Telehealth Counseling, Coaching, and Psychotherapy

Wellness Solutions

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Understanding Fees, Insurance, & Payments

We know that understanding the cost of counseling and how to use your insurance or EAP (Employee Assistance Program) benefits can feel a bit overwhelming. That’s why we’re here to make it as simple, clear, and stress-free as possible. On this page, you’ll find everything you need to know about our fees, how insurance works, and how to make the most of your benefits.

We’ll walk you through our policies on payments, explain why we keep a credit card on file, and offer guidance on how you can check your own insurance and EAP benefits. Our goal is to provide full transparency, so you can focus on your well-being without financial guesswork.

Every client’s situation is unique, and we’re happy to answer any questions you may have along the way. If you’re not sure where to start, this page will give you the information you need to feel confident and prepared. And if you’d like personalized guidance, our team is just a call or message away.

Investing in your mental health is one of the most meaningful decisions you can make, and we’re here to support you every step of the way.

How Does Insurance Work?

Helpful Information to Navigate the Confusion of Insurance

Wellness Solutions will check a client's insurance eligibility and benefits prior to the client's first appointment. We will then email or text a client with the results of the eligibility and benefits check so that a client will know the cost of care prior to their first appointment.

It is important to note that insurance eligibility and benefits checks are very frequently incorrect. Ironically, though the insurance companies are responsible for knowing this information and providing it to clients and providers, they are often incorrect and inaccurate. We inform all clients that we will not know the actual patient responsibility until the first two claims clear insurance. If you receive an incorrect eligibility and benefits check then please contact your insurance and let them know you are not satisfied with how they are managing your policy. We are not able to access any information about your policy that you cannot access.

All clients with private commercial insurance are strongly recommended to check their insurance eligibility and benefits prior to initiating care. Clients can do so by calling their insurance company and inquiring about their insurance benefits. Clients can also go to the member website for their insurance and check their benefits.

To check insurance benefits the client will need to request the network status of the provider and the service they seek.

The information needed to check your own benefits is as follows:
- The providers will be Wellness Solutions (NPI: 1922375484), Danielle C. Ellis MA MCJ LPC NCC (NPI: 1053507376), or Jason Stewart LPC (NPI: 1528475993).
- The service will be individual outpatient telehealth counseling and psychotherapy. The service CPT codes are 90791 and 90834.
- The Wellness Solutions mailing address is Wellness Solutions, LLC 8000 Research Forest Dr Ste 115 PMB 1168, The Woodlands, TX 77382.

The number one reason an insurance claim is rejected or denied is because the client provided incorrect identifying information and demographics. Please make sure to keep your information and demographics up-to-date with Wellness Solutions and your insurance company to avoid fees that can result from insurance claims being denied.

Insurance Accepted

Wellness Solutions accepts most major private commercial insurance policies for counseling and psychotherapy.

Wellness Solutions is an in-network provider for the following insurance companies:

Aetna
Affinity Health Plan
Allegiance Life Health
Allied Insurance Group
Anthem

Blue Cross Blue Shield
Blue Cross Blue Shield of Texas
Cigna / Evernorth
ComPsych
LifeSynch
Magellan

Meritain

MultiPlan

OPTUM

PCHS

United Behavioral Health
United Healthcare
United Behavioral Health
United Healthcare Student Resources
UMR
And Many More

Wellness Solutions is out-of-network with public insurance, such as Medicaid, Medicare, and Tricare.

For individuals with public insurance, out-of-network insurance, or do not have insurance then Wellness Solutions offers both standard fees for services and sliding scale fees for services to ensure accessibility and affordability of care to all people pursuing care.

To determine if Wellness Solutions is in-network with your insurance please contact your insurance company and inquire about our network status and your eligibility and insurance benefits. See below for information on how to check your insurance.

EMDR Services are Covered By Insurance

Wellness Solutions Supports Accessible & Affordable Care for All Clients

At Wellness Solutions, we are dedicated to delivering high-quality, evidence-based EMDR therapy to support your healing journey.

