Effective Date: 9 October 2025

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1. Purpose

The purpose of this policy is to clearly outline the procedures, responsibilities, and expectations regarding payment and reimbursement for psychological services provided via telehealth by Zen Psychology (referred to as "The Practice"). Transparency in these processes is essential to maintaining a clear and trusting therapeutic relationship.

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2. Scope

This policy applies to all clients receiving psychological services (consultation, etc.) from The Practice via telehealth (video, phone, and/or secure messaging).

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3. Fees and Payment for Services

A. Direct Fees (Self-Pay)

• Session Rate: The standard fee for a 50-minute psychological consultation session is 40€. 

• Payment Due Date: Payment for all services is due at the time of booking.

• Payment Method: The Practice utilizes a secure, electronic payment system in conjunction with Wix. Clients are required to input valid credit card information, which will be charged on the day of booking.

• Payment is due to The Practice in full at the time of booking.

• If you do not show up to your appointment, or you have not given 24 hours notice that you will not be able to attend, you will not be eligible for a reimbursement. 

• The Practice can provide you with a Superbill (detailed receipt) for you to submit to your insurance company for potential Out-of-Network (OON) reimbursement.

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4. Client Reimbursement Process (Out-of-Network)

• Superbill Request: The Practice will provide a Superbill (medical invoice) [e.g., monthly, upon request]. This document contains the necessary information (CPT codes, diagnostic codes, dates of service, fees paid, etc.) for you to submit a claim.

• Submission: It is the client’s sole responsibility to submit the Superbill to their insurance company for reimbursement. The Practice cannot guarantee that your insurance company will reimburse you.

• Reimbursement Check: If your insurance company approves the OON claim, the reimbursement check will be sent directly to you, the client.

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5. Non-Reimbursable Services and Fees

The following services or fees are not billable to insurance and are the client's direct financial responsibility, due at the time the service is rendered or the fee is incurred:

• Late Cancellation/No-Show Fee    40€

  • Applicable if an appointment is canceled with less than 24 hours' notice or if the client does not attend.

• Returned Payment Fee    15€

  • For any payment (e.g., check, electronic payment) that is returned due to insufficient funds.

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6. Financial and Reimbursement Policy Acknowledgement

By using Zen Psychology’s website and booking appointments online, I acknowledge that I have received, read, and understand the Zen Psychology Online Psychological Services Reimbursement Policy. I understand:

• I am responsible for all fees, regardless of my insurance coverage.

• I am responsible for verifying my insurance coverage for telehealth services.

• I authorize The Practice to charge my credit card on file for services rendered and any non-reimbursable fees.