Office Policies
Availability
Our client engagement team is available at 678-893-5300 to schedule your appointments or answer any questions you have during regular business hours:
Monday – Thursday 8:30am-8:30pm
Friday 8:30am-6:00pm
Crisis/Emergency
If you are having a mental health emergency during non-business hours, please contact 911 or proceed to your nearest emergency room for immediate care.
Insurance
The Summit Counseling Center is considered an “out of network provider”. Our therapists will provide you with a receipt that will contain the date of service, diagnosis code, and payment made – for you to use when filing for reimbursement. Because each policy differs regarding co-pays, and deductibles, we advise you to contact your individual insurance company to confirm coverage.
Sliding Fee Scale
As a non-profit organization, The Summit raises support each year for our client assistance fund to help subsidize services for those that qualify for our sliding fee scale.
In the event that you are in need of financial assistance, please refer to the “Practice Paperwork” tab in the Patient Portal for the “Client Assistance Application.” Feel free to submit this completed form along with proof of income to finances@summitcounseling.org .
Appointment Cancellation Policy
A professional time commitment is reserved and held exclusively for you. If you need to cancel or reschedule, please notify our front office staff at 678-893-5300 at least 24-hours in advance. If the change is made with less than 24 hours’ advance notice or if you do not keep your scheduled appointment, you will be responsible for the full fee.
School-based Counseling Program
To learn more about our school-based counseling program, the schools that we serve and frequently asked questions click here.
Client Portal
Once you schedule your initial appointment you will receive an email from Valant (our client software program) about how to set up your portal account. Through the portal you will be able to access assessment tools, view your receipts, and safely and privately communicate with your counselor. Once your portal has been setup and verified, you will receive the Client Intake and Consent forms via the portal, which MUST be completed 48 hours prior to your scheduled appointment.
Tracking Your Recovery
At The Summit, we take the well-being of our clients very seriously. One of the ways that we determine if clients are feeling better is to track how they are feeling at the start of therapy and at periodic intervals throughout therapy. To measure these changes, we use short questionnaires that assess for symptoms of anxiety and depression, as well as other behavioral issues for children and adolescents. Please complete your initial assessment in the Valant Patient Portal prior to your first session to streamline your initial intake process.
Using Telehealth Services
The Summit uses “Zoom for Healthcare” –the premium HIPAA-compliant version of Zoom specifically designed for end-to-end encryption of data. These additional features include a virtual “Waiting Room” which allows therapists to carefully admit each participant into a Zoom Therapy Session. If your appointments are via Telehealth (Zoom), please make sure that you save your Zoom-link.
Below are some suggestions for ways this link can be saved for future use:
- Strongly Recommended: Input the link into your web browser of choice, and “bookmark” the site. You may name it with any preferred label that allows you to easily identify it for our
- Alternative Option #1: Outlook, Gmail and other E-Mails allow for you to flag, pin or save this e-mail. This prevents it from getting “lost” in your inbox and easier to retrieve and allows you to click the hyperlink that is embedded in this
- Alternative Option #2: Copy this link and save it in a Word document. Once you are ready to start your session, you will have to copy & paste it into your browser of
In the event that this link is misplaced, you are welcome to contact our office at 678-893-5300 to be re-sent our link.
Payment Processing
At The Summit, payment is due at the time of services. There are multiple options to make both in-person and virtual payments to keep your accounts current without any interruptions to treatment. Access to your statements or current balance are available in your Valant Patient Portal.
Below are a few payment options available to you:
- If receiving in person services at one of our offices, our administrative staff will be happy to accept Credit Card, Cash or Check payments. Flex spending accounts are also If you are receiving services at a satellite location or school-based services where admin is not always available, we recommend following the steps below.
- Strongly Recommended: Sign up for XP or “Express Pay.” This allows us to keep your encrypted card information securely on file for fast and easy processing. To enroll, please follow the steps below:
- Go to Summit’s Payment Page
- If you don’t know your client ID, place the client’s full first and last name in that field.
- After inputting the amount for services, select “I authorize automatic payments after every service.”
- Alternative Option #1: If you are not comfortable with keeping your card on file, we welcome you to pre-pay for services following the process above and selecting “I do not authorize automatic payments after every service.” By paying ahead, your file will be kept current, with no need for payment requests.
- Alternative Option #2: You may also choose to get invoiced after every session. (Note: This is only an option for satellite/telehealth clients.) Please make sure that you have added “summitcounseling@corecommerce.com” to your email whitelist. See steps below for common e-mail platforms:
- In G-Mail: Go to settings > Filters > Create a new filter > Enter above e-mail in the From field. In the box headed “When a message arrives that matches this search” select “Never send it to spam” and then click “Create Filter”
- In Outlook: Go to “More Mail settings” > Safe and Blocked Senders > Safe Senders > Add the above e-mail to the list of safe senders
- In Yahoo: Go to Settings > Filers> Add > Enter the above e-mail into the white list in the sender Click Save.
It is our privilege and pleasure to serve you at The Summit. If you need further assistance about any of these forms, please contact our office staff at (678) 893-5300. We look forward to seeing you.