Thank you for reviewing our office policies. If you have any questions or concerns regarding these please let us know.

Neurofeedback Center of Virginia LLC strives to ensure positive experiences and outcomes for all. Based on our experiences of managing a busy Neurofeedback center we have developed the office policies outlined below to support you in meeting all of your Neurofeedback relaxation training ideals.

From time to time we make updates to our policies. Current policies supersede previous policies. Please help us serve you better by observing the following:

Scheduling Appointments
Neurofeedback Center of Virginia LLC requires you to pre-schedule all relaxation training appointments in blocks of 20 sessions for the first 20 to 40 sessions. To maximize effects of Neurofeedback training you should attend sessions 2 to 3 times a week for the first 20 sessions or so, and at least once. You can schedule appointments either while you are on the premises or by phone. We do not schedule appointments via e-mail. It is your responsibility to re-schedule in advance of completing you block of pre-scheduled appointments if you intend to continue training and if you want to keep your scheduled time-slot. Desired time slots are not guaranteed, nor are former reserved time slots guaranteed once surrendered.

Missed Appointments
Neurofeedback Center of Virginia LLC requires 24 full hours notice (and no less) of cancellation for a pre-scheduled appointment. Our policy is to charge the full cost of the visit directly to you, and you remain responsible for all fees incurred. All cancellations must be done by phone. We do not accept cancellation via e-mail.

Late Arrival
Arrival at 15 or more minutes past the scheduled time of your appointment may result in a cancellation at our discretion if we feel the tardiness will be an imposition on other clients who have pre-scheduled appointments.

Office Procedures
You will be expected to wait in the lobby until your trainer retrieves you or notifies the receptionist they are ready to see you/your child. Please do not arrive earlier then ten minutes before your appointment. Please understand that after the first training session no other family members except the client will be allowed to remain in training rooms during training unless by special arrangement. Parents/Guardians are required to remain on the premises and in the waiting area during the appointment. Please turn off your cell phone while receiving training, and or keep your child’s cell phone on your person while they receive training. We appreciate your understanding with regard to NO food or drinks in our offices or waiting area.

Emergencies
In the event of an emergency please call your regular physicians or a hospital emergency room. Neurofeedback-related urgent matters will be dealt with during normal business hours.

Medications and Other Therapies
Neurofeedback Center of Virginia LLC does not prescribe medications, but our licensed clinician may monitor responses and sometimes suggest your provider/prescribing physician make changes in medication. You should not stop taking or otherwise alter intake of medications without consulting your physician/psychiatrist, and should not stop other ongoing therapies until advised by your physician or care provider. Should any new conditions arise while or after receiving Neurofeedback training, it is your responsibility to immediately inform all of your health care providers as well as your Neurofeedback relaxation trainer. Once you have discontinued training you should refer any new concerns to your physicians only, unless re-initiating formal training or consultation with Neurofeedback Center of Virginia LLC.

Client Participation
Neurofeedback Center of Virginia LLC expects your commitment to the process in order to ensure optimum training results. We expect and require you to monitor and report all subjective results experienced or observed during and between sessions to your trainer so that they may accurately assess your relaxation response. Please understand that insufficient reporting and monitoring may compromise optimum results and may be grounds for discharge from receiving relaxation training.

Confidential Disclosure
It is in your best interest to be fully forthcoming about your confidential history, including additional therapies you are undergoing, any illicit substance or alcohol use (prior or present), any seizures, medical or known mental health impairment, any other behavioral disorders of which you are currently aware, any prior hospitalizations and any prior incarcerations. If Neurofeedback Center of Virginia LLC discovers under or misrepresentation of facts by trainee or trainee's guardian that directly impacts Neurofeeback relaxation training this will be grounds for immediate discharge from further training. We will notify you in writing that training has been terminated and refer you to an alternate provider.

Illness
If you arrive for your appointment with an active illness Neurofeedback Center of Virginia LLC trainers reserve the right to refuse the appointment and you may be billed the regular fee for a missed appointment.