Eye Movement Desensitization and Reprocessing (EMDR) therapy is covered by private commercial insurance for telehealth counseling and psychotherapy.

We are proud to be among the few practices with officially EMDR-trained therapists who accept private commercial insurance for EMDR therapy.

EMDR services are provided just like regular counseling and psychotherapy services. EMDR sessions are 45 minutes in duration and claims are submitted to a client's insurance company to help cover the cost of services.

How Does Employee Assistance Plan (EAP) Benefits Work?

Helpful Information to Navigate the Confusion of Insurance

Wellness Solutions accepts most major Employee Assistance Plan (EAP) benefits. EAP benefits help clients access care without incurring expenses to ensure they feel comfortable engaging in counseling and psychotherapy.

EAP benefits are a type of insurance benefit that provide clients with a specific number of "free" sessions with a zero patient responsibility (AKA no copay, coinsurance, deductible or other fees).

EAP benefits are generally not enough sessions to successfully achieve most care-related objectives and goals.

EAP benefits are designed to provide support and resources while a client begins their care journey.

Clients should expect that the number of approved EAP sessions will get them started towards treatment objectives and goals. Completing a full treatment plan will usually take more sessions than what EAP benefits cover. Once a client exhausts all of their EAP benefits in their initial authorization then the client's regular insurance benefits will assist with the cost of care.

To use EAP benefits a client will need to call their insurance and check their insurance EAP benefits. The insurance company will request clinical information regarding why the client is requesting care. This is information that Wellness Solutions cannot provide to the insurance company since we have not had a session and conducted a clinical assessment. The client should be aware that EAP benefits may have privacy and confidentiality concerns given that these are sessions covered and paid for by their employer. The client will need to obtain the number of authorized sessions and the authorization number for the EAP benefits.

The client will be prompted to provide the EAP authorization number and the number of approved sessions when completing the New Client Intake Form.

Wellness Solutions will only permit a client to use their EAP benefits once per treatment episode.

A client using their EAP benefits is required to keep a credit card on file to cover the charges incurred not covered by insurance.

EAP benefits cannot be used for EMDR or coaching services.

What are Sliding Scale Fees for Services?

Wellness Solutions Support Accessible & Affordable Care for All Clients

At Wellness Solutions, we believe that access to mental health care should be within reach for everyone. That’s why we offer sliding scale fees for certain services. Sliding scale fees provide a discounted rate to help make care more affordable for clients who:

Do not have insurance

Lose their insurance while in care

Have out-of-network insurance coverage

These discounts are part of our commitment to supporting affordability and accessibility for all people seeking mental health care. It’s important to note that sliding scale fees only apply to specific services and do not cover all services we offer.

If you’re unsure about your eligibility or want more information, we’re here to help guide you through your options.

What is an Insurance Mental Health Carve-Out?

A Mental Health Carve-Out is Common with Insurance Policies. Make Sure You Know if this Applies to Your Benefits.

A mental health carve-out happens when a private commercial insurance company outsources its mental health benefits to a separate company that specializes in behavioral health care. This means that while your medical benefits might be managed directly by one insurance company (like Blue Cross Blue Shield), your mental health benefits could be handled by a different company (like Optum or Magellan).

One of the tricky parts about carve-outs is that the name of the company managing your mental health benefits is often not listed on your insurance card. This can cause confusion since the carve-out company may have different benefits, approval processes, and even a separate member ID and group number.

To avoid potential claim issues, it’s important to check your mental health benefits directly. Knowing who manages your mental health benefits and understanding their specific coverage rules can save you time, frustration, and unexpected costs. If you’re unsure or have questions, we’re happy to support you in figuring it out. Our goal is to make navigating your benefits as simple and stress-free as possible.

