Mental Health Workbook

Financial Responsibility

Novus Vos Skills LLC participates with behavioral health insurance plans, and as a courtesy, we file claims with these companies for payment. If these claims are denied, you will be responsible for the total payment amount.

Novus Vos Skills LLC will attempt to verify insurance benefits before your appointment, but the total payment amount is due if we are unsuccessful. The verification of your insurance provides us with an estimation of the amount that is covered. This estimate is not a guarantee and may change your financial responsibility. You are responsible for deductibles, copayments, coinsurance, and any balances. To provide convenience for making payments, we accept cash, PayPal, most major credit cards, and debit cards.

Infectious Pathogens

Pathogens are harmful agents such as viruses and bacteria that can make you sick or feel ill. We encounter pathogens during our daily activities. Some individuals are more susceptible to infections due to health and hygiene practices. Here at Novus Vos Skills LLC, we strive to break the chain of infection by encouraging individuals to stay home if they are contagious and or capable of spreading pathogens to other participants or our clinical care team. We do not ask you to disclose your health history to other participants as this violates HIPAA. We encourage communication with our clinical team to reduce any risks of exposure to pathogens to others. Novus Vos Skills LLC will attempt to provide you with accommodation for missed individual or group therapy sessions.

Non-Sufficient Funds/Denied Credit Card Payments

You will be charged a $25.00 fee should a payment be returned for insufficient funds. The fee applies to payments made in office, mailed into our office, electronically via the Internet, or payments made by phone.

Refunds  

Refunds are issued for overpayments or duplicate payments made. Refunds are issued to the card used for payment. Our agency strives to initiate the refund process within 72 hours of a request, but the refund posting time may vary based on your financial institution. Please allow up to 5-7 business days to complete the refund. Refunds are not granted for dissatisfaction of services. If you are unhappy with treatment, please notify us within the first week of treatment. We understand that emergencies happen. Therefore, we will gladly refund any payment(s) for emergencies. Please check with the program manager for guidance and for a listing of emergencies.

Past Due Amounts

In the event your account becomes past due, and all efforts to collect payment have failed, your account may be referred to a collection agency. If you have an outstanding balance that persists after several attempts, you will be discharged from services.

Account Balances

Individuals may carry a balance no greater than $150. If a client balance exceeds this amount, we require a payment before the next booking. If you experience difficulty with payment, please contact a member of our billing department to assist with a payment plan. Individuals must submit payments using the patient portal online. Individual statements are available online through the patient portal. If you would like paper copies, please request them via email to info@novusvosskills.com.

Account Statements

Individual statements are generated and posted monthly to the online portal. Paper statements are made available only by request. Individuals will need to call 713-744-1243 or email us at info@novusvosskills.comto receive statements.

Missed Appointments

Repeated failure to call and cancel your scheduled appointment without the proper 24-hour notice, could result in your discharge as a patient from the Novus Vos Skills LLC. If you miss 2 appointments without notice, reoccurring appointment(s) will be canceled. 

Arriving After 15 Minutes

We ask as a courtesy to our team, that you communicate in advance if you know that you will be late. . If you are over 15 minutes late to your scheduled appointment without proper communication, your appointment may be cancelled, and a $25.00 fee may be added to your account.

Appointment Scheduling

Please be advised, as a courtesy, you will receive a reminder either by text, call or email to remind you of your appointment date and time. It is highly advised to download the patient portal to review or request appointments.   

If you are unable to keep a scheduled individual therapy session, you must notify the office within 24 hours of your scheduled appointment. If there is no communication with our clinical team, you will be charged for the missed session.  If you are over 15 minutes late for your scheduled individual therapy appointment without proper communication, the appointment may be cancelled, and a $25.00 fee may be added to your account.

Repeated failure to call and cancel your scheduled appointment without the proper 24-hour notice, could result in your discharge as a patient from Novus Vos Skills LLC.

We ask as a courtesy to our team, that you communicate in advance if you know that you will be late 

Group Therapy 

Consists of individuals meeting with peers with similar issues to explore and process together while being guided and facilitated by a therapist. Group sizes vary, but we strive to keep the environment therapeutic for everyone. Group rules are decided by the group facilitator (therapist) and group members. If you are unable to abide by the rules, this can result in discharge.

In Person Appointment Check-In

Please check in with the receptionist or check in through the portal. If your in-person appointment is scheduled outside of the normal receptionist hours of Monday through Friday from 9:00 AM to 5:00 PM, please call or text 713-744-1243 to be let into the building. Your therapist will meet you in the lobby and walk you back for your scheduled appointment. Individuals under 16 years of age will need supervision while waiting for their appointments.

Virtual Appointment 

Individuals must utilize supported browsers for sessions (Google Chrome, Mozilla Firefox, and Microsoft Edge) and ensure that their devices are equipped with cameras.  Individuals are encouraged to check in for their appointments to alert the provider and join the session once the provider has started the meeting. Failure to join the session after 15-minutes of the meeting will result in a no-show fee of $25.00. 

