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Isabel Vee Counseling (IVC) Accounts and Log-in Information Google Email: admin@isabelvee.com, PW: #1IVeeCboss2024 **I worked on your signature already RingCentral. ● This is the app I use for my business phone number. I use this to send texts and get phone calls and voicemails. ● I have already made an account for you. ● Go to app.ringcentral.com email log-in is admin@isabelvee.com, ● password is #1IVCounsel24 ● Your direct phone number is (682) 282-3030. When you send a text to a patient, you can go ahead and text from this number. WHen I text, it is from the main number which is 682-200-9914 ● When you make outbound calls, it will go out from 682-200-9914 ● If you leave a patient a VM, you can give them your direct number ● You can go ahead and create your VM greeting or leave it as the default. ● You can feel free to download the desktop and mobile phone apps as well. That way you can use your phone and/or computer to text patients. JotForm: This is where I have intake forms, counseling request forms, etc Jotform.com, Username: admin@isabelvee.com, PW: #1IVeeCounsel23 My Website: account.godaddy.com Username: info@isabelvee.com PW: #1IVeeCboss23 **To edit website you go to “my products” and then click on the Isabel Vee Counseling website and click to edit. Canva: Log in through Google and use the info@isabelvee.com account

Insurance Verifications Headway: I use the Headway portal primarily for my BCBS clients. I take their demographic and insurance information from the Jotform account. Headway is also where a client will need to pay their copay. So I explain to them that Headway is my “biller.” Log-in: https://sigmund.headway.co/auth/login Username: admin@isabelvee.com PW: #1IVeeCounsel23 Alma: I use Alma for all non-BCBS clients. Alma doesn’t accept BCBS right now, but they have a higher reimbursement rate than Headway and they pay weekly, so I prefer Alma. Their insurance verification isn’t as instant as Headway’s sometimes, though. I use Alma for Cigna, Optum (United, UMR, Allsavers, etc), and Aetna Log-in: https://secure.helloalma.com/login/?next=/ Username: admin@isabelvee.com PW: #1IVeeCounsel23 NOTES: If I enter insurance into Alma and it states that they need to verify, I then sometimes use Headway to check their insurance. FOR BOTH platforms, you just have to click on “Client” and then “Add client” and enter their information. Alma needs more information to run insurance like their address and group number. Headway doesn’t require their address and sometimes you don’t need the group number either. Sometimes I’m not getting anything from either Headway or Alma so then I go and check if I have something wrong or missing from their demographic information. There is a way to check someone’s insurance with only their name, DOB and insurance company. I use Availity, Office Ally and other websites. NOTE: For both Alma and Headway, when you are entering their information it will ask if you want to send them assessment forms… PLEASE SKIP this part as I normally am just checking insurance and don’t want them to receive this. AVAILITY: This is the website that is best to check verifications for BCBS and Aetna. It would be under “Eligibility and Benefits* I have already sent over an invitation so you have access.

Office Ally log-in: https://auth.officeally.com/u/login?state=hKFo2SBhemVKNGFZanl5RHBzSzg2Slk4Y0VEcWthNGZGR0t4VKFur3VuaXZlcnNhbC1sb2dpbqN0aWTZIE1qRHM2ZE4tY2s1bW9NR05iX0x0dzd2bGZUREx4a0Fao2NpZNkgOU0xUExWSkpIU0RZVzdwdTFiUWQ0NXhPQUNycmplTGk Username: Isabel-Vee PW: #1Godsgirl2024 **Once in, click on “eligibility and benefits.” When it asks for Payer, that is the insurance company. **I will add more information later

