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Transparent Billing & Insurance Verification

We believe financial clarity should be part of your wellness journey. Understand your coverage, payment options, and our billing policies before your first visit.

Verify Your Coverage Contact Billing Dept.
🛡️ Insurance Acceptance

We Accept Major PPO & Network Plans

VitaWell partners with leading insurance providers to make holistic and mental wellness more accessible. Coverage varies by plan, state, and service type.

🏥 In-Network PPO

Covered for counseling, therapy, psychiatric evaluation, and certain nutrition consultations under CPT codes 90834, 90837, 96159.

AetnaBlueCross BlueShieldCignaUnitedHealthcare

🌐 Out-of-Network Benefits

We provide detailed superbills for out-of-network reimbursement. Most PPO plans cover 50–80% after deductible for behavioral health.

Medicare AdvantageKaiser (Referral Req.)Tricare

💳 HSA / FSA Compatible

All wellness, nutrition coaching, sleep optimization, and mindfulness programs are eligible for Health Savings & Flexible Spending Accounts.

HSA DebitFSA DirectCareCredit
📋 Billing & Payment Policies

Clear, Upfront Financial Guidelines

No hidden fees. No surprises. We follow ethical billing practices and comply with HIPAA financial privacy standards.

💳 Accepted Payment Methods

  • All major credit/debit cards (Visa, MC, Amex, Discover)
  • HSA/FSA cards and direct reimbursements
  • CareCredit healthcare financing
  • Secure online portal & Apple/Google Pay
  • Cash & certified checks (in-office only)

⚖️ Cancellation & No-Show Policy

  • 24-hour notice required to reschedule or cancel
  • No-shows or late cancellations billed at full session rate
  • Two no-shows may require a payment plan or prepayment
  • Exceptions for medical emergencies (documentation required)

📄 Documentation & Reimbursement

  • Superbills issued within 3 business days of service
  • Contains diagnosis codes (ICD-10) & procedure codes (CPT)
  • Direct billing available for in-network plans
  • Self-pay discounts available for multi-session packages
🔄 How Coverage Verification Works

Verify Your Benefits in 4 Simple Steps

Our billing team handles the insurance paperwork so you can focus on your health.

1

Submit Plan Details

Share your insurance ID, group number, and covered services via our secure form or phone.

2

Benefits Check

We verify coverage, copays, deductibles, and any prior authorization requirements.

3

Clear Cost Estimate

Receive a written breakdown of patient responsibility vs. insurance payment before scheduling.

4

Seamless Billing

We submit claims directly. You only pay your estimated portion at checkout.

❓ Frequently Asked Questions

Billing & Insurance Questions

Quick answers to help you plan your wellness journey with confidence.

Do you accept Medicaid or state-funded plans? +
We currently accept select Medicaid plans on a case-by-case basis depending on state contracts and service type. Please call our billing department with your plan details for verification.
What if my plan requires a referral or PCP authorization? +
Many HMO plans require a primary care physician referral before covering mental health or nutrition services. We can provide a referral request form to your PCP office upon request.
Are group classes or wellness workshops covered by insurance? +
Insurance typically covers one-on-one clinical services (therapy, counseling, medical nutrition therapy). Group classes, mindfulness workshops, and fitness programs are considered wellness benefits and may be eligible for HSA/FSA or employer wellness stipends.
How do I get reimbursed for out-of-network services? +
After your session, we email a detailed superbill with diagnosis and procedure codes. Submit it through your insurer's portal or mail it to their claims address. Reimbursement typically takes 10–21 days.
Do you offer payment plans or sliding scale fees? +
Yes. We offer monthly installment plans for packages over $500 and a limited sliding-scale option for qualifying individuals. Financial assistance applications are reviewed monthly by our patient care coordinator.

Have Questions About Your Coverage?

Our dedicated billing team is available Mon–Fri, 8AM–6PM EST to verify benefits, explain copays, and walk you through self-pay options.

📞 (800) 555-1234 ✉️ billing@vitawell.com