Getting STarted with US

Welcome to The SFISTC / CRC Team!

We are happy to have you join us

We have developed this comprehensive online manual to assist you in starting your journey with us, which will also serve as a helpful reference in the future. We update it as needed.

Let’s look at some of the basic steps in getting set up to be able to start receiving referrals:

Please note that there is a lot of information to take in, but once you get things set up and get familiar, it will become easier to navigate and manage the systems and paperwork. 

The first thing we will need from you is the Practitioner Information Online Form. This form will help us know more about you so we know which clients are most appropriate to refer to you.

Please fill out this online form  ASAP in order for us to set up your Acuity Calendar for scheduling and billing and to start receiving referrals. 

Here is a link to the Practitioner Information Online form:

https://sanfranciscosextherapy.com/team-information-form

The password is: WeSpeakSexy

We have created a shared google drive folder with some helpful documents and information. In the google drive folder titled “IC Documents Shared” are documents that you will need to get set up with California Relationship Centers, LLC. (CRC)  to be able to receive, track, bill, and get paid for referrals. (Drive link is listed below.) Please get familiar with the forms and processes found inside this google folder.

The main documents you will refer to and use are numbered 1-5 and they are as follows: 

1 - Set up for CRC -

read this in order to learn about the steps needed to get fully set up with SFISTC / CRC.

2 - Process for New Referrals - 

will explain how to handle a new referral that you receive from CRC from start to finish. 

3 - Practitioner information form -

Link to the form is above. This form will help us know more about you so we know which clients are most appropriate to refer to you.

4 - CRC Referral Tracking Log -

Use this to track new referrals 

5 - IC Payment Log -

Use this to log all sessions and submit for payment by deadline (currently the 21st of each month by 9pm unless otherwise stated)

Here is the link to the shared drive:

 https://drive.google.com/open?id=1SuzcpkTdhf2IugG9j9HiB7b9Pzq1nube

When you save some of the documents to your google drive, please be sure to save a copy and edit your own copy instead of trying to edit the original version that is set to “view only”. There are other documents in this folder which are blank and sample verbiage you can use as needed.

A few other things: 

CRC Google Group:

You will be added to the CRC Google Group which will allow you to receive reminders and other group communications.  CRC group emails will come from: crc-ic@googlegroups.com

Payroll Set up:

We use a payroll service through Square Payroll. An email will be or has been sent to you directly from Square inviting you to sign up. Please do so before your start date with us and make sure you select the direct deposit option. 

Here with more information about Square Payroll:

https://squareup.com/help/us/en/article/5336-square-payroll-employee-and-contractor-sign-up

Once you have taken the time to review and set up everything to the best of your ability, please let me know if you have any further questions. If you would like to schedule a 20 minute block of time to ask specific questions and get some guidance, I would be happy to support you and to walk you through whatever is needed.

Just email me directly to set up a time to talk: vkingmft@gmail.com

Again, welcome and we look forward to working with you!

Victoria King,

SFISTC Administrative Director

SFISTC ADMIN TEAM

Your SFISTC / CRC Admin Team:

• Dr. Ori Nelsen, Psy.D, Clinical Director and Founder (Pronouns: they/ them /she / her)

• Dr. Luna Stone, Psy.D, Lead Administrative Director, Administrative & Operations Specialist & Intake Coordinator (Pronouns: she / her)

• Dr. Lex Croft, Ph.D, Administrative & Operations Specialist & Intake Coordinator (Pronouns: they / them)

• Victoria King, LMFT, Administrative & Operations Specialist & Onboarding Lead (Pronouns: she / her)

• Dr. Z. Torres, Psy.D., Part time Administrative & Operations Specialist and Intake Coordinator (Pronouns: they / them)

Contacting us:

- Our team shares access to the email address californiarelationshipcenters@gmail.com for general inquiries and issues aa well as referral and payroll needs.

- For issues related to Acuity Scheduling, fee/rate updates, and onboarding questions, please contact Victoria King directly at vkingmft@gmail.com.

- For matters directed to Dr. Ori Nelsen, please email dr.ori.nelsen@gmail.com. However, for most administrative inquiries, we kindly ask that you first reach out to the general admin team.

Dr. Luna Stone is responsible for payment processing, payroll, referrals and onboarding, while Victoria King handles Acuity scheduling, fee modifications, and onboarding assistance.