Appointment Request Inquiries When someone submits an appointment request form, I would like for us to email them to inform them that there is a wait list. Also review any issues or missing information, such as if they state they are cash pay (don’t have insurance). Go ahead and let them know of my private pay rate. Below are some suggested emails determined by their information on the request form. ****If I have already emailed them before, please introduce yourself to them and let them know that you are the new Administrative Assistant. Insurance client who would like a phone consultation Hi {Client name}! I received your appointment request form and wanted to follow-up. I checked your insurance benefits for counseling and it appears you have a $30 copay per session. At this time there is a small wait list for services. We anticipate that we won’t be able to schedule an appointment for another 3-4 weeks. However, I saw that you would like to schedule a free 15-minute phone consultation. If you are okay with being on the waitlist, but would like to schedule a phone consultation with Isabel, please let me know what your schedule is like and I can arrange for a phone consultation within the next week or so. If you would rather not have a phone consultation at this time, but would like to remain on the waiting list, please confirm this. Let me know if you have any questions! Insurance client who does not want a consultation Hi {Client name}! I received your appointment request form and wanted to follow-up. I checked your insurance benefits for counseling and it appears you have a $35 copay per session. I also saw that you prefer to set up an appointment and bypass the free 15-minute phone consultation. At this time there is a small wait list for services. We anticipate that we won’t be able to schedule an appointment for another 3-4 weeks. If this works for you, please let me know so I can include you on the waiting list. Let me know if you have any questions! Cash pay client Hi {Client name}! I am following up on your counseling appointment request. I see that you are interested in private cash pay. My cash pay rate is $120. At this time there is a small wait list for services. We anticipate that we won’t be able to schedule an appointment for another 3-4 weeks. If this works for you, please let me know so I can include you on the waiting list.

Let me know if you have any questions! Insurance we don’t accept Hi {Client name}! We received your Counseling appointment request. Thank you for completing that! I noticed that you have TriCare which I don't accept. In fact, I don't believe TriCare is accepting new behavioral health providers on their insurance plans, so I couldn't even attempt to credential with them right now. My cash pay rate is $120/session. If that works for you, I would love to set up a free 15-minute phone consultation! What is your availability next week? Psychology Today/LatinX/Good Therapy Inquiries: Hi {Client Name}!! Thank you for reaching out. At this time there is a small wait list for services. We anticipate that we won’t be able to schedule an appointment for another 3-4 weeks. However, a free 15-minute phone consultation can be scheduled sooner if you would like to talk with Isabel prior to being put on our waiting list. You can also choose to not have a consultation at this time and just be put on the waiting list. To continue the process, can you complete our appointment request form so that we can gather necessary information? Please include your insurance information so that we can verify benefits. Once you complete the form, we will reach back out to you regarding next steps. The form can be found at: https://form.jotform.com/230998289524169 Let me know if you have any questions!

Templates for the Initial Appointment E-mail This email is sent to the client once an appointment has been arranged. This is the last step, after registering the client on Simple Practice and Alma/Headway (if needed). This email helps clients get ALL the information they need to prepare for their first appointment. For client that we’re using ALMA and doing in-person sessions Subject: ***Initial Counseling Appointment** Hi {client name}! This is an introductory email to prepare for your first session. **There is a lot of information, but please read it thoroughly.** 1). For billing purposes, I use a company called ALMA. You should have received an email from ALMA. According to ALMA, you have a $20 copay per session. You would make this payment on the ALMA portal by storing your card. It is best to store your card on autopay so that these $20 fees don't add up. 2). I use a portal called "Simple Practice" to store my chart records/notes. This is also where my consent forms are stored. I sent you an email to complete these forms. These are very important as I can't start unless these are signed. You will also receive appointment reminders from there as well. 3). I charge $50 for late cancellations (cancel/reschedule less than 24 hours notice) or no-shows. I do make exceptions for emergencies or illness; just try to communicate with me. You may text or email me if you need to cancel or reschedule. 4). I require every new client to complete an Intake form. This form is very thorough and helps me obtain the necessary information I need. **Please complete the Intake Form before your first appointment! ** Link for my intake form: https://form.jotform.com/223394632903053 4). Session Times: Sessions are typically 45-60 mins. As a therapist committed to providing the best possible care, I make every effort to ensure our sessions start and end on time. However, due to the nature of my schedule and the commitment to each client, there may be instances where I am running a few minutes behind (up to 15 minutes). I do my best to communicate via text or email if I am running behind. Rest assured that you will still get your full session.

5). Lastly, I want to provide some detailed directions to my office. ○ There is only ONE entrance, and that is in the front of the building facing Abram St. There are two parking lots located on the east and west of the building. You can use any parking lot/space. ● ○ When you park, you may notice side doors, but those are not for clients. I say this to save you the trouble of finding out the hard way lol ● ○ After 5pm and on Saturdays the front door is typically locked. The code to enter is #71111. Please do not share this code with anyone. ● ○ When you enter the building, you will see a stairwell directly in front of you, towards the center of the building. Take the stairwell to the second floor and make an immediate right once you get to the top of the stairs. Please note there is no elevator in the building. ● ○ You will see a gold directory and a sign stating "Executive Suites" at the end of the hallway. Make a left to walk a few steps until you see a waiting area to your immediate right. There are sitting chairs and a couch in the waiting room. ● ○ You can then wait for me in the waiting room. I will be finishing another session, so I will get to you once I am done. ● ○ You can feel free to send me a text when you arrive. My number is 682-200-9914. See you on Thursday 03/28/24 at 5:00 pm! Let me know if you have any questions! For client using Telehealth and Alma (can also use for Headway) This is an introductory email to prepare for your first session. **There is a lot of information, but please read it thoroughly.**

