This guide is intended to help clients at NW Counseling Associates (NCA) understand our financial processes, from insurance billing to payment collection.

Statements and Portal Access

How will I receive my billing statements?

Statements are created once a week if there is an outstanding balance and posted directly to the secure patient portal for your review. Please note that statements are not mailed out to clients.

What if I don’t have access to the patient portal?

If you have not yet set up your portal access or are having trouble logging in, please contact our administrative staff or speak with your clinician for assistance.

What are the other benefits of having patient portal access?

In addition to viewing your billing statements, the patient portal allows you to update your demographic information and send secure messages directly to your clinician or NCA’s billing department.

Payment Processing

When are payments collected?

Payments are generally processed once a week, typically on Tuesdays.

Why haven't I been charged for a recent session?

We only process payments for claims that have already been fully processed by your insurance company. Because insurance companies can take anywhere from two weeks to two months to process a claim, there may be a significant delay between the date of your appointment and when the payment is actually collected.

How is payment made?

All clients, with the exception of those who have OHP, are required to complete and sign a credit card authorization form at the start of services. This allows our staff to run the card on file for copays, coinsurance, or any accrued balances.

Insurance and Fees

What are my responsibilities regarding insurance?

You must provide accurate and current insurance information.
NCA will bill insurance for your services.
If insurance does not pay for your services for any reason, you are fully responsible for the fees.
If there is a change in insurance or if you have more than one insurance, please work with the admin team to ensure billing can continue in a timely fashion.

What is the fee for missed appointments?

Cancellations made with less than 24 hours' notice, or unkept appointments, may result in a late cancellation/no-show fee of up to $75.

Are there fees not covered by insurance?

Yes. The following items are typically not covered by insurance and will be your financial responsibility:

Litigation/Court Fees: Clinicians charge for preparation, travel, legal consultation, and testimony.
Case Management: A fee of $50 per 15 minutes may apply and may not be covered by your insurance provider.
Mental Health Interns: The cash pay rate to work with an intern is $35 per session and is not billable to insurance unless you have OHP.

Financial Hardship and Balances

What happens if I have a high balance?

NCA believes it is unethical for our practice to allow clients to accrue medical debt they are unable to pay. We strongly encourage you to contact us as early as possible if you are experiencing financial difficulties. We can work with you to create a manageable payment plan that allows you to gradually address your balance while continuing in services. We can also help identify low or no cost alternatives to care.

FAQ’s about NCA Billing and Collections Practices

Statements and Portal Access

How will I receive my billing statements?

What if I don’t have access to the patient portal?

What are the other benefits of having patient portal access?

Payment Processing

When are payments collected?

Why haven't I been charged for a recent session?

How is payment made?

Insurance and Fees

What are my responsibilities regarding insurance?

What is the fee for missed appointments?

Are there fees not covered by insurance?

Financial Hardship and Balances

What happens if I have a high balance?

NW Counseling Associates
4900 SW Griffith Dr, #157
Beaverton OR 97005-2977

o: 503.444.8230
f: 503.295.4036

Contact Us

FAQ’s about NCA Billing and Collections Practices

Statements and Portal Access

How will I receive my billing statements?

What if I don’t have access to the patient portal?

What are the other benefits of having patient portal access?

Payment Processing

When are payments collected?

Why haven't I been charged for a recent session?

How is payment made?

Insurance and Fees

What are my responsibilities regarding insurance?

What is the fee for missed appointments?

Are there fees not covered by insurance?

Financial Hardship and Balances

What happens if I have a high balance?

NW Counseling Associates4900 SW Griffith Dr, #157Beaverton OR 97005-2977

o: 503.444.8230f: 503.295.4036

Contact Us

NW Counseling Associates
4900 SW Griffith Dr, #157
Beaverton OR 97005-2977

o: 503.444.8230
f: 503.295.4036