Important Information: Credit Card on File

All Clients are Required to Maintain a Current Credit Card on File for Care Expenses

Wellness Solutions requires all clients maintain a credit card on file. We will send a secure and encrypted link for a client to add their credit card on file to their account. Due to PCI credit card security compliance regulations Wellness Solutions can only receive a credit card on file via the secure STRIPE portal. Wellness Solutions staff cannot receive a credit card via phone, text, or email and we cannot see all of a client's credit card information within the STRIPE portal. This provides information safety and security so you can engage in care with confidence. Wellness solutions accepts most major credit cards, including: Discover, Mastercard, and Visa. We do not accept American Express.

A client's credit card on file is charged once a claim clears insurance and is paid. This provides an organized and accurate insurance billing workflow to reduce confusion and maintain organized charges to a client's account. This means that a client's credit card on file is not charged on the date of their appointment. The card is charged once the claim is processed by the insurance company.

Clients who have a zero payment patient responsibility (AKA client's who do not have a copay, coinsurance, or are using Employee Assistance Plan (EAP) benefits are required to provide a credit card on file. This will cover charges the client incurs that are not covered by insurance, such as late fees or case management fees.

When a client's credit card on file is charged they will receive an automated email receipt from STRIPE that states the amount of the charge and the date of service the charge is for.

If a client does not want to provide a credit card on file or if the client's credit card on file is declined or expires then the client's scheduled appointments will be cancelled until a credit card on file is added to the client account.

Stay Informed: Important Claims Insurance Information

Claims Tips to Make Your Experience Easier

Wellness Solutions will check insurance eligibility and benefits to in-network insurance companies.

Wellness Solutions will submit claims to insurance and EAP providers, follow up on claims, and challenge claims rejections and denials. If after challenging a claim rejection or denial the insurance claim is still unresolved then the client is responsible for the unpaid charges from the care they received.

Wellness Solutions does not submit claims to out-of-network insurance providers.

Quick Tips: Most Common Questions- Answered

Our Most Commonly Asked Questions About Fees & Insurance

Question: When will my credit card on file be charged for a session?
Answer: Your credit card on file will be charged when the claim clears your insurance and is paid. If you do not have insurance then your credit card on file is charged within 1-3 business days of the date of services. You will receive an automated email receipt from STRIPE that includes the charge to your card and the cost of service associated with the charge.

Question: Can you check my insurance benefits before I submit the New Client Intake Form?
Answer: Unfortunately, we cannot check insurance benefits prior to a client submitting the New Client Intake Form. The information required to check insurance eligibility and benefits is included within the form and we obtain that information from the form so that we can check insurance benefits. Additionally, the ethical and legal permissions required to check insurance eligibility and benefits are part of the New Client Intake form. If you would like to check our network status or your insurance eligibility and benefits then see below as we included information to assist you.

Question: Why is a credit card on file required for clients using Employee Assistance Plan (EAP) benefits or for clients who do not have a patient responsibility (no copay or coinsurance)? What if I don't want to put a credit card on file?
Answer: All Wellness Solutions clients are required to maintain a current credit card on file to cover expenses from care. If a client us using EAP benefits or does not have a patient responsibility they are still required to maintain a current credit card on file to cover fees that they may incur from care that are not covered by insurance or their EAP benefits. If a client does not want to place credit card on file then we will not be able to provide care to them.

Question: What are sliding scale fees for payment?
Answer: Wellness Solutions strongly believes in providing care that is accessible and affordable. If a client does not have insurance or if Wellness Solutions is out-of-network for a client's insurance then we offer a discounted rate from our standard fees to assist clients who may struggle with payments or find the cost of care prohibited from receiving the care the need.

Question: Can I use my private commercial insurance to cover EMDR therapy?
Answer: Yes!

Question: Can I use my private commercial insurance to cover personal coaching services?
Answer: No. Insurance companies do not have personal coaching as a covered benefit for private commercial insurance.

