Scheduling & Pricing
COMMON QUESTIONS ABOUT SCHEDULING:
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Finding the right therapist is an important step, and I want to ensure that my approach aligns with your needs and goals. That’s why I schedule new client appointments only after offering a free 10–15-minute consultation.
This consultation takes place over the phone at a time that works for you. I’ll call you at your preferred number to learn more about what brings you to therapy and to share how I can support you.
During this brief call, we’ll explore whether my therapeutic approach and expertise align with your goals. While I won’t be your therapist yet, I’ll ask general questions to better understand your needs.
If we decide we’re a good match, you’ll have the opportunity to schedule your first appointment right away or go over the process for scheduling if you need some time to decide. If it’s not the right fit, I can provide suggestions on how to continue your search for a provider who better suits your needs.
This process is designed to help you feel confident and supported in starting your therapeutic journey.
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Starting therapy is a courageous and meaningful step. It’s natural to feel a mix of curiosity and uncertainty if this is your first time. My goal is to create a welcoming, supportive environment where you can feel heard, understood, and empowered as we work toward your goals.
In therapy, we’ll explore your thoughts, emotions, and experiences, identify patterns, and develop tools to support your growth and well-being. Therapy is a collaborative process, and your input is essential in shaping our work together.
Here’s what you can expect when beginning therapy with me:
Step 1: Schedule a Free Consultation
Before scheduling new client appointments, I require a free 10 to 15 minutes consultation call. This initial conversation is an important step to ensure that my approach aligns with your needs and goals. During the call, we’ll discuss what brings you to therapy, explore how I can support you, and determine if working together feels like the right fit.Step 2: Arrange Your Intake Session
If we decide to move forward, we’ll schedule a 60 to 90-minute intake session. During this time, you’ll also be set up in my electronic health records system, SimplePractice, which serves as your portal for scheduling, documentation, and communication. If you’re using insurance, you’ll need to create an account with Headway for billing purposes. Headway handles all claims and processes any copays or deductibles required by your insurance provider.Step 3: Complete Intake Forms
Before the intake session, you’ll receive intake forms via SimplePractice to complete. These forms include a comprehensive questionnaire and important policies to review. Completing these forms at least 24 hours before your session ensures a smooth intake process. If the forms are not submitted on time, we’ll need to reschedule your intake session, which could delay your start.Step 4: Attend Your Intake Session
The intake session is our first full meeting, lasting 60-90 minutes. During this session, we’ll explore your experiences, discuss the reasons you’re seeking therapy, identify your goals, and address any questions or concerns you may have. This session will help me gain a deeper understanding of your needs and set the stage for our work together.Step 5: Plan Your Therapy Journey
Following the intake session, we’ll determine the frequency of your sessions based on your goals, availability, and financial considerations. Whether weekly, bi-weekly, or monthly, we’ll work together to create a plan that feels right for you.Your Tools: SimplePractice and Headway
· SimplePractice: This platform manages your scheduling, telemedicine sessions, and intake forms. It’s where you’ll review documents, and manage out-of-pocket payments.
· Headway: If you’re using insurance, Headway handles billing and claims. They process your copays or deductibles and ensure everything runs smoothly with your insurance provider.
Starting therapy can feel like stepping into the unknown, but it’s also a powerful act of hope. If you’re ready to take this step, I’m here to guide and support you with compassion and professionalism every step of the way. Let’s work together to create the life you envision.
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I currently exclusively offer telemedicine sessions through my private practice. Virtual therapy offers flexibility, accessibility, and convenience, enabling clients to receive high-quality care from the comfort of their own space.
While some individuals prefer in-person sessions, telemedicine allows me to support clients across Florida without geographical limitations. If you have any concerns or questions about virtual therapy, I’d be happy to discuss how it works. All online sessions are conducted through a secure, confidential, HIPAA-compliant video platform.
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To participate in telehealth sessions, you’ll need:
· Technology Access: A computer or tablet with audio and camera capabilities and high-speed internet. Alternatively, you can use your smartphone with SimplePractice’s HIPAA-compliant app to attend sessions.
· Session Link: Before each session, a unique and secure link will be sent to your preferred email.
Creating a Private and Distraction-Free Environment
Given the sensitive nature of therapy, it’s essential to join sessions from a quiet space with minimal distractions and interruptions. This helps ensure your privacy and allows us to focus on your therapeutic goals effectively.When the weather is nice, you may prefer to conduct your telehealth session outdoors—whether walking, meeting in your car, or sitting on a park bench or patio. While this is an option, I am only in agreement to facilitate these sessions when you are in a private, quiet setting, free from significant interruptions that could impact the quality of the therapy session.