Both Dr. Luna Stone and Dr. Lex Croft can be reached at the main email address, californiarelationshipcenters@gmail.com.

Dr. Z. Torres contributes part-time and assists with general administrative tasks. Dr. Stone and Dr. Croft typically manage the assignment of referrals to practitioners, while Dr. Nelsen oversees the broader operational aspects of our Centers.

Our Mission

HOW WE CAME TO BE

San Francisco Intimacy & Sex Therapy Centers were founded with the goal of making the practice of relationship, intimacy, couples and sex therapy & coaching more relationship-focused and accessible, without the stigma and confusion that often accompanies misperceptions about couple and sex therapy. We operate from a shame free paradigm and are sex positive, LGBTQ+, kink and polyam affirming. We believe pleasure and connection are core human needs and a fundamental human right. We have been supporting our community in sex positive attachment based therapy and coaching services for decades.

As a completely BIPOC & LGBTQ+ owned and run business, we have a deep commitment to supporting BIPOC and LGBTQIA+ folx. The founders and admin team are all BIPOC and/or LQBTQIA+. Also approximately 25% of our practitioners are BIPOC and many are LGBTQIA+ and the rest of the team are allies. We believe in collaborating to create safe and supportive spaces for marginalized communities.

San Francisco Intimacy & Sex Therapy Centers are joined by our other San Francisco Bay Area Couples Therapy & Sex Therapy Centers that span across the Bay Area Locations (& beyond), from Napa Valley, Sonoma, St, Helena to Marin County, to Oakland & Berkeley to San Francisco... as well as distance sexuality and relationship coaches in places such as Mexico, Canada and Europe, to support you from the comfort of your home, or on a personal intensive or retreat to one of these satellite locations. We have expanded to Portland, Oregon, Seattle, Washington, Los Angeles, New York City, San Cruz, Menlo Park, Palo Alto and offer online sessions to and from all over the world.
Our experts at our Sex Therapy, Intimate Relationship & Couples Therapy Centers have helped thousands of people like yourself to have healthy and happy relationships and deeper, radically intimate sex, We are passionate about helping folks develop secure-functioning partnerships and satisfying sex lives! Our team of diverse and extremely skilled practitioners have cutting edge and highly specialized training to facilitate sexual and emotional exploration and healing.

We are proud to partner with our adjunct psychotherapy centers, such as North Berkeley Couples Therapy Centers, The Napa Valley Couples Therapy Centers, Marin Couples Counseling Intimacy & Sex Therapy Center, Menlo Park Intimacy & Sex Therapy Centers, Santa Cruz Intimacy and Sex Therapy and East Bay Intimacy & Sex Therapy Centers. Together, we have over 75 locations spanning across the San Francisco Bay Area, bringing attachment-based individual psychotherapy, couples and sex therapy to folks who desire a healthy and loving secure-functioning partnership. We are a branch of the California Relationship Centers, LLC, which bring relationship counseling to folks throughout California. Our San Francisco Bay Area couples counselors, sex therapists, relationship & sexuality coaches, clinical psychologists and psychotherapists are extensively trained in highly specialized attachment-based modalities to bring you a talented and diverse team of clinicians that are sensitive to the unique and complicated needs of individuals and partners seeking to deepen emotional and sexual intelligence and intimacy. 

At San Francisco Intimacy & Sex Therapy Centers, we know that healthy relationships are at the core of how change and healing occur. Having a secure intimate and connected partnership is crucial to one's health and happiness. In addition enjoying a healthy sexual relationship to one’s self or partner(s) is vital to overall wellbeing. We strive to support and promote lifelong change that will allow you to form sustainable, loving and equitable relationships and an overall sense of health and wellbeing.

San Francisco Intimacy & Sex Therapy Centers provide a highly specialized range of services including attachment-based intimacy & sex therapy, couples counseling, premarital counseling and individual psychotherapy in San Francisco, SF East Bay. Marin, Sausalito, Napa Valley and North Bay Area, Menlo ParkC Palo Alto, Portland and beyond…Our clinicians are licensed clinical psychologists, marriage and family therapists, interns with supervision towards licensure, certified coaches, and psychological assistants working with supervision toward licensure, doctors or human sexuality, clinical sexologists and sexological bodyworkers. Our masters and doctoral level therapists and Sex and intimacy coaches offer a uniquely tailored, customized, client-centered approach.  Our therapy and coaching style emphasizes partnership and collaboration between both practitioner and clients.  We strive to contribute to a world in which attending to our sexual, emotional and relationship health is a priority for all and that high quality, accessible psychotherapy is readily available. While we are rooted in traditional psychological theory, our clinicians also stay up to date with today’s cutting-edge treatments based on attachment and neuroscience.

