Online Scheduling Terms of Service 2017-11-15T21:48:49+00:00

Online Scheduling Terms of Service

Our online scheduling system will display the most up-to-date calendar so you can select a time most convenient for you. You may book a general counseling session (an initial assessment, as well as an individual, couple, or family session), an initial or follow up polygraph as well as any of our outpatient intensive programs. In addition, you may also book a coaching appointment with the Pearl Exchange.

 

Please read all the terms of service listed below in its entirety.

-New Clients & Returning Clients-

All new clients and past clients who have not been seen within the past 6 months are required to submit New Client Forms PRIOR to their scheduled appointment. You may download all required forms online. For your convenience, you are welcome to utilize our client portal to upload your completed client forms. You may also email, fax or mail your forms to our office. In addition, if you have an appointment at our Colorado Springs or Denver office, you may complete them prior to your scheduled appointment. If you are experiencing technical difficulties, you may forward photos of your forms via email, if no other option is available to you. (However, please DO NOT include your billing information.) All new clients will be requested to provide payment at the time of booking an initial assessment.

 

HOW TO SUBMIT CLIENT FORMS

To submit your completed client forms, please follow these instructions.

1a. For all new and existing clients, you may completed your forms online at https://transformedhearts.org/new-client-orientation

1b. OR Download the appropriate client form: New Counseling Client Form or New Polygraph Client Form

2. Print and complete the form.

3. Submit the form to our office in one of the following ways listed below.

  • UPLOAD:  Upload your forms when scheduling your appointment. This is the most secure way to submit your client forms with billing information included.

  • EMAIL: Email your forms to Office@TransformedHearts.com. (If you use this method, please DO NOT include your billing information.)

  • FAX: Fax your forms to (719) 488-4454.

  • IN PERSON: If your appointment is scheduled at our Colorado Springs or Denver office, you may bring your completed client forms with you or complete them at our office. If you select this option, please come at least 10-15 minutes PRIOR to your scheduled appointment.

  • MAIL: You may also mail your client forms to the following address: 15455 Gleneagle Drive, Suite 200, Colorado Springs, CO 80921.

 

SCHEDULE AGREEMENT

  • SCHEDULING WITH DIFFERENT TIME ZONES
    • All appointments are scheduled and occur in MOUNTAIN TIME; however, the system will display available appointment times in YOUR TIME ZONE to eliminate any confusion.
    • If your device does not auto detect the correct time zone, please update it on your screen.
    • Once your appointment is confirmed by our staff, you will receive an email confirmation.  Please read this email in its entirety.  We will again confirm the Mountain Time appointment in our response. The automated system will also send you a calendar appointment immediately following the confirmation email.
    • In addition, a day or two prior to your scheduled appointment, you will receive an email reminder as well as a text.
  • SCHEDULING AT DIFFERENT OFFICE LOCATIONS
    • Each MONDAY, TUESDAY, WEDNESDAY, and FRIDAY, appointments are scheduled at our COLORADO SPRINGS Office.
    • Each THURSDAY, appointments are scheduled at our DENVER Office.  Please schedule accordingly.
    • If you would like to request an exception, please make a notation in your appointment request.
  • SCHEDULING PHONE & VIDEO SESSIONS
    • If you do not live locally or do not desire a face-to-face appointment, you may schedule an appointment any day of the week during regular business hours.
    • Initial assessments are currently ONLY available by telephone.
  • SCHEDULING POLYGRAPH SESSIONS
    • You may utilize our online scheduling system to request a preferred date and time for your scheduled polygraph.
    • An initial polygraph (for clients who have never had a polygraph previously at our office) will provide you with 60-90 minutes with a therapist as well as the hour for the polygraph examination.
    • follow up polygraph (for clients who have had a previous polygraph at our office) will provide you with 45-60 minutes with a therapist as well as the hour for the polygraph examination.
    • Since we utilize a third party vendor for this service, we are unable to respond to your request immediately. Please provide at least 24-48 hours to receive confirmation.
    • Once your appointment is confirmed by our staff AND our polygraph examiner, you will receive an email confirmation. Please read this email in its entirety.  We will again confirm the Mountain Time appointment in our response. The automated system will also send you a calendar appointment immediately following the confirmation email.
    • In addition, a day or two prior to your scheduled appointment, you will receive an email reminder as well as a text.
    • For initial or follow up polygraph sessions, we request payment for the therapy session PRIOR to your polygraph session.
    • The polygraph examination fee will paid directly to Proof Positive at the time of service.