Question: Can I use my EAP (Employee Assistance Plan) benefits to cover my counseling and psychotherapy sessions?
Answer: Yes. There are a lot of EAP companies out there and Wellness Solutions is in-network with almost all of them. If we are in-network with your EAP company then we are happy to accept your EAP plan. Some clients have EAP through their main insurance provider while other plans may have a company that manages their regular insurance and a seperate company responsible for EAP benefits. It is important to know your EAP information at the beginning of the care process because EAP benefits should be used at the beginning of care for your first couple of sessions.

Question: How long do I use my EAP benefits before transitioning to my private insurance benefits? How does EAP and regular insurance work?
Answer: This is a really good question. Let us explain. Some companies provide EAP benefits as an additional benefit to their employees along with their regular insurance benefits. This is a helpful benefit because EAP sessions are provided at zero cost to the client so the first few sessions are "free" to the client. EAP benefits require the client to call the EAP company, provide information, and obtain an authorization number and number of approved sessions. When the client begins care- please make sure to provide the correct EAP company information to us, as well as the correct authorization number and number of approved sessions. We will do the rest. We will submit those claims to the EAP company just like regular insurance. We will let you know when you use the number of approved sessions through your EAP. Then the client will begin using their regular insurance benefits.

Question: What happens when I finish using my approved number of EAP sessions? Do I have to discharge from care even if I am still working toward my care goals?
Answer: Once a client uses up their number of approved EAP sessions then they will transition to using their regular insurance benefits to help cover the cost of care. Most clients do not discharge when they use all of their EAP sessions. In general, most EAP plans only cover 3-5 sessions. Some generous plans will cover 8 sessions. It is rare to see more EAP sessions then that covered. For most areas of concern it will take more sessions than what is approved by EAP to achieve all care goals and reduce symptoms to successfully discharge from care. We will keep track of the number of approved sessions used and let you know when you transition to regular insurance coverage. Your session content, scheduling, or care plan do not change based on EAP or regular insurance. The only difference is your payer source. Once you transition to regular insurance coverage there will usually be a patient responsibility charged to your credit card on file for your services. A patient responsibility is usually a copay, coinsurance, or deductible fee amount per session.

Question: Why do I need to call and get the EAP information, authorization, and number of sessions?
Answer: The information required by EAP providers to obtain this information is not something we can give to the EAP company. The client needs to provide this information. This is also a way we ensure your privacy and confidential are protected and you know what information is provided to the EAP since it was provided directly by you.

Question: Can I use my EAP benefits over and over again?
Answer: While some EAP policies do allow an unlimited number of EAP "episodes" in care Wellness Solutions does not bill for repeated EAP episodes. This can be tricky to understand so please let us explain. EAP sessions are specifically to help clients get started with care prior to transitioning to regular benefits and for short term specific concerns that are generally mild so they can be addressed in very few sessions. If a policy allows for multiple EAP episodes the EAP plan policies and rules specifically state that the new EAP authorization should be for an entirely new or different reason for seeking care than the first EAP treatment episode. It is considered fraud to use EAP sessions for the same reason over and over again to avoid paying for care when the client should transition to their regular benefits. Therefore, at Wellness Solutions we do accept and bill EAP claims but we will not bill for repeated EAP authorizations in the samy care cycle because that does not adhere to legal billing practices.

Wellness Solutions provides telehealth counseling, coaching, & psychotherapy to adult clients in Texas.

Understanding Insurance Billing for Mental Health Services

Insurance Can Be Confusing. We Can Help.

Navigating insurance billing can sometimes feel overwhelming, but understanding key terminology can make the process much easier. Below is a list of important terms to help you better understand how your insurance works when it comes to mental health services. Each term plays a role in how your claims are processed, billed, and paid.

Key Insurance Billing Terms:

Adjusted Amount: The portion of the charged amount that your provider agrees not to bill you based on their contract with your insurance company.

Authorization: Pre-approval from your insurance company required for certain mental health services before they will cover the costs.

Charged Amount: The total amount your provider bills your insurance company for a service.