Important Considerations when joining the therapy session from outdoor:
· Privacy and Confidentiality: Outdoor sessions should be conducted in a setting where you are alone, such as a private patio, parked car, or secluded area. Public spaces, such as parks or other populated locations, may compromise confidentiality and are not recommended.
· No Driving During Sessions: For your safety and the integrity of our work together, I do not facilitate therapy sessions while you are driving. Driving during therapy poses risks and creates distractions that interfere with the quality and focus of the session.
· Environmental Distractions: Outdoor settings may include noise, connectivity challenges, or other environmental factors that could disrupt the session. Please ensure that your chosen location is as distraction-free as possible.
· Acknowledging Risks:
By choosing to have your session outdoors, you acknowledge and accept the potential risks to confidentiality and session quality.If you have questions or need guidance about conducting outdoor telehealth sessions, please feel free to ask for clarification. My goal is to ensure that our work together remains effective, safe, and private, regardless of the setting.
For more information about telehealth and its best practices, visit this resource: Telehealth FAQs for Clients.
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To run my practice and enhance your experience, I utilize two platforms:
SimplePractice: For scheduling appointments, conducting telemedicine sessions, and managing medical records.
Headway: For billing and insurance processing.
If you are paying for services out-of-pocket, you only need to create a SimplePractice account and won't receive any additional emails.
Setting Up Your SimplePractice Account
Receive an Invitation
You'll receive an email invitation to join the SimplePractice Client Portal.Create Your Account
Click the "Sign In" button in the email.
Set up your password and complete your profile.
Access the Portal
Log in to manage appointments, complete intake forms, and join telemedicine sessions.
For detailed instructions, refer to SimplePractice's guide: Getting started guides for clients: How to log in to the Client Portal.
Setting Up Your Headway Account
If you will be billing your insurance, you will receive an email from Headway after scheduling your initial appointment.
Receive an Email from Headway
After scheduling your initial appointment, you'll get an email from Headway to set up your billing account.Create Your Account
Click the link in the email to create your Headway account.
Provide necessary information, including insurance details and payment methods.
Complete Required Forms
Acknowledge standard forms that allow Headway to submit claims to your insurance provider on your behalf.
For more information, visit Headway's FAQ page: Frequently Asked Questions.
Important Notes
Timely Setup: Please complete both accounts promptly to ensure seamless scheduling, telemedicine access, and billing.
Support: If you encounter any issues, feel free to contact me for assistance.
By setting up these accounts, you'll have streamlined access to scheduling, telehealth services, and billing information, allowing us to focus on your therapeutic journey.
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Access your Client Portal in SimplePractice to conveniently request appointments directly.
To access your Client Portal in SimplePractice, follow these steps:
Access the Client Portal:
Navigate to the Client Portal URL provided by Dr. Vidot-Hidalgo.
If you don't have the link, check your email for a welcome message from Dr. Vidot-Hidalgo containing the Client Portal access link.
Click on the "Client Portal" section located in the footer of this page and sign in.
Log In as an Existing Client:
On the Client Portal homepage, select "I'm an Existing Client."
Request a Sign-In Link:
Enter the email address associated with your Client Portal account.
Click "Send Link."
A confirmation message will appear, indicating that a sign-in link has been sent to your email.
Check Your Email:
Open your email inbox and locate the message with the subject line "Sign in to your Client Portal."
If you don't see the email, check your Spam, Junk, or Promotions folders.
Access the Client Portal:
In the email, click the "Sign In" button.
This will open the Client Portal in your web browser, granting you access to your account.
Important Notes:
The sign-in link is valid for 24 hours and can only be used once.
If the link expires, repeat the steps above to request a new sign-in link.
For added convenience, consider bookmarking the Client Portal URL for future access.
If you encounter any issues during this process, please contact Dr. Vidot-Hidalgo for assistance. Please note that email responses may take one to two business days.
For more detailed instructions, you can refer to SimplePractice's guide: Getting started guides for clients: How to log in to the Client Portal.
By following these steps, you'll be able to conveniently schedule your next appointment through the Client Portal.
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Standing appointments are recurring sessions reserved at the same time and day each week. In my practice, I do not offer standing appointments, similar to how many medical professionals schedule their patients.
This approach ensures equitable access to appointments for all clients. For instance, evening slots are in high demand, and with limited availability, this system allows more individuals to have access to these times as needed.
