To request an appointment, email us at admin@connectedwellnessgroup.com or use the Book A Session button on our website.

Please provide your name, phone number, and insurance brand. We will contact you back via email (check your spam folder!) to gather some information to help us connect you with the best therapist to meet your needs.

After scheduling, you will receive an email with information to create a username and password for our patient portal on Therapy Appointments. Here, you will complete demographic information, an Informed consent, Intake paperwork, and a Credit/Debit Card Authorization. These forms will need to be completed before your first session. If these forms are not complete, your session will be canceled and considered a No Show appointment. You will be required to pay the No Show fee, the full session amount, before you can reschedule.

Yes! We recognize being in-network with insurance companies creates greater accessibility to counseling. We want our services to be easily accessible to all people!

We are in-network with: Sentara Commercial products, Anthem/BCBS Commercial products, Tricare SELECT as certified out-of-network providers, and a few of our providers are in-network with Aetna.

We are not in-network with medicaid or medicare products at this time.

If you have insurance we do not take, we recommend contacting your insurance company to see if you have out-of-network benefits. We can provide you with superbill.

Our self-pay rate is $160 for licensed clinicians and $95 for residents/supervisees.

Canceling: Message your therapist directly through your patient portal: Therapy Appointment Portal

REMINDER: We ask that you give 24 business hours for canceled appointments. Regardless of the reason for the cancellation, failure to give a 24 business hour notice, not showing for an appointment, or arriving more than 15 minutes late will result in a No Show fee of the full rate of the session- $160 for a licensed provider and $95 for a resident/supervisee. Insurance will not cover No Show fees. We do not subjectively apply this policy to avoid bias and uphold ethical treatment. There are no exceptions to this policy in order to ensure fair policy implementation to all clients.

To Reschedule: Message your therapist directly through your patient portal: Therapy Appointment Portal

We schedule weekly, recurring appointments- same day and same time- in person in our Norfolk office and with select therapists also offering telehealth for anyone in the state of Virginia.

This makes our practice a little different than other practices. We believe a lot of life transpires in the 167 hours between weekly sessions, and therapy is best done when we have consistency to address the now and have time for trauma-related work. We value offering predictability (and designated space just for you!) in what can be the chaos and busyness of a week.

To be transparent, rarely. A few select therapists on our team provide telehealth therapy to clients located in the state of Virginia in addition to in-person therapy as long as the therapist feels telehealth is a clinically appropriate option for a client (which they talk about in the first session for clarity), the client needs accessibility due to being out of the Hampton Roads area or due to disability/medical needs, or circumstances where a specific treatment approach is needed by a client is located in a rural environment without access nearby.

Our therapists who see clients in-person utilize telehealth as needed for alternative options when conflict (schedule, illness, surgery. etc) arises with with established clients.

Please arrive on time. with your ID card and insurance card.

Hang out in the waiting room, check out the books, and soak in the calm. Your therapist will come get you from the waiting room at the start of your session time. We spend the first few sessions hearing your story, discussing your treatment expectations, and letting you get to know us while we get to know you— ensuring that this is the best fit for your needs and goals.

We verify your insurance and will charge your card on file at the end of each session for the amount determined by your insurance or self-pay rate. Cards are kept on file in a confidential, HIPAA-protected electronic health record and are stored for your convenience. If a card is declined, new information will be required before appointments can continue. Reminder, it is your responsibility to know your insurance benefits and your out-of-pocket cost per session.

Please send a message directly to your therapist through your Therapy Appointment Patient Portal: Therapy Appointment Portal

If you are experiencing a mental health or medical emergency, contact 911.

Effective January 1, 2022, a ruling went into effect called the "No Surprises Act" which requires practitioners to provider a "Good Faith Estimate" to individuals who are uninsured or utilize self-pay. The Good Faith Estimate (referred to throughout this document as “GFE”) works to show the cost of items and services that are reasonably expected for your health care needs for an item or service, a diagnosis, and a reason for mental health services. The estimate is based on information known at the time the estimate was created. The GFE does not include any unknown or unexpected costs that may arise during treatment. You could be charged more if complications or special circumstances occur and will be provided a new GFE should this occur. If this happens, federal law allows you to dispute (appeal) the bill if you and your provider have not previously talked about the change and you have not been given an updated GFE.

Under Section 2799B-6 of the Public Health Service Act (PHSA), health care providers and health care facilities are required to inform individuals who are not enrolled in a plan or coverage or a Federal health care program, or not seeking to file a claim with their plan or coverage both orally and in writing of their ability, upon request, or at the time of scheduling health care items and services to receive a GFE of expected charges.