Claim Balance Billing: The process of billing the patient for the remaining amount after the insurance has paid its share, typically seen with out-of-network services.

Coinsurance: The percentage of costs you pay for a covered healthcare service after your deductible is met.

Copay: A fixed amount you pay for a covered healthcare service, usually at the time of service.

CPT Code for Service Type: The code used to identify the specific service or procedure provided during your appointment (e.g., 90834 for a standard therapy session).

Deductible: The amount you must pay for covered healthcare services before your insurance begins to pay.

Employee Assistance Plan (EAP): A benefit offered by some employers that provides short-term mental health services at no cost to the employee.

Guarantor: The person responsible for paying the bill if the insurance does not cover the cost.

In-Network: Providers or services that have a contract with your insurance company to offer discounted rates.

Insurance Covered Amount: The portion of the service cost that your insurance agrees to pay.

Mental Health Carve-Out: A separate insurance plan or coverage specifically for mental health services, often managed by a different company than your primary insurance.

Number of Approved Sessions: The number of therapy sessions your insurance has authorized for coverage.

Out-of-Network: Providers or services not contracted with your insurance company, often resulting in higher out-of-pocket costs.

Out-of-Pocket (OOP): The total amount you pay for healthcare services, including deductibles, copays, and coinsurance, up to your plan’s maximum limit.

Patient Responsibility: The amount you owe for a service after insurance has processed the claim.

Policy Holder: The individual who holds the insurance plan, often the employee in employer-provided coverage.

Subscriber: The person enrolled in the insurance plan (can be the policyholder or a dependent).

Zero Patient Responsibility: A claim where the insurance pays the entire covered amount, leaving you with no cost.

Wellness Solutions Fee Schedule

Counseling & Psychotherapy Fee Schedule

Counseling and/or Psychotherapy Fee Per 45 Minute Session (CPT: 90791) $150.00

Counseling and/or Psychotherapy Fee Per 45 Minute Session (CPT: 90834) $100.00

Counseling and/or Psychotherapy Sliding Scale Fee Per 45 Minute Session $75.00

Coaching Fee Per 45 Minute Session $150.00

A client's private commercial insurance for covered in-network services may off-set fees for services based on the policy provisions of the client's insurance. (This means that the above fees are prior to insurance billing.)

Case Management Fee Schedule

Administrative Case Management (60 Minutes) (Billed in Hourly Increments Only) $150.00

Billing Case Management (60 Minutes) (Billed in Hourly Increments Only) $150.00

Clinical Case Management (60 Minutes) (Billed in Hourly Increments Only) $250.00

Disclaimers:

Fees Are Prior To In Network Contractual Agreements & Individual Policy Provisions

Fees Are Not Subject To Prior Authorization Of The Client When Incurring Expenses

No Show/Cancellations/Broken Appointment Fees Are Not Covered By Insurance

Clients Are Responsible For Services Not Covered By Insurance Resulting From Claims Denials Or Rejections.

Sliding Scale Services Are Not Billable to Insurance of Other Third Party Payers

Sliding Scale Fees Apply To Counseling and/or Psychotherapy Services Only. All Other Fees Apply.

Case Management Fees Are Not Billable To Or Covered By Insurance

Case Management Fees Are Not Subject To Prior Authorization Of The Client When Incurring Expenses

Additional fees may apply. This is not a comprehensive list for all fees for services.

Fees are subject to change at any time.

We care about you, your safety, and your peace of mind. If you or someone you care about is having a mental health emergency and needs immediate care to ensure the safety and security of themselves or others please call 911 or go to the nearest emergency room. If you are in need of mental health crisis resources please visit the Wellness Solutions "Safety Resources" page for helpful information and supports.

Telehealth Counseling, Coaching, and Psychotherapy

Wellness Solutions

Mailing Address: 8000 Research Forest Dr.
Ste. 115 PMB 1168
The Woodlands, TX 77382

Call or Text: 713-893-3989

Email: Admin@WellnessSolutionsLLC.com