Release of Confidentiality 

Novus Vos Skills LLC will maintain confidentiality. However, confidentiality will break if there is any indication of harm to self or others. Novus Vos Skills LLC abides by all state and federal laws which provide guidelines for instances in which we must share information.

Higher Level of Care 

Our team will assess ongoing to identify the best treatment options for individuals. If any of our team members deem that a higher level of care is needed during our clinical assessments, we will take the necessary actions to initiate the process.

Documentation of Care  

Please be advised that psychotherapist notes may not be available upon request under 45 CFR 164.524(a)(1)(i) and 164.501.

Medical Records Request

Novus Vos Skills LLC will respond to medical records requests in a timely manner. Novus Vos Skills LLC will provide patients with electronic copies of medical records directly through the portal free of charge. Please be advised that psychotherapist notes may not be available upon request under 45 CFR 164.524(a)(1)(i) and 164.501.

Discharge/Termination Policy

Individuals will be discharged/terminated from treatment, if they are unable to follow the recommended treatment plan. Individuals can terminate services or discharge at any time. If a client, relative or family member cause or threatened physical harm to any of Novus Vos Skills LLC team members, this is immediate grounds for discharge/termination from services.

Individuals who are unwilling to comply with office rules when on the premises and have behaviors that are disruptive, objectionable, illegal or hazardous in the business center will be discharged from services.

Individuals in need of a higher level of care, will be referred based on guidelines and temporarily discharged from services. 

If Novus Vos Skills LLC is unsuccessful in reaching you after multiple attempts, this is immediate grounds for discharge/termination from service 

Privacy Policy

The privacy of our consumers is of utter importance to Novus Vos Skills LLC. The purpose of this policy is to outline how Novus Vos Skills LLC governs data collection and usage. For the purpose of this privacy policy, Novus Vos Skills LLC and NVS are referenced interchangeably. Novus Vos Skills LLC is a Mental Healthcare agency and is required by law to outline how protected health information also known as PHI is collected, stored, maintained, and disclosed.

Collection of Personal Information

In order to provide a better quality of service, Novus Vos Skills LLC may collect identifiable information that includes but not limited to: 

- First & Last Name

- Address (physical &/or email)

- Phone number (home, cell or work)

- Date of birth (DOB)

- Social security number

If you purchase services from Novus Vos Skills LLC, we collect billing and credit card information to complete purchase transaction.

If you utilize a third-party agency such as an insurance company, we collect information for verification and collection of reimbursement for services. 

We may collect information that is unique to you, such as :

- Age

- Race 

- Gender

- Pronouns

- Ethnicity

We do not collect any personal information about you unless you voluntarily provide it to us. However, you may be required to provide personal information to us when you elect to use services, which may include: 

(i) registering for an account;

(ii) signing up for offers

(iii) sending us an email

(iv) submitting your payment information when purchasing services. 

In clarification, we will use your information for, but not limited to, communicating with you in relation to services and or products you have requested from us. We may also gather additional personal or non-personal information for future usage.

Use of Personal Information

NOVUS VOS SKILLS LLC collects and uses your personal information to operate and deliver the services you requested. Novus Vos Skills may also use your personally identifiable information to inform you of other products of service available from us and/or our affiliates.

Sharing Information and Usage

Novus Vos Skills LLC takes necessary steps to abide by governing standards as outlined by 45 CFR.

Novus Vos Skills LLC and its affiliates work together collectively as a team to deliver best care. In an effort to provide high level treatment, we may disclose your PHI for treatment, operations, payment, legal and or judicial proceedings, public health, coroners, research and other uses which authorizations are not required by city, county, state and federal governments.  

Novus Vos Skills LLC does utilize health care clearinghouses to identify errors and aid with insurance processing. Novus Vos Skills LLC will share your PHI information with these agencies to ensure reimbursement of payment from insurance companies.

Novus Vos Skills LLC has partnerships with colleges, universities and training schools. Your PHI may be communicated with these entities as we do have students and interns on our team at times.

Novus Vos Skills LLC will share your information with your insurance company which includes, but not limited to diagnosis and treatment options.

Novus Vos Skills LLC may use or disclose your PHI to remind you of scheduled appointments. It is your right, and privilege, to request restrictions or limitations on the PHI we disclose. 

Novus Vos Skills LLC may disclose your personal information, without notice if required to do so by law or in the good faith believe that such action is necessary to:

(i) conform to the edicts of the law or comply with legal process served on Novus Vos Skills LLC 

(ii) protect and defend the rights or property of Novus Vos Skills LLC 

(iii) and/or act under exigent circumstances to protect the personal safety of users of Novus Vos Skills LLC and/or the public

Opting Out

It is your right, and privilege, to request restrictions or limitations on the PHI we disclose. If you exercise your right to opt-out of the disclosure of your personal information, we will refrain from disclosing your personal information, unless you subsequently provide express authorization for disclosure of your personal information. To opt-out of the disclosure of your personal information, please email a written notice to info@novusvosskills.com or call 713-744-1219 for additional instructions.