Parental Supervision
You are responsible for your child’s behavior while on the premises of Neurofeedback Center of Virginia LLC offices and are expected and required to remain on the immediate premises and in the waiting area during each training session if your child is not a legal adult. Please understand that failure to do so may result in discharge from training. You are expected to remain responsible for parenting your children as needed. Disruptive behaviors may be grounds for discharge from the training regimen. You will remain liable for any office property or equipment that may be broken, damaged or missing as a result of you or your child’s actions while on the premises of Neurofeedback Center of Virginia LLC.

Neurofeedback Center of Virginia LLC Payment Policies:
The following services are billed separately unless specified as included in a package:

• Re-evaluations
  
• Optional Testing – Tova, Brain Map, other Tests/Indexes
  
• Written Reports to agencies, professionals and insurance companies
  
• Document reviews such as test reports and/or hospital records
  
• Letters
  
• Billing tasks such as preparing a Super Bill
  
• Additional Consultations beyond those included in a package or Re-assessments
  
• Additional Services: Counseling, Hypnotherapy, Coaching, peripheral Biofeedback, etc.

Payment
Neurofeedback Center of Virginia LLC is a fee-for-service practice. Payment in full is expected at each visit and clients are responsible for paying all arranged fees in full on a pay per visit basis, prior to receiving training or other processes, or to have paid in full in advance of all services offered in a package. Pay-as-you go arrangements will be accompanied with a monthly administrative processing fee of $30.00 if more then one check or credit card payment transaction is made per week.

Outstanding Balances
It is the policy of Neurofeedback Center of Virginia LLC to require credit card with signature on file in order to ensure payment for all outstanding balances. Please take notice that if any balance remains unpaid 10 days past the due date we will mail one Warning Notice stating you have 5 days to pay your account in full. Partial payments will not be accepted unless otherwise negotiated. If we still do not receive payment we may refer your account to a collection agency, with subsequent discharge of the client and/or immediate family members from the Neurofeedback Center of Virginia LLC. In that case we do notify clients by regular and/or certified mail that you have 30 days to find alternative care.

Book/CD Loan and Equipment Lease/Lease to Buy Terms
It is the policy of this office to require credit card with signature on file for all book, CD loans and equipment leasing. Library Loans are limited to one item checked out at a time with return by one week of check-out. Equipment Leasing is by individual contract with damage/no return deposit required.

Package Terms
All packages must be paid in full in advance of training and must be completed within 4 months (special or mitigating circumstances will be considered). If the 4 month time-line is not adhered to the account will be rendered inactive, and a re-activation fee of $100.00 will be assessed. Any changes of the terms must be made in the form of a written and informed consensual agreement.

Refunds
If training is discontinued for any reason, package deposits are not refundable.

Insurance
Neurofeedback Center of Virginia LLC does not handle insurance benefits directly, and we do not participate in any insurance plans. We will provide receipts and/or other relevant documentation upon request that you may submit to your insurance company for reimbursement. Please contact your insurance company with any questions you may have regarding your coverage for Neurofeedback and other services we offer.

Medicare
Medicare does not cover any of the services that we provide.

Responsibility for Understanding Policies, Terms and Agreements
During the Intake Interview all clients are expected and required to take the opportunity to read and understand all office policies, procedures and terms before training or receiving counseling services, including the Notice of Privacy Practices and the clause where you may request a copy of such at any time. Clients are also required to sign a binding agreement that all patient and responsible party information on your account is accurate and complete to the best of your knowledge, and that you have read and understood all of the office and payment policies, terms and informed consent agreements of Neurofeedback Center of Virginia LLC. With regard to informed consent for Neurofeedback, training is provided only for purposes of relaxation and to reduce stress. Clients may present with a variety of medical, psychological, physical and mental disorders, diseases and conditions, but we do not ever diagnose, treat, cure or attempt to cure any of those.

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