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Frequently Asked Questions

  • What is online counseling and how does it differ from traditional face-to-face therapy?
    Online counseling, also known as virtual therapy or teletherapy, is a form of psychotherapy where a psychotherapist meets with a client via telephone, cellular phone, the internet, or other electronic media in place of or in addition to conventional face-to-face psychotherapy. NU Vision Counseling & Consulting Services recognizes the importance of accessibility and convenience for our clients, and therefore offers online counseling as part of our services. Through our secure and confidential online platform, clients can receive the same high-quality mental health support and therapy sessions as they would in-person, from the comfort of their own homes. Our licensed therapists are experienced in providing effective online counseling, ensuring that our clients receive the support they need, regardless of their location or schedule.
  • How does NU Vision Counseling & Consulting Services ensure the security of clients' personal health information?
    Covered Entities under HIPAA At NU Vision Counseling & Consulting Services, we take the security of our clients' personal health information (PHI) very seriously. As a covered entity under HIPAA, we are required to have a current HIPAA Business Associate Agreement (BAA) in place with all third-party vendors and partners to maintain PHI security and overall HIPAA compliance. This means that we ensure that any outside organizations or individuals with whom we work also adhere to stringent PHI security protocols. Our commitment to maintaining the privacy and security of our clients' PHI is unwavering, and we strive to provide a safe and confidential environment for all individuals who seek our mental health services.
  • How does NU Vision Counseling & Consulting Services ensure that their services are in compliance with the relevant laws and ethics?
    Our Therapists at NU Vision Counseling & Consulting Services understand the limits set forth by laws or ethics within their applicable discipline and geographic location. They are dedicated to upholding the highest professional standards and ethical guidelines in their practice. Our team regularly participates in ongoing professional development and adheres to the ethical codes and regulations set forth by their respective licensing boards. Rest assured, when you seek counseling or consulting services from us, you can trust that you are working with qualified professionals who prioritize your well-being and adhere to the highest standards of ethical conduct. Under the provision of the NASW, National Board of Counselors, and other local and federal laws, your information to include Protected Healthcare Information (PHI), treatment, access to treatment and any other information pertaining to your care is protected under HIPAA. This means that your personal information is kept confidential and can only be disclosed with your consent or in specific situations outlined by law. We take your privacy and confidentiality seriously and have measures in place to ensure the security of your personal information. HIPAA - Health Insurance Portability and Accountability Act The HIPAA Privacy Rule, provides important privacy rights and protections for consumers. This means that your health information is kept secure and confidential, and you have important controls over how it is used and disclosed by our health care providers. Our team is committed to upholding these regulations to ensure that your privacy rights are respected at all times. When you trust us with your health information, you can be confident that it is in good hands. All healthcare professionals at NU Vision Counseling & Consulting Services, including our therapists, are mandated reporters by law. This means that we are required to report any instances of abuse, neglect, exploitation, bullying, and terrorism. Our commitment to ensuring the safety and well-being of our clients and community is reflected in our responsibility to report and address these serious concerns. We take this obligation seriously and work diligently to provide a safe and supportive environment for all of our clients. If a client reveals an intent to harm themself and/or others during a counseling session, our therapist is ethically and legally obligated to take steps to ensure the safety of all individuals involved. This may include reporting the information to the authorities and/or person(s) of authority, and/or the person who is at risk. We take the safety and well-being of our clients and the community seriously, and any disclosure of potential harm will be handled with the utmost care and urgency. Our priority is to create a safe and supportive environment for all individuals seeking counseling services at NU Vision Counseling & Consulting Services.
  • How can I book an appointment with NU Vision Counseling & Consulting Services?
