NEW CLIENTS: HOW TO GET STARTED
Your First Appointment Starts With Our Intake Team
New and prospective clients do not schedule their first appointment directly through Jane's online booking system.
All new client appointments are coordinated by our administrative team. This allows us to make sure you're scheduled for the correct service, with an appropriate clinician, and that insurance and payment information is reviewed before services begin.
Here's How It Works:
STEP 1 — Submit a New Client Inquiry
Complete our brief Request an Appointment / New Client Inquiry Form on our website.
We'll ask for basic information such as:
- Who services are for
- The type of service you're seeking
- Your city and state
- Whether you prefer virtual or in-person care
- Your insurance carrier, if applicable
- Your contact information
Please do not include detailed clinical, medical, or highly sensitive information in the inquiry form unless specifically requested.
NEW CLIENTS: HOW TO GET STARTED Continues
STEP 2 — Our Administrative Team Reviews Your Request
A member of our administrative team will review your inquiry and determine the appropriate next steps.
Depending on the service you're requesting, we may contact you to clarify your needs, discuss clinician availability, confirm your preferred location or appointment format, and collect any additional information needed for scheduling.
Our goal is to help connect you with the right service and an appropriate provider from the beginning.
STEP 3 — Insurance & Payment Options Are Reviewed
If you plan to use insurance, our team will collect the information necessary to verify your benefits whenever possible.
If you will not be using insurance, we'll discuss available self-pay options with you before services begin.
Please note: Verification of benefits is not a guarantee of payment by your insurance company. Your final financial responsibility is determined by your insurance plan and the services provided.
STEP 4 — We Schedule Your Initial Appointment
Once the appropriate service and clinician have been identified, our administrative team will schedule your initial appointment.
Depending on the service you're seeking, your first appointment may be an initial consultation, intake, evaluation, assessment, or another appropriate initial service.
New clients should not schedule themselves directly into ongoing therapy appointments.
STEP 5 — Your Jane Client Portal Is Created
After your appointment is scheduled, you'll receive access to our secure Jane client portal.
Your Jane portal will become your central location for managing important parts of your care with Motivate Wellness.
Through Jane, you may be able to:
- Complete intake and consent forms
- Review upcoming appointments
- Manage eligible appointments
- Receive appointment reminders
- Update certain account information
- Manage payment information
- Access receipts and other available documents
- Communicate with our office as available
Please use the email address associated with your Motivate Wellness account when accessing your Jane portal.
STEP 6 — Complete Your Required Intake Forms
Before your first appointment, you'll receive required intake and consent documents through Jane.
All required intake documents must be completed within 3 days of being sent and before your scheduled appointment.
Depending on your services, these documents may include:
- Consent for Treatment
- Practice Policies
- HIPAA/Privacy Documents
- Financial Agreement
- Insurance Information
- Payment/Card Authorization
- Telehealth Consent, when applicable
- Clinical Intake Information
- Service-specific consent forms
- Good Faith Estimate documentation, when applicable
Additional forms may be assigned depending on the type of care you're receiving.
Important
Your appointment is not considered fully ready for services until all required intake requirements have been completed.
Appointments may be cancelled or rescheduled when required consent forms, intake documents, insurance information, or payment information have not been completed by the required deadline.
This policy allows our clinicians and administrative team to properly prepare for your care and helps prevent billing, authorization, and scheduling issues.
ESTABLISHED CLIENTS
Already Receiving Services With Us?
If you're an established Motivate Wellness client, you may use your Jane Client Portal to manage eligible appointments and access information related to your care.
ACCESS YOUR JANE CLIENT PORTAL
Please schedule only with your established clinician and select the appropriate service for your current treatment.
If you need to:
- Change clinicians
- Begin a different type of service
- Schedule an appointment you do not see online
- Add couples or family services
- Begin psychiatric services
- Request an assessment or evaluation
- Make a significant change to your current treatment
please contact our administrative team rather than selecting a new service on your own.
We'll make sure the appropriate service is added and scheduled correctly.
INSURANCE & PAYMENT
We Want You to Understand Your Options
Motivate Wellness believes clients should have clear information about insurance and financial responsibility before beginning services.
We accept a variety of commercial, military, and Medicaid insurance plans. Participation may vary by clinician, service, location, state, and insurance product.
Insurance plans we work with may include:
Commercial & Military Insurance
- Blue Cross Blue Shield
- Aetna
- Cigna
- TRICARE
Louisiana Medicaid Plans
- Aetna Better Health
- Healthy Blue
- Humana Healthy Horizons
- AmeriHealth Caritas
Not every clinician participates with every insurance plan.
Our administrative team will help determine whether the clinician and service being considered are appropriate for your insurance coverage.