Note: The PHSA and GFE do not currently apply to any individuals who are using insurance benefits, including "out of network benefits” (i.e.., submitting superbills to insurance for reimbursement).

Timeline requirements: Providers are required to provide a GFE of expected charges for a scheduled or requested service, including items or services that are reasonably expected to be provided in conjunction with such scheduled or requested item or service. That estimate must be provided within specified timeframes:

If the service is scheduled at least 3 business days before the appointment date: no later than 1 business day after the date of scheduling;

If the service is scheduled at least 10 business days before the appointment date: no later than 3 business days after the date of scheduling; or

If the uninsured or self-pay individual requests a GFE (without scheduling the service), no later than 3 business days after the date of the request. A new GFE must be provided, within the specified timeframes if the individual reschedules the requested item or service.

Common Services at Connected Wellness Group LLC:

90791: Initial Psychotherapy intake (not timed)

90792/99205: Initial Psychiatric Intake (not timed)

90834: Ongoing therapy appointments (approx. 38-45 minutes)

90837: Ongoing therapy appointments (approx.. 53-60 minutes)

90847: Family/Couples appointments (approx.. 45-60 minutes)

97802: Nutritional Counseling Intake (not timed)

97803: Nutritional Follow Up appointments (approx. 30-60 minutes)

Connected Wellness Group individual’s mental health treatment is unique and how long you will engage in mental health services is based on individual treatment goals and needs as well as:

Your schedule and life circumstances

Your provider’s availability

Ongoing life challenges

The nature of your specific challenges and how you address them

Personal finances

You and your provider will work together to determine when you have met your goals and are ready for discharge and/or a new "Good Faith Estimate" will be issued should your frequency or needs change.

For questions or more information about your right to a Good Faith Estimate, visit www.cms.gov/nosurprises.

Notice of Privacy Practices

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED

AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

HIPAA requires that we give you the following Notice of Privacy Practices, which reads as a legal document. Most of the points were covered in “softer” ways in the Client Services Agreement, above, but please read both parts. After you read the entire document, we will ask you to sign a form showing that you agree to abide by the Client Services Agreement and the Notice of Privacy Practices.

Connected Wellness Group 327 W. 21st St. Suite 205

Norfolk, VA 23517

757-656-6461

Uses and Disclosures for Treatment, Payment, and Health Care Operations

Connected Wellness Group may use or disclose your protected health information (PHI), for treatment, payment, and health care operations purposes. For each permitted use or disclosure described in this Notice, the description is intended to provide sufficient detail to place you on notice of the uses and disclosures permitted or required by HIPAA and other applicable law, including 42 C.F.R. Part 2 where applicable. HIPAA permits disclosures for treatment coordination and case management activities, including referrals and collaboration with other treating providers, even when those activities may incidentally involve administrative or operational communications. To help clarify these terms, here are some definitions:

“PHI” refers to information in your health record that could identify you.

“Treatment, Payment and Health Care Operations”

Treatment is when your provider provides, coordinates or manages your health care and other services related to your health care. An example of treatment would be when your therapist or psychiatric provider consults with another health care provider, such as your family physician or another psychotherapist.

Payment is when your provider obtains reimbursement for your healthcare. Examples of payment are when your provider discloses your PHI to your health insurer to obtain reimbursement for your health care or to determine eligibility or coverage.

Health Care Operations are activities that relate to the performance and operation of CWG’s practice. Examples of health care operations are quality assessment and improvement activities, business-related matters such as audits and administrative services, and case management and care coordination.

“Use” applies only to activities within CWG’s office such as sharing, employing, applying, utilizing, examining, and analyzing information that identifies you.

“Disclosure” applies to activities outside of CWG’s office, such as releasing, transferring, or providing access to information about you to other parties.

Potential for Redisclosure

Please be aware that information disclosed by CWG pursuant to HIPAA may be subject to redisclosure by the recipient and may no longer be protected by HIPAA or this Notice of Privacy Practices. Once your PHI is disclosed to a third party in accordance with HIPAA, we cannot control how that party uses or further discloses your information. This is why we encourage you to carefully consider any authorization you provide for release of your information.

