Consenting to Telehealth Therapy
All clients who have chosen to conduct their therapy via telehealth with our providers, are required to sign a consent to acknowledge the following details.
By choosing to facilitate your own, or your child(ren’s) counseling sessions via telehealth using a HIPAA compliant program with a therapist through “A Window To Wellness, LLC” as part of your/your child’s therapeutic process you have agreed and understand that:
Ø Telehealth video conferencing technology will not be the same as a direct patient/therapist visit due to the fact that I will not be in the same room as my therapist.
Ø I am to be online at least five minutes prior to session, alone, in quiet room, door closed. I can check in to the virtual waiting room of my therapist; in turn my therapist will be promptly notified. My therapist will start our telehealth session within 5 minutes of our scheduled appointment time.
Ø If others are present during the session other than myself and my therapist, they will maintain confidentiality of the information obtained. I further understand that I will inform, or be informed, of their presence in the session and thus either party will have the right to request the following: (1) omit specific details of my medical history/physical examination that are personally sensitive to me; (2) ask them to leave the room: and/or (3) terminate the session at any time.
Ø The alternatives to a telehealth session are in-office session and I have chosen to participate in telehealth sessions when in-office sessions cannot be arranged due to scheduling conflicts.
Also understand the following limitations of telehealth video therapy sessions, when using Doxy.Me:
Ø Confidentiality should be treated like an in-office session: no outside distractions, turn off cell phones, maintain visual contact the entire time, close other programs on computer and I will not be late.
Ø Doxy.Me implements state of the art security and encryption protocols to assure that data integrity and privacy is maintained. As a result, Doxy.me complies with HIPAA, GDPR, PHIPA/PIPEDA, &HITECH requirements.
Ø Doxy.Me does not require downloads, plug-ins, or registration to use. Doxy.Me works best with Chrome, Safari, Firefox and is accessible from desktop, tablet, and smartphone.
Ø That there are potential risks to this technology, including interruptions, unauthorized access, and technical difficulties. I understand that my therapist or I can discontinue the telehealth visit if it is felt that theDoxy.me videoconferencing connections are not adequate for the situation.
Also understand the following financial factors associated with my telehealth sessions:
Ø A Window to Wellness, LLC will submit billing to my insurance(s) for payment of my telehealth therapy sessions. And I understand that I am fully responsible for the cost of the services, as outlined by my insurance policy. I will remit payment for services either online, prior to my session, and/or provide credit card information to be kept on-file for payment processing to be done after sessions, in the event of deductible or coinsurances are applicable with my insurance policy.
Ø Telehealth sessions are only billable to insurance(s) when both parties are within Delaware limits according to their originating locations (addresses on file with insurance). Or in cases of prior authorization approval or pandemic amendments.
Ø I understand that I must cancel my scheduled telehealth session with at least 24 hours’ notice, same as any other appointment. And that I am responsible for paying for any missed or late-canceled telehealth session in full, as outlined by the practice policy, before rescheduling my session.
Frequently Asked Questions (FAQs) about telehealth
What is telehealth?
Telehealth is the use of electronic information and telecommunications technologies to support long-distance clinical health care and patient health-related education. It is a valid alternative to the usual in-person way of providing care to the patients.
How is telehealth delivered?
Telehealth is delivered via videoconferencing using secure (HIPAA compliant) telehealth software.
Does my insurance cover telehealth visits?
Most commercial insurance plans cover telehealth visits. During COVID-19 emergency, Medicare and all commercial plans have significantly expanded telehealth coverage for all its members through to the end of the 2020 calendar year (12/31/20).
If you would like to confirm telehealth coverage with your specific plan, please call and check with your insurance carrier regarding telehealth coverage under your insurance plan directly. If your insurance does not cover telehealth, you can pay out of pocket for your telehealth session.
What happens if my insurance was expected to cover telehealth but they deny my session(s)?
During COVID-19 emergency, Medicare and all commercial plans have significantly expanded telehealth coverage for all its members through to the end of the 2020 calendar year (12/31/20). However, our confirmation IS NOT a guarantee of the coverage for every plan, as there are exceptions that may apply for the many thousands of insurance plans that exist. One exception we are aware of, is that clients who live out-of-state from the servicing providers licensed state(s) may require an authorization to continue therapy via telehealth.
Clients are responsible for determining if their policy is allowing telehealth services to continue, if any exceptions apply to their specific plan or if the out-of-state exceptions are applicable to them and for obtaining any required authorization to receive telehealth services covered by their insurance. If an authorization is not obtained, the clients will be responsible for the sessions out-of-pocket in full if denied.