1). BILLING: For billing purposes, I use a company called Headway. You should have received emails from Headway. According to Headway, you have a $40 copay per session. The payment will be automatically deducted from the card on file once I submit the claim. The payment is typically charged overnight. **YOU must enter a card on Headway to pay for the copay, before your first appointment** 2). I use a portal called "Simple Practice" to store my chart records/notes. This is also where my consent forms are stored. I sent you an email to complete these forms. These are very important as I can't start unless these are signed. You will also receive appointment reminders from there as well. ***I require a debit/credit card on file on Simple Practice in the event of a late cancellation or no-show. I charge $50 for late cancellations (cancel/reschedule less than 24 hours notice) or no-shows. I do make exceptions for emergencies or illness; just try to communicate with me. You may text or email me if you need to cancel or reschedule. 3). I require every new client to complete an Intake form. This form is very thorough as I ask a lot of questions. You can choose how detailed you want to be. If you don't want to add a lot of information, that is fine too, just try to summarize. I will be the only one reading it. **Please complete the Intake Form before your first appointment! ** Link for intake form: https://form.jotform.com/223394632903053 4). Session Times: Sessions are typically 50-60 mins. As a therapist committed to providing the best possible care, I make every effort to ensure our sessions start and end on time. However, due to the nature of my schedule and the commitment to each client, there may be instances where I am running a few minutes behind (up to 15 minutes). I do my best to communicate via text or email if I am running behind. Rest assured that you will still get your full session. 5). To access the video session, just click on this link: https://doxy.me/isabellcsw You don't have to download anything; you can use your phone or tablet and it will use your preferred browser. This link will always remain the same, so I recommend bookmarking it. The link will also be provided in the text and email appointment reminders. It is essential that you have complete privacy during your session. If there will be any privacy concerns, please let me know so I can be mindful of what I say. Confidentiality is of the utmost importance to me.

You may log on from anywhere in the state of Texas. If you happen to be out of state because of a vacation or trip, please let me know, as we will need to reschedule. I can only see clients when they are physically located in the state I am licensed in, which is Texas. See you on Saturday 03/23/24 at 10:00 am! Let me know if you have any questions! Another Headway Example: I am only pasting the billing portion because the rest of the email above **There is a lot of information, but please read it thoroughly.** 1). BILLING: For billing purposes, I use a company called Headway. You should have received emails from Headway. According to Headway, you have a $30 copay per session, and it will be automatically deducted from the card on file once I submit the claim. Once I submit the claim, the payment is typically charged overnight. There must be a card on file in Headway to pay for the copay. Luckily there is already a card on file. For Client on Slide Scale and only using Simple Practice: 1). You should have received an email from a company called Simple Practice. This is the online portal/chart record I use for consent forms and session notes. You will also receive appointment reminders/notifications from Simple Practice. ● I charge $50 for late cancellations (less than 24 hour notice) or no-shows. I do make exceptions for emergencies or illness, just try and communicate with me. You may send me a text or email if you need to cancel or reschedule. ● As previously discussed each session is $50 ( agreed upon sliding scale rate). That amount will remain until we agree to change it based on your financial ability, my ability to offer a sliding scale rate, and/or if you obtain medical insurance. Among the consent forms is a Sliding Scale Agreement. The $50 will be charged after each session using the card on file. For client who is paying their full deductible and I am only using Simple Practice: 1). BILLING: You have a $3,000 deductible {amount of deductible here} to meet before your insurance will cover anything. This means you will pay the full session fee until you reach your deductible. For the first session, the cost is $110, and all subsequent appointments are $92.04.

{These amounts are for BCBS, you would enter another amount depending on insurance} All payments will be reported to your insurance, helping you reach your deductible faster. When you are completing consent forms on Simple Practice, you will enter your credit card information. I will use that card on file to pay for sessions. You can use your HSA/FSA card to pay for sessions if you have one. For Client I am ONLY using Simple Practice (Not using Alma or Headway):