Uses and Disclosures Requiring Authorization

CWG may use or disclose PHI for purposes outside of treatment, payment, or health care operations when your appropriate authorization is obtained. An “authorization” is written permission above and beyond the general consent that permits only specific disclosures. In those instances when your provider is asked for information for purposes outside of treatment, payment or health care operations, your provider will obtain an authorization from you before releasing this information. As a general rule, CWG does not release therapists’ personal Psychotherapy Notes. “Psychotherapy Notes” are notes your therapist has made about your conversation during a private, group, couple’s, or family counseling session, which your therapist has kept separate from the rest of your medical record. These notes are given a greater degree of protection than PHI.

1. You may revoke the authorization for release of your PHI at any time, provided the revocation is in writing.

2. You may not revoke an authorization to the extent that (1) your therapist has relied on that authorization; or (2) if the authorization was obtained as a condition of obtaining insurance coverage, law provides the insurer the right tocontest the claim under the policy.

CWG does not use PHI for fundraising purposes. If this practice changes, you will be provided with clear notice and a right to opt out of all fundraising communications.

Uses and Disclosures with Neither Consent nor Authorization

CWG may use or disclose PHI without your consent or authorization in the following circumstances:

1. • Child Abuse – If your provider has reasonable cause to believe that a child has been abused, he/she must report that belief to the appropriate authority.

   • Adult and Domestic Abuse – If your provider has reasonable cause to believe that a disabled adult or elder person has had a physical injury or injuries inflicted upon such disabled adult or elder person, other than by accidental means, or has been neglected or exploited, he/she must report that belief to the appropriate authority.

   • Health Oversight Activities – If your provider is the subject of an inquiry by his/her licensing board, he/she may be required to disclose protected health information regarding you in proceedings before the Board. Your CWG provider will attempt to inform you and explain what has to be revealed.

   • Judicial and Administrative Proceedings – If you are involved in a court proceeding and a request is made about the professional services CWG provided you or the records thereof, such information is privileged under state law, and CWG will not release information without your written consent or a court order. The privilege does not apply when you are being evaluated for a third party or where the evaluation is court ordered. You will be informed in advance if this is the case.

   • Serious Threat to Health or Safety – If your CWG provider determines, or pursuant to the standards of his/her profession should determine, that you present a serious danger of violence to yourself or another, your provider may disclose information in order to provide protection against such danger for you or the intended victim.

   • Worker’s Compensation – We may disclose protected health information regarding you as authorized by and to the extent necessary to comply with laws relating to worker’s compensation or other similar programs, established by law, that provide benefits for work-related injuries or illness without regard to fault.

Special Protections for Substance Use Disorder Treatment Records

CWG generally provides outpatient mental health services. However, if CWG receives, creates, or maintains records concerning substance use disorder (SUD) treatment from a program subject to 42 CFR Part 2, additional protections apply to those records. Part 2 provides greater privacy protections for SUD records than standard HIPAA requirements.

Restrictions on Disclosure: SUD treatment records, or testimony relaying the content of such records, generally may not be used or disclosed for treatment, payment, or health care operations without your specific written consent, except as otherwise permitted by 42 CFR Part 2.

Use in Legal Proceedings: SUD treatment records received from programs subject to 42 CFR Part 2, or testimony relaying the content of such records, shall not be used or disclosed in civil, criminal, administrative, or legislative proceedings against you unless based on your written consent, or a court order issued after notice and an opportunity to be heard is provided to you or the holder of the record, as provided in 42 CFR Part 2. A court order authorizing use or disclosure must be accompanied by a subpoena or other legal requirement compelling disclosure before the requested record is used or disclosed.

Right to Opt Out of Fundraising: If CWG intends to use or disclose SUD treatment records for fundraising for the benefit of CWG, you will first be provided with a clear and conspicuous opportunity to elect not to receive any fundraising communications.

Minors and Parents

For clients under the age of 18 who are not legally emancipated, HIPAA and Virginia law generally permit a parent or legal guardian to access the minor’s PHI. However, access may be limited or denied when:

• The provider determines that access would be reasonably likely to cause substantial harm to the minor or another person;

• The minor is permitted by law to consent to care and has not requested parental access;

• The parent or guardian has agreed, in writing, to limit access to records.

Psychotherapy notes are never accessible to parents or guardians except pursuant to a valid court order.

CWG may provide parents or guardians with general information regarding a minor’s progress and attendance, unless doing so would be clinically inappropriate or legally prohibited. Where appropriate, CWG encourages collaborative involvement of parents or guardians while respecting the minor client’s privacy rights.

