FREQUENTLY ASKED QUESTIONS

Questions about Appointments

How do I make an appointment?

We offer 5 ways for our clients to book their appointments:

- Appointments can be made via our website www.cbfclinic.com by using the widget under the Appointments tab or by using our automated assistant

- via Mindbody online by logging into your profile and searching available appointments

- via the Mindbody app (choose Carolinas Biofeedback Clinic)

- by texting 704-275-9294 from your mobile phone

Can someone in your office book my appointments for me? 

In order to maximize our time with clients and to keep our pricing competitive, we do not staff a receptionist to handle booking for our clients. Instead, we offer 5 options for our clients to take advantage of to manage their own schedules 24 hours a day, 7 days a week. Of course, we are always happy to answer any questions and assist our clients in their booking needs, but the bulk of scheduling is managed by our clients themselves.

Can I make an appointment for someone else?  Ideally, each client’s appointments should be booked under his/her own client profile. Our scheduling software does allow for you to book an appointment for someone else.  However, this option should ONLY be used in the case of a family with more than one client.  (i.e. a parent booking for multiple children, or for self and child).  Booking an appointment for someone else secures the appointment time, but the appointment does not appear on the client’s upcoming schedule until a member of our staff manually assigns it, which is usually done once a week.  This can cause confusion if you log in to check upcoming schedules and do not see appointments that you thought you booked.

 

Does my child need to have his/her own profile? Each client should have his/her own profile and all appointments should be booked under that profile.  Minor children can be booked under the parent’s name/profile UNLESS the parent will also be a client.  If this is the case, please book each person’s appointments under their own profile. 

How do I cancel an appointment? 

Appointments can be canceled using any of the same methods used to book an appointment, and can be canceled at any time within 24 hours of your appointment time without penalty.  Within the 24-hour window, clients will need to contact their clinician directly, so that appointment times can be offered to clients on our waiting list.  If another client can take your slot, your session fee will be waived.  If we are unable to fill the appointment slot, you will be charged for the late canceled appointment.  No-shows will be charged for missed appointments.  If you have an extenuating circumstance, please contact your clinician.  Fee waivers will be handled on a case-by-case basis.

What happens if I cancel an appointment less than 24 hours before my appointment time?

Within the 24-hour window, clients will need to contact their clinician directly, so that appointment times can be offered to clients on our waiting list.  If another client can take your slot, your session fee will be waived.  If we are unable to fill the appointment slot, you will be charged for the late canceled appointment.  No-shows will be charged for missed appointments.  If you have an extenuating circumstance, please contact your clinician.  Fee waivers will be handled on a case-by-case basis.

 

How do I get on the waitlist? 

When you search for an appointment time and there are no available appointments, you can choose to be added to the waitlist.  When a cancellation occurs, our clinicians will contact you to see if you would like that available appointment time.

Questions about Insurance

Questions about Insurance

What forms of payment do you accept?  

We accept all forms of payment: cash, check, credit card, debit card, and FSA and HSA funds.

 

Do you accept insurance? 

We do not accept any forms of insurance, and payment is required at the time of service.

 

Are you in-network for any insurance companies? 

Carolinas Biofeedback Clinic is an Out-of-Network provider.  We do not accept any forms of insurance, and payment is required at the time of service.   There are certain conditions where an insurance carrier will provide benefits at the in-network level.  Any additional paperwork or phone consultations will be billed at an hourly rate.

 

How do I file for reimburement from my insurance company? 

You will need a couple of things to file for an insurance reimbusement:  1 – a claim form from your insurance company.  This is typically found on their website.  This form will include your personal identifying information as well as your insurance group numbers and ID numbers.  2 – The formal receipt that we will prepare for you. (see below for details)

How do I get a formal receipt that insurance will accept? 

Insurance receipts must be hand-prepared because they require information that is not stored in our system (i.e. referral information and diagnosis codes).  Once referral paperwork is received in our office, formal receipts may be obtained by emailing our Office Manager, Sandy Smith (sandy@cbfclinic.com), and typically are available within 1 week of request. Receipts are batched into groups of sessions, usually 8-10, rather than individual sessions.

What are the procedure codes related to Biofeedback services?

1. 95816 (qEEG Brain map) (this codes relates to the gathering of the data)

2. 95957 (qEEG Brain map) (this code relates to the data analysis)

We typically use 95816 as it seems to be more comprehensive. Our brain map actually includes services applicable to both of these codes.  If your insurance company prefers one code over the other, please let us know and we can include that one on your receipt.

3. 90901 (Biofeedback Training) – this procedure code covers all office visits.

 

What is your NPI# to give to my insurance company? 

NPI numbers are an identifying number for in-network providers.  Because we are solely an out-of-network provider, we do not have an NPI#.  Typically insurance companies ask for our FEIN#, which is 26-3900831.

 

Can I use the receipt my clinician gave me at my appointment to file a claim? 

If you are filing for FSA reimbursement, sometimes they will accept the receipt printed at the time of payment.  The exception to this is package pricing.  The receipt for purchase of a package is not usually accepted because the dates of service are required.  A hand-prepared receipt will be required.