By not holding specific time slots, I can also maintain flexibility to accommodate unforeseen emergencies or illnesses by rescheduling within the same week when possible. Additionally, this scheduling model supports my commitment to balancing my clinical work with other professional and community service responsibilities, ensuring that I continue to provide high-quality care.
While I cannot guarantee specific recurring time slots, I will do my best to honor your scheduling preferences and desired frequency—whether weekly, bi-weekly, monthly, or as needed. Together, we’ll find a schedule that works for you and supports your therapeutic goals.
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Please be aware that I do not provide 24-hour on-call services. If you are experiencing a medical or psychological emergency, please immediately call 911 or go to your nearest hospital emergency room.
Additionally, for immediate emotional support, you can contact the 988 Suicide & Crisis Lifeline by dialing 988. This free, confidential service is available 24/7 to assist individuals in distress.
Your safety and well-being are of utmost importance. Please utilize these resources to receive the immediate care you need.
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Cancellation Policy
To avoid a charge, please notify me at least 48 hours before your scheduled appointment if you need to cancel or reschedule.
Cancellations made with less than 24 hours’ notice will incur a fee of 50% of the session rate.
I understand that unexpected situations arise, but this policy is in place to support my time and ability to provide care for others. Since I am only compensated for the time I work, late cancellations leave me unable to offer that spot to someone else who may need it. Your understanding is greatly appreciated.
COMMON QUESTIONS ABOUT BILLING:
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Out-of-Pocket Pricing
90-Minute Intake Session: $250.00
60-Minute Post-Intake Session: $195.00
45-Minute Post-Intake Session: $175.00
These rates reflect the high-quality, personalized care provided in each session. If you have any questions about pricing or payment options, I encourage you to bring them up during our consultation call.
In-Network Rates
In-network rates are determined by your insurance company. As a provider, I do not have control over the reimbursement amounts or the portion of the cost you may need to cover, such as copayments or deductibles. For detailed information about your in-network costs, I recommend contacting your insurance provider directly. -
In my practice, I utilize two platforms to manage payments, depending on your payment method:
Out-of-Pocket Payments: SimplePractice
For clients opting to pay out-of-pocket, I use SimplePractice to handle payments. Through the SimplePractice Client Portal, you can securely store your credit or debit card information. After each session, I will process the payment using the card on file. This system ensures a seamless and secure transaction process for self-paying clients.
Insurance Billing: Headway
If you prefer to use your insurance for session payments, I partner with Headway to manage all insurance billing and claims. After each session, Headway will handle the submission of claims to your insurance provider and manage any necessary paperwork. They will also collect any copayments or deductibles as determined by your insurance plan. This collaboration allows me to focus on providing you with quality care while ensuring that billing processes are handled efficiently.
Important Considerations
Account Setup: To facilitate these processes, you'll need to set up accounts with both SimplePractice and Headway. This setup ensures that all aspects of scheduling, session delivery, and billing are managed smoothly.
Payment Information: Please ensure that your payment information and insurance details are up-to-date in both systems to avoid any disruptions.
No Cash or Checks: Due to the predominantly virtual nature of sessions, I do not accept cash or checks.
Payment Plans and Refunds: I do not offer payment plans or refunds for services rendered. Full payment is expected at the time of service.
Support: If you have any questions or need assistance with payments or billing, feel free to reach out. I'm here to help ensure that the administrative aspects of your care are as straightforward as possible.
By utilizing these platforms, I aim to provide a seamless experience, allowing us to focus on your therapeutic journey without administrative concerns.
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Unfortunately, I do not accept cash or checks, mainly because most sessions are conducted virtually.
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My out-of-network fees are set to align with industry standards for South Florida and reflect my expertise, experience, and licensure as a psychologist. These fees ensure that I can provide high-quality, personalized care tailored to your needs.
In-network rates, however, are determined by the insurance companies. As a provider, I have no control over the reimbursement amounts or the portion of the cost you may need to cover through your insurance plan, such as copayments or deductibles. If you have questions about your in-network costs, I recommend contacting your insurance provider directly for detailed information.
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If you are in-network, I will adjust your appointment’s billing code to account for the additional time added to your session. However, your copay or coinsurance will probably remain the same as for previous sessions.
For out-of-network clients, you are responsible for the cost of the additional time. Your invoice will reflect this extra time based on the out-of-network pricing outlined above.
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Yes, any time spent on the call will be billed accordingly, regardless of the reason for the discussion. If you have questions about how this applies to you, please don’t hesitate to ask for clarification.