    TherapyNotes™, a cloud-based, third-party HIPAA-compliant vendor, to manage client information and appointments. Through this secure platform, clients can conveniently book, view, and change their schedules and appointments. They can also set up alerts and reminders to stay updated with their appointments. Additionally, NU Vision Counseling & Consulting Services is able to electronically bill insurance through this system, ensuring a seamless and efficient process for both the business and the clients. One of the best features of this platform is the secure patient/client portal offered to our clients. This portal provides our clients with 24-hour access to their own Personal Health Information (PHI) in a password-protected environment. This means that clients can conveniently access their PHI whenever they need to, ensuring that they have control and insight into their own mental health journey. This feature reflects our commitment to prioritizing the privacy, security, and convenience of our clients, allowing them to actively engage in their therapy process. If you are ready to book an appointment, please click on the link below: To book an appointment using your insurance coverage from Aetna, Cigna, Oscar, Oxford, or United Healthcare, you can book your appointment by clicking on the following link below:do so by following the steps below: For all other virginia and New Jersey residents, please use the link below to book your appointment https://www.therapyportal.com/p/eastcoastpsychotherapist Please note that NU Vision Counseling & Consulting Services is committed to providing high-quality mental health services and accepts a variety of insurance plans to ensure accessibility for all clients. If you have any further questions or need assistance with the booking process, feel free to reach out to the NU Vision team directly for personalized support. Scheduling Department: (804) 660-8444 or email us at Otic@nvccservices.com
  • What payment methods do NU Vision Counseling & Consulting Services accept for copayments/coinsurance for services rendered?
    NU Vision Counseling & Consulting Services accepts cash, credit cards, PayPal, and checks for copayments/coinsurance for services rendered. In addition, we are in-network with major insurance providers such as United Healthcare/Optum, Humana, Aetna, Cigna, Anthem, Tricare (East), Magellan, VA Premier, Optima, UMR, and Oxford. We also work with a few other insurance providers. It is always recommended to check with your insurance provider to verify coverage and any out-of-pocket costs. We are committed to making our mental health services accessible and affordable to all, and we strive to work with each client individually to ensure they receive the care they need.
  • What if I do not have insurance and/or cannot afford the full rate for counseling services?
    Financial Options are available: At NU Vision Counseling & Consulting Services, we understand that not everyone has access to insurance or the ability to afford the full rate for counseling services. That's why we are committed to ensuring that everyone has access to the mental health support they need. At NU Vision Counseling & Consulting Services, we offer several alternative options to ensure everyone has the opportunity to receive the mental health support they need. Internal Programs (PPM & Sliding scales External Programs (Free Case management referrals to more affordable services and resources such as DSS, CSb and Open Path Collectives). Internal Programs Our Internal Savings Program (PPM) allows clients to save for their counseling sessions at a reduced rate. Additionally, through our partnership with OpenPath, we offer a Partner Savings Program that provides discounted rates for therapy sessions. For those who require further financial assistance, we also offer a sliding scale for fees based on income through our Financial Aid program. We are committed to ensuring that financial barriers do not prevent individuals from accessing the mental health services they need and deserve. Our Pay Per Month Program (PPM) also known as our Prepaid Maintenance Program is an affordable way to bundle your services for one flat rate (No more cancellation fees). Pay Per Month Program (PPM) allows clients to bundle their services for one flat rate, eliminating cancellation fees. With this program, clients can take advantage of our internal savings program by paying one flat fee and receiving three 30-minute or 45-minute sessions to be used within 30 days. Essentially, clients are paying for one full session and getting two additional sessions at no extra cost. This program provides an affordable and convenient way for clients to access the mental health services they need without worrying about additional fees or recurring costs. By offering this program, NU Vision Counseling & Consulting Services aims to make mental health services more accessible and cost-effective for our clients. The PPM (Prepaid Maintenance Program) at NU Vision Counseling & Consulting Services is a unique program designed to support clients in prioritizing their mental health and well-being. It is a "Use it, or Lose it" program, meaning that all three sessions included in the PPM package must be used within 30 days of enrollment. This encourages clients to actively participate in their therapeutic journey without unnecessary delays. When signing up for the PPM program, full payment is expected at the time services are rendered, allowing clients to prepay for their sessions and commit to their mental health goals. We encourage clients to ask their therapist about the PPM program today to take advantage of this beneficial program. Sliding Scale Fee: We offer a sliding scale fee structure based on your income and ability to pay. This means that we can work with you to determine a fee that is manageable for your individual financial circumstances. Our goal is to make counseling services accessible to all, regardless of insurance coverage or financial limitations. Please don't hesitate to reach out to us to discuss our sliding scale fee options and find a solution that works for you. Your mental health and well-being are our top priorities, and we are here to support you on your journey to better mental health. External Programs: NU Vision is a proud member of Open Path Collectives, offering affordable, sliding-scale fees to ensure mental health services are accessible to all individuals, regardless of their financial situation. For more information on their membership click below: For case management and referral services, please send your inquiries to: Administrative_assistant@nvccservices.com
  • What if I still have questions or have a question now?
