Financial & Cancellation Policy

Intake Appointment

• A non-refundable $300 intake fee is required at the time of booking.
• This fee is applied toward your overall evaluation cost if you proceed with testing.
• If you request to cancel or reschedule your intake appointment with less than 7 days’ notice, or if you miss the appointment for any reason, the $300 fee is forfeited, and a new $300 payment is required to reserve another intake appointment.
• This policy ensures fairness, protects the significant preparation time involved in intake appointments, and helps maintain access to care for other clients awaiting services.

Testing / Evaluation Appointments

• A non-refundable $500 testing deposit is required to schedule your testing day.
• The remaining balance for your evaluation is due three (3) days before testing begins.
• If you request to cancel or reschedule your testing appointment with less than 7 days’ notice, or if you miss the appointment for any reason, your deposit will be forfeited, and a new deposit will be required to reschedule.
• In cases where significant clinician preparation has occurred (e.g., test selection, scoring setup, or records review), you may also be charged for that time at the clinician’s hourly rate of $250/hour, prorated in 15-minute increments.

Feedback Appointment

• Any remaining balance must be paid in full prior to your feedback session.
• If you request to reschedule your feedback appointment with less than 48 hours’ notice, a $150 rescheduling fee is required.
• Clients who waive or do not attend their feedback session remain responsible for the full cost of the evaluation, which must be paid before the report is released.

Document Review Policy

• If materials exceed 20 pages, or if records are highly technical or require extensive cross-referencing (e.g., neuroimaging reports, large school files, disability or legal documentation), additional review time may be billed at the clinician’s hourly rate of $250/hour, prorated in 15-minute increments.
• Clients will be notified before any additional document review fees are incurred and may choose which materials should be prioritized for review.
• Whenever possible, please provide records in digital (PDF) format before the testing appointment to allow adequate preparation time.

Additional Services After Report Completion

Insurance & Reimbursement

• SWANS is a private-pay practice and does not contract with or bill insurance companies.
• As a courtesy, you may request a Superbill to submit for possible out-of-network reimbursement, but reimbursement is not guaranteed and is determined solely by your insurance provider.
• Clients are responsible for understanding their out-of-network benefits and for all charges incurred.

Payment Processing

• All payments are processed securely through Jane Payments (powered by Stripe).
• By entering a payment method, you authorize Stillwaters to charge your card for deposits, balances, or applicable fees in accordance with this policy.
• Stillwaters does not control Stripe’s transaction timing, temporary holds, or refund processes.
• Card information is stored securely within Jane/Stripe and cannot be viewed by Stillwaters staff.

General Terms

• All deposits and payments are non-refundable once appointments are scheduled.
• Scheduling an appointment constitutes your informed consent to these terms and authorizes payment in accordance with this policy.
• Policies may be updated periodically to reflect best practices. The most recent version will apply to new appointments.