March 20, 2020

In response to the Coronavirus (COVID-19) pandemic, the Centers for Disease Control and Prevention (CDC) has issued several recommendations to curtail the pandemic.  Several of those recommendations pertain directly you and me.

Therefore until further notice, all appointments scheduled at my office are canceled.  All counseling will be provided through a video-conferencing selected for your virtual sessions.

Telepsychology is approved by Medicaid, Medicare, and most insurance companies.  Insurance companies that approve Telepsychology reimburse at the same rate as an in-person session.  It is my experience deductible, co-pays, etc. all remain the same.  As always, it is a good idea to check with the insurance company.

From the patient’s perspective, all that is required is a computer with an internal or external video and microphone.

The web-based service I use is called GoToMeeting, a HIPAA, American Psychological Association (APA), and American Counseling Association (ACA) approved conferencing service.

I have much more information on my website:

If you have never participated in an online session, it may take a few minutes to get adjusted and to tweak the technology, but after that, most folks say they could not tell the difference between in-person and online sessions.

Telepsychology is approved by Medicaid, Medicare, and most insurance companies.  Insurance companies that approve Telepsychology reimburse at the same rate as an in-person session.  It is my experience deductible, co-pays, etc. all remain the same.  As always, it is a good idea to check with the insurance company.

From the patient’s perspective, all that is required is a computer with an internal or external video and microphone.

The web-based service I use is called GoToMeeting, a HIPAA, American Psychological Association (APA), and American Counseling Association (ACA) approved conferencing service.

I have much more information on my website:

There are some privacy issues relevant to telepsychology that are addressed in my Telepsychology Consent form you will be receiving today.

If you would like to try a mini-session to see how telepsychology works we can arrange that at no cost.

Q:  How do I schedule an appointment?

A:  The same way you have previously scheduled your appointments (through your client portal, call or text the office (208) 366-5053)

Q: Do I need to sign any forms?

A:  Yes.  For current patients, besides the Patient General Information form, which included “Consent to Treatment” and a “Credit Card Authorization” form, you will need to fill out the “Telepsychology Consent” form.  As long as there are no changes you will only need to sign the Telepsychology form one time.  The signed form will then become a part of your permanent chart.  You will be provided a copy for your records.  Please read over all forms carefully.  If you have any questions we can discuss them at the time of the session or before.  All previous ofice policies remain unchanged.  Please treat a telepsycology session as you would a in person session.  24 hour notice of appointment cancellations or appointment rescheduling remain unchanged.

Q:  What are the fees for a telepsychology session?

A:  Telepsychology sessions are billed at the same rate as an in person session (For current fees for all services provided see:  https://graymattercounseling.com/rates-insurance/)

Q:  Will my insurance company pay for my sessions?

A:  In almost all cases yes.  Counseling fees have not changed, your deductible, co-pays, etc. are handled as though it was in-office session.

Q:  Do I need any special equipment?

A:  You will need to download the GoToMeeting FREE APP for your Windows or Mac products:

View the GoToMeeting Mac install instructions

View the GoToMeeting Windows install instructions

Q:  What happens at the time of the session?

A:  Soon after you schedule your appointment you will receive via email your individual session reservation, similar to this:

• Take note of the date and time
• The link to join the meeting
• As a contingency, a unique telephone number is provided
• For extra security, you will be provided an access code

Q:  What if there is a power outage, my computer crashes, or the video or audio quality negatively affects the session?

A:  Below are some simple steps to make sure your equipment prior to each session.  In the nearly three years I have been providing Telehealth sessions with patients all over Idaho and Washington state there have only been a smattering of technical issues.  They certainly happen and we will address each failed session on a case by case basis.  But in general we address the situation similar to the power going out in my office.

Safety and Usability Issues

There are some important factors to consider before engaging in Telehealth. You need to make sure that your privacy is protected and that you can use the service effectively. For your safety, it is important to use a provider who is licensed in the state where you are receiving services. You also need to ensure that they are using secure applications. Your provider must inform you of any risks in using Telehealth services. It is also important for you to consider if you have adequate internet speed and privacy on your end. Using headphones for video sessions can help with communication and privacy.

Creating Confidential Space

Things to consider:

• Is the space private?
• Can you lock the door?
  • If not, will others who have access to the space respect your request for privacy and not enter the room?
    • Can you/have you had a conversation with them?
    • Were they receptive?
• Can others outside the room hear you talking?
  • If so, can you create white noise with a fan or other form of background noise? (Preferably placed outside the doorway of the room you’re in)
  • Consider using headphones or earbuds so that your provider’s voice is kept private and is only hearable by you

If you have a hard time finding confidential space, here are some examples that others have used. These are not ideal but should be considered secondary choices if an ideal setup is not available. If you use any of these, please make sure that the space is comfortable for you. Being comfortable is also highly important.

• Laundry Room
• Walk-In-Closet
• Basement
• Attic
• Actual last resort: your car parked in a safe, private spot. (We want to emphasize that private does not mean secluded. Please do make sure you are in a safe location.)

Technical Setup:

• A laptop or desktop computer are ideal — preferably the biggest screen size that you have available to you (that you can also have in a comfortable, confidential space)
• If you’re using a tablet or phone, please prop up the device so that it is stable and that the camera is about level with your eyes
• Whatever device you’re using, please make sure that the camera is about level with your eyes. It may require propping up your device or monitor on other items, such as books.
• Please make sure that you’re well lit and don’t have a bright light source directly behind you

Clear Your Internet

Be sure to move your computer as close as you can to your WiFi router (the box that makes the WiFi.) Or better yet — plug your computer into the router with a cable!

After that, you’ll want to close out of any programs you don’t need which use your Internet connection. Please visit Person Centered Tech for a video that will show you some examples of doing that and an article that will explain it.

You can also read more about online therapy at https://www.apa.org/helpcenter/online-therapy.aspx.

Call my office during normal working hours, Mon-Fri.  After obtaining some basic information we will send you a Welcome package that will include:

All of our forms are designed to be completed online and returned prior to your first session.  All of our forms are sent through a secure, HIPAA approved network.  Completed forms are returned directly to your counselor and maintained in accordance with all applicable state and professional organization’s ethical guidelines.

Please call or text (208) 366-5053 and ask for Emily.