last appointment with the requested provider was more than 6 months ago.
No, you do not need to fill out the intake form if the child for whom you are seeking an appointment:
- Has attended an appointment at the Children’s Program within the last 6 months (please call the front desk at (503) 452-8002 during business hours and press 2 to schedule).
- Has received a referral from a clinician within our practice for further services (your clinician will submit the referral to clinic staff, we will determine if your insurance requires preauthorization for this service and request it if necessary, and we will reach out when your referral is ready for scheduling).
I know that I want a psychological evaluation for my child. Is the intake process the same?
Yes. Even if you have a referral from a healthcare provider, we still want to speak with you in order to ensure that we can provide the best and most appropriate service for you.
Please note that health insurance companies do NOT cover any costs for testing related to strictly academic or learning concerns (e.g., dyslexia, dysgraphia, other learning disabilities). If you are seeking this type of evaluation for your child, please still fill out an online intake inquiry, and we will provide you with cost estimates during your intake phone call.
Why do we have to schedule a parents-only consultation before I bring my child in?
Yes. Even if you have a referral from a healthcare provider, we still want to speak with you in order to ensure that we can provide the best and most appropriate service for you.
Please note that health insurance companies do NOT cover any costs for testing related to strictly academic or learning concerns (e.g., dyslexia, dysgraphia, other learning disabilities). If you are seeking this type of evaluation for your child, please still fill out an online intake inquiry, and we will provide you with cost estimates during your intake phone call.
I am divorced/separated. Does the child's other parent need to attend the initial consultation?
Yes.
If your child has any visitation with a parent who is no longer a member of your household, the Children’s Program requires said parent to attend an initial consultation. Both parents are also required to attend the first appointment any time you see a new provider within our clinic. Please note that this policy applies even if one parent has full legal custody of the child. The online intake inquiry form provides you with the opportunity to disclose further information about your individual situation to help us determine if this policy applies to you.
We do not begin services for families who are currently engaged in legal proceedings (e.g., divorce, custody arrangements, parenting plans, application for guardianship, open DHS case). We are happy to work with your family after all pending legal proceedings have been finalized.
I am the parent of a current client. My child's clinician referred me to a provider within the Children's Program for adult counseling/parent coaching. Do I need to fill out the intake form?
Billing Questions
Do you accept my insurance?
Please consult our insurance carriers list. If an insurance carrier is not listed, we are out-of-network and do not bill that insurance.
How much will my appointments cost?
Please call your insurance carrier to ask about your plan’s mental health benefits and coverage. Although we collect your insurance information at the time of intake, we do not check your benefits until a few business days before your appointment.
If I did not attend my appointment, why am I being charged?
You may cancel a scheduled therapy or consultation appointment at no charge with as little as 2 business days’ notice. If you cancel with less than two business days’ notice, you will be assessed a fee of up to 100% of the appointment cost. Cancellations left on voicemail or emailed after business hours will be considered received as of the next business day.
Our cancellation policy reflects an increasing trend of appointment cancellations on short notice. While we realize emergencies and other scheduling conflicts are sometimes unavoidable, our cancellation policy is designed to respect both your clinician’s time and the scheduling needs of other families.