2026 Practice Policies

Appointments
  • Sessions are generally 53–55 minutes once per week. Frequency may be adjusted as treatment goals are met.
  • Scheduling: Your appointment time is reserved for you. Please cancel or reschedule at least 48 hours in advance.
  • Reminders: Text, email, or voicemail reminders will be sent 48 hours before your appointment. Reminders are optional but highly recommended.

No Show / Late Cancellations
  • No Show: $150
  • Late Cancel (<48 hours): $100
  • Exceptions may be made at the discretion of your therapist for circumstances outside your control.
  • Insurance Note: Clients using Medicaid (including McLaren Medicaid, Molina, Blue Cross Complete, Priority Health Medicaid) cannot be charged for missed sessions. Three-strike rule applies; after three missed sessions, your case may be closed.
  • Arriving 15+ minutes late may result in session not being billable to insurance and subject to late/no-show fee.
Returned Payment Fees: $35 per check or declined card. Balances 30+ days overdue may be sent to collections, with additional fees.

Contacting Your Therapist
  • Messages: Leave voicemail or text at 810-373-5133. Messages will be returned during business hours, usually within 48-72 hours.
  • Emergencies: Call 911 or go to the nearest emergency room.

Telecommunication & Electronic Communication
  • Face-to-face sessions are preferred. Telehealth is available when necessary.
  • Electronic communications (text, email) cannot guarantee confidentiality. Do not use for emergencies or therapy content discussions.
  • Telehealth Policies: Michigan law defines telehealth broadly. Clients retain the right to withdraw consent for telehealth at any time without impacting future care.

Minors
  • Parents/guardians may have rights to information. Therapists will discuss what is appropriate to share.
  • Waiting Room Supervision: Parents must supervise children; Epic Counseling PLLC does not provide childcare.

Discharge
  • Cases are closed after termination session or if no appointments are scheduled for 30 days without arrangement.
  • Clients may resume therapy later without repeating their story unless they choose otherwise.

Cash and Professional FeesPrivate Pay / Sliding Scale:
  • Clients may choose to pay entirely out-of-pocket, called private pay.
  • Sliding scale is available upon request; proof of income (recent pay stubs or tax forms) is required.
  • Outside of approved sliding scale arrangements, fees are non-negotiable.
Payment Requirements:
  • Payment is due at the time of the session unless prior arrangements are made.
  • Epic Counseling PLLC reserves the right to use attorneys or collection agencies for unpaid balances.
  • If therapy is involved in legal proceedings, the client is responsible for:
    • $185/hour for travel, court time, and paperwork.
    • Mileage of $0.75/mile after 2.5 hours.
    • Transportation, lodging, meals, and other related costs (estimate provided in advance).
Administrative & Documentation Fees:
  • Subpoena or court-related documentation: $75 base + $1.50/page.
  • Non-court paperwork (disability, FMLA, ESA letters): $25 base + $1.50/page.
  • Additional time may be billed if needed to adequately prepare documents.
Insurance Payments:
  1. Co-pays are due at the time of service.
  2. Deductibles must be met before co-pays apply; client may be responsible for full session fees until deductible is met.
  3. Insurance authorization does not guarantee payment; client remains responsible for charges incurred.
  4. Accepted forms: cash, credit card, personal check.
  5. Credit Card Authorization is required to secure payments for missed sessions.
  6. Declined cards incur a $35 fee; returned checks incur a $35 fee.
  7. Delinquent balances (30+ days) may be sent to collections; client responsible for additional fees.
  8. Disputed payments: client is responsible for all fees and balances.

Smoking, Substance Use, Alcohol, and Weapons PolicySmoking:
  • Prohibited inside the building or near entrances. Allowed only in designated outdoor areas.
Substance Use & Alcohol:
  • Use or possession of illegal substances or alcohol on the property is strictly prohibited.
  • Being under the influence during a session may result in rescheduling for safety and therapeutic effectiveness.
Weapons:
  • Firearms, knives, or any potentially harmful items are prohibited.
  • Violation may result in being asked to leave and legal consequences.
  • Policy ensures safety for clients and staff.

Client Behavior and Expectations
  • Respectful Environment: Polite and courteous behavior is required. Disruptive or aggressive actions may result in immediate dismissal.
  • Threats or Violence: Any threats toward self or others will be reported to authorities.
  • Confidentiality & Privacy: Clients must respect the privacy of others, particularly in waiting areas.

Animal-Assisted Therapy (AAT)
  • AAT is an adjunct therapy incorporating human-animal interactions, led by Nichole O’Keefe, MA, LPC, NCC, certified in AAT.
  • Safety Considerations:
    • Animals may scratch or bite during play; therapists are not liable.
    • Animals communicate through body language; minor incidents (e.g., losing balance) may occur.
    • Animals are screened and groomed to minimize zoonotic disease risk.

Duty to Warn / Safety ObligationsEpic Counseling PLLC prioritizes client and community safety. Therapists are legally and ethically obligated to take action if there is a threat of harm.
What this means:
  1. Emergency Services: If imminent risk is present, therapists may contact law enforcement or medical professionals.
  2. Potential Victims: If a credible threat exists to an identifiable person, the therapist may notify that person or appropriate authorities.
  3. Confidentiality Exceptions: In cases of clear, imminent danger, confidentiality may be broken to prevent serious harm.
Priority:
  • Confidentiality is always respected unless safety concerns require action.
  • Therapists work to minimize the impact on client privacy whenever possible.