FINANCIAL AGREEMENT

By accepting our terms of service and consenting to treatment, you acknowledge that you are responsible for the cost of the scheduled services (to you or to your minor child). Payment is expected PRIOR to each counseling session. For your convenience, we offer the use of credit cards:  Visa, Mastercard and Discover.  We do not accept American Express.
  • SESSION FEES
  • INITIAL COUNSELING ASSESSMENT: $140
    • COLORADO SPRINGS – Appointments scheduled for an on-site visit at our Colorado Springs office may pay prior to your session or at the time of service.
    • DENVER – Appointments scheduled for an on-site session at our Denver office are required to pay at the time of booking.
    • PHONE – Appointments scheduled by phone are required to pay at the time of booking.
    • VIDEO – At this time, initial assessments are not available via video.
  • GENERAL COUNSELING SESSION: $70/half session (25-30 minutes) & $140/full session (45-60 minutes)
    • All existing clients will be charged 24 hours PRIOR to their scheduled appointment utilizing the payment information we have on file.
    • If you prefer an alternate form of payment, please indicate your preference in the notes field prior to submitting your appointment request.
  • INITIAL POLYGRAPH SESSION: $210/session
    • COLORADO SPRINGS
      • Appointments scheduled for an on-site polygraph at our Colorado Springs office are required to pay the therapist fee of $210 in advance.
      • The additional polygraph examination fee will be paid directly to Proof Positive at the time of service.
    • DENVER
      • Appointments scheduled for an on-site polygraph at our Denver office are required to pay the therapist fee of $210 in advance.
      • The additional polygraph examination fee will be paid directly to Proof Positive at the time of service.
  • FOLLOW UP POLYGRAPH SESSION:  $140/session
    • Appointments scheduled for an on-site polygraph at our Colorado Springs or Denver office are required to pay the therapist fee of $140 in advance.
    • The additional polygraph examination fee will be paid directly to Proof Positive at the time of service.
  • LATE FEES
    • If payment is not received 3 business days after your scheduled appointment, a $35.00 late fee will be assessed on the unpaid account.
    • Failure to pay and/or update a debit/credit card on file after 5 business days will result in any unpaid blanace being assessed an additional 25% late fee on the total amount due.
    • All past due accounts will continue to accrue interest of 25% until paid.
  • FAILURE TO PAY
    • Failure to make full payment within 30 days after services are rendered will result in the account being reported to the credit bureau unless special financial arrangements have been approved in writing.

CANCELLATION AGREEMENT

  • Notification of appointments scheduled but not attended (cancellations) must be made 24 hours PRIOR to your scheduled appointment.
  • If you miss an appointment without notification 24 hours PRIOR to your scheduled appointment, you are still responsible for the total amount due.
  • Once a counseling service has been provided, no refunds will be provided for ANY reason regardless of client dissatisfaction.  Transformed Hearts is not responsible for the outcome.
  • To cancel your appointment, please utilize the online scheduling system to cancel it, contact our office at (719) 590-1350, or email us at office@transformedhearts.com.

 

INTENSIVE TERMS OF SERVICE

Schedule Agreement

  • All Silver 3-Day Intensives are scheduled on Monday, Tuesday and Wednesday of the week.
  • All Gold 5-Day Intensives are scheduled Monday through Friday.
  • All Platinum 10-Day Intensives are scheduled Monday through Friday for 2 (two) consecutive weeks.
  • All intensives begin on a Monday; and unfortunately, we do not offer mid-week intensives at this time.
  • All intensives are held at our Colorado Springs Office, located at 15455 Gleneagle Dr., Ste 200.
  • Once your registration and payment are processed, you will receive an email within 2-4 business days that will include a receipt for your non-refundable deposit as well as an Intensive Confirmation Packet.  This packet will include a welcome letter, your personalized schedule, intensive policies, additional services we provide (polygraphs), team biographies, hotel and travel information as well as some frequently asked questions.  Please read this packet in its entirety.
  • In addition, you will receive an email reminder a few days prior to your scheduled intensive.

 

Financial Agreement

  • The fee for all Silver 3-Day Intensives is $3,000.  The non-refundable deposit is $1,500.
  • The fee for all Gold 5-Day Intensives is $5,000.  The non-refundable deposit is $2,500.
  • The fee for all Platinum 10-Day Intensives is $8,000.  The non-refundable deposit is $4,000.
  • The price is the same whether it is an individual or couple’s intensive.  We encourage those considering an individual intensive to bring their partner along with them.
  • The non-refundable deposit is due upon scheduling your appointment online. If you do not wish to pay online, you must contact our office at (719) 590-1350 to provide billing information within 24 hours (or the next business day if scheduling on Saturday or Sunday) to secure your requested intensive dates.  Otherwise, the selected dates will no longer be reserved for you.
  • The remaining intensive fees are due upon arrival.

 

Cancellation Agreement

  • Notification of intensives scheduled but not attended (cancellations) must be made in writing (via letter or email) within 2 (two) weeks PRIOR to your scheduled intensive.
  • However, if you cancel an intensive, you will also forfeit the non-refundable deposit.

QUESTIONS?

For more information, please contact us at office@transformedhearts.com.

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