Frequently Asked Questions
How do I request an appointment?
You can request a brief introductory meeting to address any questions you may have about our services (15 minutes, free of charge). Click here to get started: Brief Introductory Meeting Request Form
When are you available for counseling sessions?
Dr. Cruz-Ortega has appointments available Mondays, Tuesdays, Wednesdays & Thursdays from 12:00 pm ET to 7:00 pm.
Ms. Vanessa Vargas is available from Monday through Friday with mornings, afternoons, and evening hours available.
You can check our current availability by emailing us or completing the Brief Introductory Meeting Request Form.
Please note that our phones are usually silent during the day to avoid interruptions during sessions, so the best way to connect with us is via email. Phone calls are usually returned during the work week within 48 hours, while calls received on weekends or holidays are returned on the next business day.
This website provides answers to most questions people ask when looking for a counselor, including information about our areas of specialty, professional background, insurance, costs, and availability, among others. This may help you assess whether we can be of assistance.
Ms. Vanessa Vargas is available from Monday through Friday with mornings, afternoons, and evening hours available.
You can check our current availability by emailing us or completing the Brief Introductory Meeting Request Form.
Please note that our phones are usually silent during the day to avoid interruptions during sessions, so the best way to connect with us is via email. Phone calls are usually returned during the work week within 48 hours, while calls received on weekends or holidays are returned on the next business day.
This website provides answers to most questions people ask when looking for a counselor, including information about our areas of specialty, professional background, insurance, costs, and availability, among others. This may help you assess whether we can be of assistance.
If you need immediate assistance:
- Call 911 or go to your nearest hospital's emergency room
- Crisis Line (Central Ohio, 24/7, confidential, free):
- 614-276-2273
- netcareaccess.org
- The Lifeline provides 24/7, free and confidential support for people in distress, prevention and crisis resources for you or your loved ones, and best practices for professionals in the United States.
- Call or Text: 988
- Web Chat: https://988lifeline.org/chat/
- Resources: https://988lifeline.org/
- Crisis Text Line (24/7, confidential, free)
Text “4HOPE” to 741-741
What are the costs for services?
- Initial Diagnostic Interview: $320
- Ongoing Individual Sessions: $185
- Ongoing Couples & Family Sessions: $220
Usually, 50-minute sessions are scheduled once per week, especially at the beginning of our work, but they can occur less frequently depending on your needs or preference (e.g., bi-weekly, monthly).
Payment for scheduled services, including deductibles and copays, are due in full at the time of service (payment is processed before the start of your appointment). Clients can submit payments through the client portal (debit & credit cards, including HSA accounts), PayPal, or Venmo (@drluisco).
What is your cancellation policy?
Since our time is reserved for our clients, missed appointments (no shows) or cancellations within 48 hours of the scheduled appointment will carry a fee of $150.00. A request to reschedule an appointment requires cancelling an existing appointment to establish a new one. Thus, 48 hours of advance notice is required to cancel or reschedule appointments. This usually gives us enough time to offer the appointment time to another client.
We understand that urgent situations arise. When this occurs, please let us know so we can discuss an exception. Health insurance does not cover missed appointments or late cancellations. A credit card on file is required to cover these charges.
If the first visit is cancelled late or missed, it may not be rescheduled. If the counselor decides to reschedule a first visit that was missed or cancelled late (within 48 hours of the appointment), the client must pay the late cancellation / missed appointment fee before confirming the new appointment).
Clients with repeated cancellations or missed appointments may not be able to reschedule appointments (a referral will be provided).
We understand that urgent situations arise. When this occurs, please let us know so we can discuss an exception. Health insurance does not cover missed appointments or late cancellations. A credit card on file is required to cover these charges.
If the first visit is cancelled late or missed, it may not be rescheduled. If the counselor decides to reschedule a first visit that was missed or cancelled late (within 48 hours of the appointment), the client must pay the late cancellation / missed appointment fee before confirming the new appointment).
Clients with repeated cancellations or missed appointments may not be able to reschedule appointments (a referral will be provided).
What health insurance plans do you accept?
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How we handle claims for in-network insurance plans
If we are in-network providers for your insurance company, we will submit a claim on your behalf. You are responsible for covering your deductible, co-insurance, and/or copay. Please call the customer service number on your health insurance card to find out about your costs, if any.
Since the plans and coverage offered by health insurance companies vary, you are responsible for verifying that we are "in-network" providers for your policy. You may verify this information by calling your insurance's customer service number or logging in to your health insurance online client portal. You may also complete the brief introductory meeting request form and include your insurance information, so we may verify this for you. There, you can include the name of your insurance company, your membership ID, and pictures of your insurance card to help us verify your eligibility and benefits.
Since the plans and coverage offered by health insurance companies vary, you are responsible for verifying that we are "in-network" providers for your policy. You may verify this information by calling your insurance's customer service number or logging in to your health insurance online client portal. You may also complete the brief introductory meeting request form and include your insurance information, so we may verify this for you. There, you can include the name of your insurance company, your membership ID, and pictures of your insurance card to help us verify your eligibility and benefits.
Accessing your out-of-network benefits
If your counselor is not an in-network provider for your health plan you might be able to access your health insurance plan's "out of network" benefits. In this case, you would pay directly for the services received. You will receive a document with the information your insurance company needs to reimburse you based on your policy's out-of-network benefits. Please, call your insurance company to inquire about this.
Important considerations when using your health insurance
Please note that health insurance companies only pay for "medically necessary" procedures. Thus, they require your therapist to provide a mental health diagnosis when submitting a claim for services and may request your medical records to approve additional services (e.g., additional sessions). Some individuals prefer to not disclose any information about the services they receive to third parties and choose to pay for their counseling services. Please, let your counselor know if you have any questions about this.
Your counselor maintains a commitment to your confidentiality and abides by the codes of ethics of the American Psychological Association (Dr. Luis G. Cruz-Ortega) and the American Counseling Association (Ms. Vanessa Vargas).
Your counselor maintains a commitment to your confidentiality and abides by the codes of ethics of the American Psychological Association (Dr. Luis G. Cruz-Ortega) and the American Counseling Association (Ms. Vanessa Vargas).
Where can I find your Notice of Privacy Practices (HIPAA)?
You can obtain a copy of this document by clicking here or request a copy via email.
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