Online Tracking Technologies and Website Analytics

CWG’s website and patient portal may use standard online technologies such as cookies, pixels, log files, or analytics tools to maintain site functionality, improve user experience, and protect security. CWG does not use online tracking technologies to collect PHI for marketing or advertising purposes without authorization.

To the extent any information collected through online technologies is combined with PHI, such information is treated as PHI and safeguarded in accordance with HIPAA. You may adjust browser settings to limit cookies or tracking; however, doing so may affect website functionality.

CWG does not permit third party advertising networks to track users through the patient portal.

Breach Notification

CWG is required by law to notify you following a breach of unsecured PHI. Notification will occur without unreasonable delay and no later than 60 days after discovery, consistent with 45 C.F.R. Part 164, Subpart D.

Right to Restrict Disclosures When Paying Out-of-Pocket

If you pay for a service in full out-of-pocket, you have the right to request—and CWG must honor—a restriction preventing disclosure of PHI related solely to that service to your health plan, unless disclosure is otherwise required by law.

Your Rights and Our Duties

1. Right to Request Restrictions – You have the right to request restrictions on certain uses and disclosures of protected health information. However, CWG is not required to agree to a restriction you request.

2. Right to Receive Confidential Communications by Alternative Means and at Alternative Locations – You have the right to request and receive confidential communications of PHI by alternative means and at alternative locations. (For example, you may not want a family member to know that you are seeing a provider at CWG. On your request, CWG will not leave messages for you on your home answering machine, as long as your provider has an alternative way of contacting you.)

3. Right to Inspect and Copy – You have the right to inspect or obtain a copy (or both) of PHI in our mental health and billing records used to make decisions about you for as long as the PHI is maintained in the designated record set. CWG will respond to your request within 30 days and may deny your access to PHI under certain circumstances, but in some cases you may have this decision reviewed. We may provide records electronically if readily producible. On your request, CWG will discuss with you the details of the request and denial process.

4. Right to Amend – You have the right to request an amendment of PHI for as long as the PHI is maintained in the record. CWG may deny your request. On your request, your provider will discuss with you the details of the amendment process.

5. Right to an Accounting – You generally have the right to receive an accounting of disclosures of PHI. On your request, CWG will discuss with you the details of the accounting process.

6. Right to a Paper Copy – You have the right to obtain a paper copy of the notice from CWG upon request, even if you have agreed to receive the notice electronically.

CWG Therapist and Psychiatric Provider Duties:

CWG providers are required by law to maintain the privacy of PHI and to provide you with a notice of our legal duties and privacy practices with respect to PHI.

1. CWG reserves the right to change the privacy policies and practices described in this notice. Unless CWG notifies you of such changes, however, CWG is required to abide by the terms currently in effect.

2. If CWG revises our policies and procedures, we will provide a copy of these changes to you through our Patient Portal.

Complaints

If you are concerned that your provider has violated your privacy rights, or you disagree with a decision made about access to your records, you may contact Rachel Harner at 757-656-6461. You may also send a written complaint to the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting www.hhs.gov/ocr/privacy/hipaa/complaints/. We will not retaliate against you for filing a complaint.    

Connected Wellness Group makes reasonable efforts to monitor its social media, however, we do not moderate all comments and cannot always respond in a timely manner. We reserve the right to edit and delete any comments/content we deem inappropriate. The following will not be tolerated:

-Hate speech towards any group of people

-Abusive or hurtful comments

-Solicitation of any group or organization or product

-Privacy violations or personal attacks

Connected Wellness Group is not responsible for the content of any links associated with shared content

Any information relative to appointments, scheduling or specific interventions will be deleted as it may pose as a HIPAA violation. By posting or commenting on Connected Wellness Group’s social media, you understand and acknowledge that this information is available to the public, and that social media platforms are not HIPAA compliant entities.

Information provided on Connected Wellness Group’s social media and website is not intended to be medical advice or therapy. It should not replace consultation with a qualified physician and/or mental health provider. Additionally, Connected Wellness Group does not respond to direct messages, private messages, or comments on any social media platform. If you are experiencing a mental health or medical emergency, please call 911. If you would like to discuss initiating treatment with one of our providers, please utilize our email address or phone number.

The opinions and views expressed on Connected Wellness Group’s social media platforms represent the thoughts of individuals and online communities, and not those necessarily of Connected Wellness Group, its affiliates, or any of officers, employees, or staff. The opinions and views expressed on these platforms/pages do not in any way reflect the views of the site they are posted on, other sites affiliated with the site, or the staff involved in maintaining those sites.