What is my out of pocket responsibility for telehealth?
Depending on your insurance plan, you may have a copay per session, an amount applied towards to your deductible or coinsurance, or a combination for your telehealth visit. If you do not have insurance, you will have to pay out-of-pocket for your telehealth visit.
What system do you use for telehealth and is it secure?
Doxy.Me implements state of the art security and encryption protocols to assure that data integrity and privacy is maintained. As a result, Doxy.me complies with HIPAA, GDPR, PHIPA/PIPEDA, &HITECH requirements.
How do I access Doxy.Me?
Our office staff or your provider will send you a link via email to access the virtual lobby of your provider on our telehealth platform Doxy.Me.
Does Doxy.Me require me to download an app or do I need to register with Doxy.Me before I can use it?
Doxy.Me does not require downloads, plug-ins, or registration to use.
How do I log in to my providers virtual lobby for my session?
On the day of your appointment, at least five minutes prior to session, find a quiet, private, comfortable space that you can be alone for the duration of your session. Click the link to your providers’ virtual lobby and follow the prompts. A pop-up will appear that will ask you to enter your name to check-in. If not already done, you may also have a pop up to ask you to enable your video and microphone for use.
What devices can I use to join the online session?
You may use any Windows, Mac, iOS, or Android based desktop, laptop, or mobile device to join the online session. Doxy.Me works best with Chrome, Safari, Firefox.
I can see and hear my provider, but they cannot hear or see me. What can I do?
Typically, this is can be a result of two (2) things:
The platform you are using for the session. Make sure you are using Chrome or Firefox when using a desktop or laptop computer. When using your smartphone or mobile device the default browser should not cause issue.
If an alternate videoconferencing service was previously used, such as Zoom or Google Duo, you may need to re-enable the camera and microphone access for Doxy.Me.
I do not think I would be comfort with telehealth, what are my options for meeting with my clinician if in-person sessions are not available?
We request (insist) that clients give telehealth via Doxy.Me a try at least 1-2 times or as much as possible. It is secure and HIPAA compliant. During normal times, healthcare laws require us to conduct telehealth sessions via HIPAA compliant software only. However, during the COVID-19 emergency only, these laws have been relaxed temporarily which allows providers to deliver care to their patients via other popular video telephony software in extreme cases. Also, during the COVID-19 emergency through 12/31/20, phone-based therapy may be provided in cases where clients are unable to connect via video technology or do not have a smartphone or computer. If you want to consider an alternative option, please discuss this with our front desk staff and/or your provider.
Will I get reminders for my telehealth appointment?
Yes, you will continue to get reminders, via email, from our EHR. If you receive a reminder with location listed as Newark/Rehoboth Beach, even though you were scheduled a telehealth appointment, please disregard the location indication.
Insurance Telehealth Coverage
During COVID-19 emergency, Medicare and all commercial plans have significantly expanded telehealth coverage for all its members during active health concerns, to-date. However, the information provided by A Window To Wellness IS NOT a guarantee of the coverage for every plan, as there are exceptions that may apply. One exception: is that clients who live out-of-state from the servicing providers licensed state(s) may require an authorization to continue therapy via telehealth. Clients are responsible for determining if their policy is allowing telehealth services to continue, if any exceptions apply to their specific plan or if the out-of-state exceptions are applicable to them and for obtaining any required authorization to receive telehealth services covered by their insurance. If an authorization is not obtained, the clients will be responsible for the sessions out-of-pocket in full if denied.
The following information is from general health plan guidance as advised by the major plans indicated, client-specific policies may differ. We will update this information as often as possible. Do not rely solely on this information, as it is not a guarantee for all plans.
*If you would like to confirm telehealth coverage with your specific insurance carrier, please call and check with your insurance company directly regarding telehealth coverage under your specific policy; the phone number for member services are often found on the front or back of your insurance card. If your insurance does not cover telehealth, you can pay out of pocket for your telehealth session.
Most recent update of telehealth coverage as a result of the current COVID-19 Pandemic; as of 12/30/20:
Aetna, Aetna Student Plans & Aetna MCR Advantage – covered through 1/31/2021
All DE Medicaid [AHC/HO/DMAP] - until further notice
AmeriHealth of NJ – covered through 1/21/2021
BCBS – covered through 3/31/2021
Cigna – covered through 3/31/2021
Medicare - until further notice
Optum/UHC/AARP/Etc. - covered through 1/31/2021
Carriers with telehealth implemented as routine covered service, indefinitely; as of 12/30/20:
ComPsych, including EAP services
Tricare/Tricare East/Humana Military