    For more information, you can contact us through the TherapyNotes Portal website at: https://www.therapyportal.com/p/eastcoastpsychotherapist If you are located in NJ and have insurance with Aetna, Cigna, Oscar, Oxford, or United Healthcare, you can also contact us through Headway https://headway.co/providers/deena-terrell Additionally, you can contact us at (804) 660-8444 or email us at Otic@nvccservices.com We look forward to hearing from you soon.
  • What forms of payment are accepted for treatment/services?
    We strive to make our services accessible to all clients and accept various forms of payment to accommodate different financial situations. Our most common forms of payments are through insurance; however, we also accept cash payments. For clients who pay privately or "Out-of-pocket," we offer the following payment types to cover their fees: Money Orders Credit Cards (Mastercard, American Express, Discover, Visa) PayPal/Electronic Funds Transfer (EFT) We understand the importance of flexibility when it comes to payment, and our goal is to ensure that our clients have convenient and secure options to cover the cost of our services. If you have any specific payment-related inquiries, our team is available to assist you further. IMPORTANT: If your payment to NU Vision Counseling & Consulting Services bounces due to insufficient funds or is a bad check, a $25 fee will be charged. Please ensure that checks are made out to your Therapist and not to NU Vision. It is essential to adhere to this policy to avoid any additional fees or inconvenience. Thank you for your cooperation Cancellation Policy Here at Nu Visions Counseling & Consulting Services, we understand that unforeseen circumstances may arise that require you to cancel or reschedule your appointment. However, we kindly request that you provide us with at least 24-hours' notice if you need to cancel or reschedule your session. Failure to do so will result in a cancellation fee as outlined in our client handbook. It's important to note that the cancellation fee is waived for clients who are enrolled in our Pay Per Month (PPM) Program, as they have made a commitment to ongoing treatment and support. IMPORTANT: Any outstanding balances on your account, must be paid before scheduling your next appointment. We appreciate your understanding and cooperation in adhering to our cancellation policy, as it allows us to accommodate other clients in need of our services. Thank you for entrusting NU Vision Counseling & Consulting Services with your mental health needs.
  • What are my financial options for treatment/services?
    At NU Vision Counseling & Consulting Services, we accept a variety of payment methods for copayments/coinsurance, including cash, credit cards, PayPal, and checks. In addition, we are in-network providers with many insurance companies, including but not limited to: United Healthcare/Optum Humana Aetna Cigna Anthem Tricare (East) Magellan VA Premier Optima/Sentara health Plan UHC/UMR UHC/Oxford. We understand the importance of making our services accessible and affordable for our clients, and our flexible payment options and insurance coverage are designed to support that mission. If you have any questions about payment options or insurance coverage, please feel free to reach out to our team for assistance. Scheduling: (804) 660-8444 Email: Otic@nvccservices.com
  • What documents do I need to provide for credentialing services?
    To ensure a smooth process, document needs vary based on the type of provider and insurance plan. Here are a list of core documents that may be needed: Core Documents for an individual: Practitioner License(s) Malpractice Insurance (Certificate of Insurance) DEA (federal) and state CDS certificates Board Certification(s) Diploma – copy of highest level of education (required for non-MD’s,DO’s) Current CV (showing current employer, and all entries have mm/yy format) IRS Form W-9 Current driver’s license Other documents that may be applicable: ECFMG Certificate (if educated outside of The United States) Passport or other citizenship documents (if born outside U.S. and not previously enrolled in Medicare) Collaborative Agreement (required for Nurse Practitioners) Admitting Arrangement letter (required for providers who do not have hospital admitting privileges) Prescribing arrangement letter for providers not holding DEA certificate Documents needed for your legal entity: IRS form CP575 or replacement letter 147C (verification of EIN) CLIA Certificate Business License Copy of office lease (required for therapy facilities) Letter of bank account verification (for Medicare enrollment) Please keep in mind that specific requirements for documentation may vary depending on the provider and the insurance plan your looking to be credentialed with. It is always best to contact us directly if you have any questions or need further clarification.