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No, I do not use text messaging for treatment-related matters. In rare cases, text messages may be used solely for logistical or scheduling purposes, such as confirming or rescheduling an appointment. However, all therapeutic communication will occur through appropriate channels, such as sessions or the Client Portal.
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Unfortunately, I do not provide financial assistance or payment plans. However, I understand that financial wellness is an important part of overall well-being. If you’re seeking more affordable options, I’m happy to help by suggesting external resources or referrals tailored to your needs.
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Medical and Accommodation Reports
Fee: $65.00 per 15 minutesIf clinically appropriate and requested by an active client in therapy, I can provide workplace or school accommodation letters and Emotional Support Animal (ESA) letters for residence. These requests often require detailed documentation, multiple drafts, and coordination with third parties (e.g., Human Resources, academic departments, landlords), which is why a fee is associated with this service.
While I can affirm that you may benefit from an emotional support animal based on your mental health needs, I cannot verify that your animal or pet is trained as an emotional support animal.
Important Considerations:
Requests for letters are subject to my professional judgment and ethical standards. If I determine that a specific accommodation request or diagnosis is not clinically appropriate or professionally justifiable, I may decline the request.
I am committed to providing accurate, ethical documentation that adheres to both legal and professional guidelines.
Turnaround Time:
The initial draft of a letter typically takes at least 2–3 business days, depending on my schedule. Please discuss your specific needs and timeline with me to ensure appropriate accommodations.If you have any questions or wish to request this service, please bring it up during your session.
COMMON QUESTIONS ABOUT INSURANCE:
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I currently accept the following insurance plans:
Aetna
Blue Cross Blue Shield of Massachusetts (Virtual Network)
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It is your responsibility to notify me promptly of any changes to your insurance or credit card information. Failure to update this information may result in declined transactions or delays in filing your insurance claims (if applicable). Keeping your details current ensures seamless processing of payments and claims.
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For clients using insurance, I partner with Headway to handle all insurance billing and claims processing. Here’s how the process works:
Verification of Benefits:
When you schedule your initial appointment, Headway will verify your insurance benefits to determine coverage details, including copays, deductibles, and coinsurance amounts.
Session Billing:
After each session, I submit the service details to Headway.
Headway files the claim with your insurance provider on your behalf.
Payment Processing:
If your plan includes a copay or deductible, Headway will process the payment using the credit or debit card you’ve provided.
EOB (Explanation of Benefits):
Your insurance provider will send you an Explanation of Benefits (EOB), outlining what was billed, covered, and any remaining balance.
Outstanding Balances:
If there are any balances not covered by your insurance, Headway will charge the card on file and notify you of the transaction.
Important Notes:
It’s crucial to keep your insurance and payment information up to date to avoid delays in claims processing.
If you have any questions about your coverage or billing, Headway’s support team is available to assist you (Headway FAQ).
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If I am not in-network with your insurance provider, you have several options to continue receiving care:
Seek Referrals:
If using your insurance is a priority, I can provide external referrals to clinicians in your area who align with your preferences and are currently accepting clients with your insurance.
Pay Out-of-Network Rates:
You can choose to pay out-of-network rates, which vary depending on the duration of the session.
Submit a Superbill for Reimbursement:
After paying for services at the out-of-network rate, I can provide you with a superbill. A superbill is a detailed receipt that includes the necessary information for your insurance provider to process a claim for potential reimbursement.
Please note that you are responsible for submitting the superbill to your insurance provider and managing the reimbursement process.
I’m here to help you find the best option for your needs and situation.
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Even if you are an in-network client using your insurance, please note that insurance does not cover breaches of our cancellation policy, including no-shows.
As a reminder, appointments must be canceled at least 24 hours before. Cancellations made with less than 24 hours notice or missed appointments will incur a fee of 50% of the service cost. This policy is detailed on our website under Policies and was agreed to in the intake forms signed at the start of our work together.
Additionally, insurance does not cover work-related expenses outside sessions, such as writing and providing professional letters (e.g., accommodation requests or ESA letters). These services will require out-of-pocket payment.
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You should contact your insurance provider directly to understand your coverage. Their customer service number can typically be found on your insurance card or website. If applicable, you can also consult with your HR representative at work for additional guidance.
When speaking with your insurance representative, you may want to ask about your out-of-network coverage or reimbursement for services provided by a "licensed psychologist."
To get a clearer idea of coverage, you can provide them with a CPT code (a service code used for billing claims). A common CPT code in therapy is 90837, which represents a “60-minute individual psychotherapy session.” This can help them give you a more accurate estimate of reimbursement for a typical service.
