Payment & Insurance Practices

Let’s talk about the money stuff at Whipple Creek Wellness—clearly, kindly, and upfront.

We want to make sure you feel confident about how payment and insurance work at Whipple Creek Wellness. Here’s what you need to know before your first visit.

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🧾 Insurance Plans We Accept

We’re in-network with many major commercial insurance plans, including:

HCA, First Choice Health Network (FCHN), Premera, Cigna, Aetna, Molina, Regence, Optum, Providence, and United Healthcare.

❗ We do not accept Medicare or Medicare Advantage plans, and unfortunately, we are unable to accept private-pay Medicare patients due to federal regulations.

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📋 Insurance & Billing Responsibility

We’re happy to bill your insurance directly—as long as we have current and accurate information on file. However, it’s important to understand the following:

• Mental health benefits are sometimes managed separately from your general medical coverage.

• It’s your responsibility to verify your mental health coverage and notify us of any changes.

• Insurance coverage estimates are just that—estimates. They are not guarantees of payment.

• You are financially responsible for your visit, regardless of whether insurance pays.

• If your insurance hasn’t paid within 90 days, the balance becomes your responsibility.

• Balances are billed monthly and due by the 15th of each month.

• Severely delinquent accounts may be referred to collections or legal action. If this happens, you’ll also be responsible for any related court costs, collection fees, or attorney fees.

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💳 Credit Card on File

All patients are required to keep a valid credit card on file. We use a secure, HIPAA- and PCI-compliant system. Your card will only be charged for:

• Visit costs (co-pays, coinsurance, deductibles, or private pay)

• Fees for late cancellations or no-shows

• Any services not covered by insurance

• Additional professional services (see below)

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⏰ Cancellations & No-Shows

We totally get it—things come up. However, please notify us at least 24 business hours in advance if you need to cancel or reschedule.

• Late cancellation (less than 24 hours): $150

• No-show (missed visit without notice): $150

These fees help keep our schedule running smoothly, allowing everyone to access care.

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💬 Additional Services

Need a treatment letter? A care consultation? A longer-than-usual phone call?

We’re happy to provide these services! However, please note:

Non-visit professional services are billed at $400 per hour, in 15-minute increments.

This may include extended phone calls, writing letters or reports, coordinating with other providers, and participating in authorized meetings.

Please note:

• We do not complete treatment letters or short-term disability paperwork until a provider–patient relationship has been established for a minimum of six months.

• Whipple Creek Wellness does not assist with long-term disability paperwork, including Social Security Disability (SSI) applications, as this is outside our scope of practice.

If we are asked to participate in legal matters (e.g., court testimony or documentation), the same hourly rate applies—even if the request comes from another party.

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🚫 Unpaid Balances & Visit Holds

Visits must be paid for at the time of service. Unpaid balances may result in:

• Rescheduling or cancellation of future visits

• Monthly billing notices

• Late fees or account holds

• Potential referral to collections or legal services

We’ll always do our best to work with you before taking any drastic steps.

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🧒 Minors & Payment Responsibility

We love supporting kids and teens—but we also need clarity around who’s footing the bill.

• We do not bill third parties, such as non-custodial parents or extended family.

• The adult who brings the minor to the visit is considered financially responsible.

• A designated guarantor can be arranged in advance.

• If a minor arrives unaccompanied, the guarantor remains responsible for all charges.

We recommend deciding who’s financially responsible before the first visit to avoid confusion.

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📄 No Surprises Act & Good Faith Estimates

If you're uninsured or choosing not to use insurance, you're protected under the No Surprises Act.

You have the right to receive a Good Faith Estimate outlining expected costs before services are provided.

• If your final bill is $400 or more above the estimate, you may dispute the charges.

• For more information, ask—we’re happy to explain how it works.

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💡 Questions?

We’re here to help make the financial side of care as easy and transparent as possible. If you ever have a question about your bill, your benefits, or anything else—reach out!

📞 Call us | 📧 Email us | 🖥️ Log into your Patient Portal

💳 Billing Questions?

For all billing-related inquiries, please contact our trusted billing partner:

Northwest Billing and Bookkeeping
📞 360-687-7802

They’re happy to help with questions about statements, insurance claims, payment plans, and more!

Fee Information

Below is an overview of the most commonly billed services at Whipple Creek Wellness. Fees vary depending on the length, type, and complexity of your visit. Additional charges may apply for services such as letters, forms, or administrative tasks performed outside of scheduled appointments.

Payment is due at the time of service, unless prior arrangements have been made.

Cash Pay Rates
For patients choosing not to bill insurance, the following self-pay rates apply:

• Initial Intake (60–90 minutes): $350

• Follow-Up Visit (15–30 minutes): $150

Additional Services
Services requested by you or provided as part of your care—such as extended consultations, professional coordination, or documentation—are billed at our hourly rate in 15-minute increments.

You are always welcome to ask about fees for any specific service before scheduling. If you have questions about billing or payment, please don’t hesitate to reach out.