  • How long does the credentialing and contracting process with commercial insurance carriers typically take?
    The credentialing and contracting process with commercial insurance carriers can vary widely in turnaround time. However, most major carriers can complete the process in around 120 days. It is important to note that some plans may take even longer. When submitting a participation request to a commercial carrier, you will undergo two distinct processes. The first process is credentialing, which involves the carrier evaluating your qualifications, experience, and adherence to their standards. The second process is contracting, which involves negotiating the terms of the agreement, including reimbursement rates and service coverage. It's important to note that retroactive billing is not allowed. This means that until you have a completed contract and are listed as "In-Network" in the carrier claims system, you will not receive in-network reimbursement for your claims.
  • How long does it typically take for Medicare to complete enrollment applications for Mental Health Service Providers?
    The processing time for Medicare enrollment applications for Providers can vary widely. On average, it takes between 60-90 days for Medicare to complete enrollment applications, but this timeframe can fluctuate based on the intermediary and state. Some applications may be processed in as little as 15 days, while others may take up to 3 months. It's important to note that Medicare will set the effective date as the date they receive the application, so even if it takes 3 months for them to complete an application, the effective date will reflect the date of submission. We understand the importance of this timeline and work diligently to support our clients through the Medicare enrollment process, providing guidance and assistance every step of the way.
  • Can the credentialing process be expedited?
    Unfortunately not. We cannot make insurance companies process your credentialing application any faster than they normally would. Our efficiency lies in managing the overall process, preparing the initial credentialing applications, and regular follow-up on submitted credentialing applications with carriers. While we cannot expedite the insurance credentialing process, we understand the process well and avoid misinformation, ensuring a smooth and efficient credentialing experience for mental health providers.
  • Do I need a physical service location to begin credentialing?
    Yes and No. It's important to note that if you are being credentialed as an in-person provider, you will need to have a physical address where you will provide services. If you provide mobile or online services or treatment, you will be required to have a physical or virtual address. This could be your home address or a virtual office address. PO Boxes are not accepted for credentialing and contracting purposes. While you may use a home address as your billing and/or correspondence address, it is required to provide a physical address where you will see patients. Medicare allows us to submit enrollment applications 60 days prior to seeing new patients at a specific location, and most commercial carriers follow the same guideline.
  • What is the process for Medicare Revalidating?
    As healthcare provider, revalidating your Medicare enrollment record is a necessary step that must be completed every 3 years. You have two options for revalidation: either complete the CMS855I paper application or use PECOS to complete the revalidation online. This process ensures that your enrollment information is up to date and accurate, allowing you to continue providing essential mental health services to Medicare beneficiaries. If you have not previously set up Electronic Funds Transfer for your group record, you will be required to do so when you revalidate your file.
  • What forms or application is required for provider enrollment?
    The CMS 855I form is essential for individual mental health service providers who wish to enroll in the Medicare plan. This form is used by both physician and non-physician providers, including clinical psychologists, social workers, and mental health counselors. When completing the CMS 855I, providers will need to submit supporting documents and details that vary based on their specific provider type. In certain situations, new mental health service providers may also need to submit the CMS 460 form to elect participation in Medicare. This form is used to establish an agreement between the provider and Medicare, outlining the terms of participation and the provider's commitment to abide by Medicare guidelines and regulations. It is crucial for mental health service providers to accurately complete these forms and provide all required documentation to ensure a smooth enrollment process in Medicare, allowing them to effectively serve Medicare beneficiaries and receive reimbursement for their services.
  • What is a Form SS-4 (Notice CP575) and why is it important?
    A Form SS-4 (Notice CP575) is the confirmation letter that you receive from the IRS when you obtain an Employer Identification Number (EIN) or "Tax Id#" for your business. This is a crucial document for a Mental Health Service Provider as it serves as official proof of your EIN, which is used for tax purposes and to establish your business identity. The EIN is required for various tasks such as filing taxes, opening a business bank account, and hiring employees. It is essential to keep this document in your corporate files as it cannot be regenerated once issued. Additionally, the EIN is needed to enroll with insurance companies and to bill for services, making the Form SS-4 an important piece of documentation for a healthcare provider.
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