Fees and Insurance
Our clinic is in-network with Quartz, Dean, GHC-SCW, The Alliance, WPS, and SHIP. We also provide superbills for out-of-network clients to help with reimbursement. Learn more about therapy fees, insurance options, and payment support.
For help understanding your billing statement, scroll down or click the button below.
Accepted Insurance Plans
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Quartz
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Dean
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GHC-SCW (Group Health Cooperative of South-Central Wisconsin)
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WPS
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The Alliance
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SHIP (Student Health Insurance Plan)
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2025 Fee for Service/Out of Pocket Rates
$275
Initial assessment sessions are $275 Fee For Service with LPC, LMFT, LCSW, and RD clinicians.
Sessions are 53-60 minutes long.
$325
Initial assessment sessions are $325 Fee for Service with Ph.D clinicians
Sessions are 53-60 minutes long.
$225
Sessions after the initial assessment are $225 Fee For Service with LPC, LMFT, LCSW, and RD clinicians.
Sessions are 53-60 minutes long.
$275
Sessions after the initial assessment are $275 Fee For Service with Ph.D clinicians.
Sessions are 53-60 minutes long.
$145
Sessions cancelled with less than 24-hours notice (excluding illness or emergency) are billed to clients at $145
FAQ
​​See below for commonly asked questions about billing:
When will I receive a billing statement?
You will be sent a monthly statement. Statements are only mailed out if there is a balance after insurance has processed a claim. It takes about 4-6 weeks from the time a claim is submitted to insurance before it is processed and paid. Billing statements will not be sent out if you are using insurance and the claim has not been processed or if insurance has covered the session fee in full. Superbills will be sent out monthly.
I have a question about billing. Who do I contact?
You have the ability to check your financial status on TherapyAppointment. If you have questions about your billing statement, you can contact Melissa Walden by sending her a message on TherapyAppointment or calling (608) 824-7243 and leaving a message. We are glad to support you with billing and to answer questions you may have. Keep in mind that information is also available on your Explanation of Benefits. If you have questions about your coverage or plan, please contact your insurance company.
How do I contact my therapist?
We recommend that you reach your therapist via the Message feature on TherapyAppointment whenever possible, as this is the most secure method of communication. Your therapist may also provide other ways they are able to be contacted.
Common Billing Terms
​​See below for commonly asked questions about billing:
Copayment
A fixed amount (for example, $20) you pay for a covered health care service, usually when you receive the service (sometimes called “copay”). The amount can vary by the type of covered health care service.
Deductible
The amount you pay for covered health care services before your insurance plan starts to pay. With a $2,000 deductible, for example, you pay the first $2,000 of covered services yourself. After you pay your deductible, you usually pay only a co-payment for covered services and insurance covers the rest.
In-network coverage
If a provider is in-network, it means the provider has signed a contract with the insurance company to provide services for them. This is sometimes referred to as “on the insurance panel” or “being paneled.” The therapist bills the insurance company directly for an agreed upon payment rate.
Out-of-network coverage
If a provider is out-of-network, this means they are not contracted with your insurance agency. When a provider is out-of-network they are considered a private-pay or cash-pay service. Some insurance plans still offer coverage for out-of-network services. To bill insurance when a provider is out-of-network, the provider may provide their clients with a form called a “superbill” that the client can provide their insurance to be reimbursed for their claim. For example, if you wanted to use your out-of-network benefits, you would pay the full session fee out of pocket at the time of session; following this you would receive a “superbill” form to send to your insurance company for you to be reimbursed. What your insurance is willing to pay for your session with an out-of-network provider depends on your individual plan, so it is important to know what will or will not be covered. For example, if your insurance covers 60% for out-of-network providers, you would pay $225 at the time of session (MadCity Psychology's full session fee), then submit a superbill to your insurance, and insurance would send you a check reimbursing you for 60% of that session. This means that your total out of pocket would be $80/session because insurance would be reimburse the $120 that they cover after receiving a superbill.
Superbill
A superbill is a detailed invoice outlining the services a client received. Clinicians may provide a superbill when they are not on a client’s insurance company’s panel. The client submits the superbill directly to the insurer, giving the insurer all the information they need to pay the claim. Superbills provide detailed, specific information about the services a therapist or other health care provider rendered to a client. They may also provide information about the client’s diagnosis. A superbill is distinct from a traditional invoice submitted to the client or insurance. This is because the insurer pays the client, not the therapist. With a superbill, the insurer assumes the client has already paid, and that any payment is therefore a reimbursement.
Understanding Your Bill
You have the ability to check your financial status on TherapyAppointment. You will be billed monthly if you have a balance after insurance pays on the date of service. It takes about 4-6 weeks from the time a claim is submitted to insurance before it is processed and paid. It is unlikely that you will receive a statement within the first month of therapy. Superbills will be provided after payment, also on a monthly basis.
Here is an example of what a Client sees when they log in. The client account balance appears within the Balance section on the client's right hand menu of the Home screen.
You can click "View Account" or "Billing" to see financial information.
Here is an example of what a Client will see on "My Account" on TherapyAppointment. Please notice the 8 columns on the sample statement. It will show the charge, what a Client has paid, what insurance has paid, what the price adjustment was (the contracted price that was negotiated with MadCity Psychology and your insurance company), if there was anything applied to the deductible, distributed adjustment (this is if a Client pays for multiple dates of service in one payment) the balance, and what the client responsibility is.
Below is a sample statement. The statement indicates that Insurance has paid on all sessions. Because the columns are red it means there is still a balance. This Client has a $40.00 co-pay per session. They have not made any payments yet because the “client pay” columns have $0.00 in it. Insurance paid $132.22, and the contracted adjustment is $27.28, leaving a $40 balance per session. The Client will have a statement sent to them for the remaining amount.
This sample statement looks different. The statement lines are blue on TherapyAppointment. This means the date of service has been paid in full. The charge is $200 per session. Insurance paid $157.22. The contracted adjustment is $27.78, leaving a balance of $15.00. It shows that the Client paid the co-pay under the “client pay” column. This leaves their balance at $0.00. The Client would not get a statement sent mailed out in this case, though the statement will still be accessible on the Client Portal.
If you still have questions regarding your statement, please send Melissa Walden a secure message through TherapyAppointment.