INSURANCE BENEFIT VERIFICATION
When you provide your insurance information, our team may verify available benefits before your appointment.
Verification may include information such as:
- Eligibility
- Copay
- Coinsurance
- Deductible
- Behavioral health benefits
- Telehealth benefits
- Authorization requirements
- Network participation
Please Remember
Insurance benefit information provided to us is an estimate and is not a guarantee of coverage or payment.
Your insurance company makes the final determination regarding coverage, medical necessity, claim processing, and your financial responsibility.
Clients are ultimately responsible for charges not paid by their insurance plan in accordance with their financial agreement and applicable law.
SELF-PAY OPTIONS
Prefer Not to Use Insurance?
You may choose to pay privately for services instead of submitting claims to insurance.
Self-pay may also be appropriate when:
- You do not have insurance
- Your clinician is not in-network with your plan
- Your service is not covered by insurance
- You prefer not to use insurance for a particular service
- Your insurance benefits do not apply to the service requested
Our administrative team can explain applicable self-pay rates before your first appointment.
REDUCED SELF-PAY OPTIONS
We understand that financial circumstances vary.
Reduced self-pay arrangements may be available for certain clients, clinicians, and services when appropriate. Availability is not guaranteed and must be approved before the reduced rate is used.
Clients receiving a reduced self-pay arrangement will be informed of the applicable rate and financial terms before services begin and may be asked to complete a Reduced Self-Pay Arrangement Acknowledgment.
If you choose to submit self-pay expenses to your insurance company for possible reimbursement or deductible credit, please understand that reimbursement or deductible credit is not guaranteed. Clients are responsible for submitting the necessary information to their insurance carrier when applicable.
Good Faith Estimate:
Clients who are uninsured or choose not to use insurance may be entitled to receive a Good Faith Estimate of the expected cost of scheduled healthcare services as required by applicable federal law.
When applicable, Motivate Wellness will provide information regarding your expected charges and your rights related to the Good Faith Estimate process.
A Good Faith Estimate is an estimate and may change if your treatment needs, frequency of services, or recommended services change.
Here is the legal Jargon- Notice: You have the right to receive a “Good Faith Estimate” explaining how much your medical care will cost.
Under the law, health care providers need to give patients who don’t have insurance or who are not using insurance an estimate of the bill for medical items and services.
• You have the right to receive a Good Faith Estimate for the total expected cost of any non-emergency items or services. This includes related costs like medical tests, prescription drugs, equipment, and hospital fees.
• Make sure your health care provider gives you a Good Faith Estimate in writing at least 1 business day before your medical service or item. You can also ask your health care provider, and any other provider you choose, for a Good Faith Estimate before you schedule an item or service.
• If you receive a bill that is at least $400 more than your Good Faith Estimate, you can dispute the bill.
• Make sure to save a copy or picture of your Good Faith Estimate.
For questions or more information about your right to a Good Faith Estimate, visit www.cms.gov/nosurprises or call 800-985-3059.
PAYMENT INFORMATION
Payment arrangements must be established before services begin.
Clients may be required to maintain an approved payment method on file through our secure practice management system.
Depending on your financial arrangement, you may be responsible for:
- Copayments
- Coinsurance
- Deductible amounts
- Self-pay fees
- Reduced self-pay fees
- Non-covered services
- Other charges outlined in your Financial Agreement
Applicable client responsibility is generally due according to the financial policies agreed to during intake.
WHICH SERVICE SHOULD I CHOOSE?
New Clients — You Don't Have To Decide
That's what our intake process is for.
You don't need to determine whether you need a 45-minute appointment, 60-minute appointment, individual therapy, couples therapy, family therapy, an assessment, or another clinical service before contacting us.
Tell us what you're looking for, and our administrative team will help guide you through the appropriate next steps.
Looking for Individual Therapy?
Start with a New Client Inquiry.
Looking for Couples or Relationship Therapy?
Start with a New Client Inquiry so we can determine the appropriate couples service and clinician.
Looking for Family Therapy?
Our team will review who will be participating and help identify the appropriate service.
Looking for Psychiatric or Medication Management Services?
Contact our team so we can determine the appropriate initial psychiatric service and any required intake steps.
Need an Assessment, Evaluation, Court-Ordered Service, or Specialty Program?
Please identify the service you're seeking on your inquiry form. Some specialty services have different scheduling, documentation, and payment requirements.
Service Areas:
Louisiana - In-person & Telehealth
Florida - Telehealth Only
More FAQ's can be found below:
For more information please visit our FAQ page below.
Only one provider is licensed in the state of Florida at the agency at this time. You can learn more about this at the following link. https://www.flhealthsource.gov/telehealth/,
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