At San Francisco Intimacy & Sex Therapy Centers, we are dedicated to cultivating inclusivity, diversity and acceptance. We are specifically trained to support LGBTQIA individuals and couples, nontraditional relationships (polyamorous, kinky, etc.) trans or non-binary individuals, people of color, immigrants, and folks of all spiritual, cultural, socio-economic, racial and ethnic backgrounds. 

AS CLINICIANS WE VALUE:

• Collaboration & Community

• Professional Enhancement, Skill & Knowledge

• Inclusivity & Diversity

• Growth & Curiosity

• Quality Care

As an Independent Contractor, you are responsible for:

• providing the space to host sessions, whether that is a physical location or online, business phone, email and other necessary aspects of managing your business and private practice.

• As an independent contractor you are responsible for having your own malpractice insurance.

• You agree to comply with all federal, state, local and professional laws regarding business permits and applicable licenses that may be required to carry out the work to be performed under the IC agreement with San Francisco Intimacy & Sex Therapy Centers / California Relationship Centers, LLC.

• Provide psychotherapy /sexology sessions /coaching (whatever is applicable) for individuals & partners.

• Maintain a caseload as agreed upon between Center and IC

• As an IC you make your own schedule. We ask that IC’s will allot the appropriate time to meet with The Center’s clients in the spirit of the contract.

• Maintain active registration as a licensed clinician (if applicable).

• Comply with legal and ethical standards as set forth by the state of California (or your respective state) & Federal Regulations.

• Clinical experience, training and knowledge of relationship attachment based modalities, sex therapy and/or related specialties.

• Commitment to deepening such clinical experience and knowledge of relationship attachment-based or relevant clinical modalities. Participate in appropriate ongoing professional training and education as is ethically and/or legally required by state licensing boards.

INITIAL PAPERWORK & DOCUMENTS when Onboarding

In order to send you referrals, we need your file to be up to date. In addition to signing the contract, we have some additional items we require:

• Copy of your graduate diploma & certifications

• Clear, high-resolution professional quality headshot for website

• Professional Bio for Website

• Original of current clinical license, if applicable.

• Signed Formal Independent Contractor Agreement / Contract

• Verification of professional liability insurance, listing California Relationship Centers, LLC & San Francisco Intimacy & Sex Therapy Centers as an additional insured

• Verification of malpractice insurance

• Your NPI number (your Social Security Number will be privately input by you into the Payroll system, which we will not have access to).

We will send you an electronic contract for to sign via Adobe or Dropbox / Hello Sign,

ONboarding form

Please complete the form below So our iNtake COORDINATORS CAN best FACILITATE matChing you with ideal referrals.

Process for New Referrals

• Prospective Client contacts San Francisco Intimacy & Sex Therapy Centers (SFISTC) / California Relationship Centers  (CRC) through one of our affiliated websites or via the receptionist.

• The intake coordinator will send the referral via email to the practitioner.

• And will send an email to the prospective client, including a link of who they are being referred to, with a BCC to the therapist / practitioner..

Practitioner Responsibilities:

• Practitioner will receive a Referral Email that includes the client name & contact info, and any other relevant basic info, including any background, what they want to work on and preferred time, days of contact.

• Send Confirmation email back to Intake Coordinator to confirm receipt (ASAP and within 24 hours). (“Got it! Thank you!” will suffice) so we know you received the referral.

• Referral Tracking Sheet: To help keep track of this info we have created a simple spreadsheet as a google sheet that is shared with us to keep track your referrals monthly so that we have a trail on each client. Log pertinent client information into the tracking log and keep this up to date. Please save the monthly log as a PDF and send to SFISTC / CRC with payroll as part of the tracking process. (more details for the log can be found in the document titled: Set Up for CRC) A sample log is included in the IC Shared Drive.

• Make 3 attempts to contact the referral - In the next 12-24 hours contact the client ​via the ​preferred method they requested​. Follow up with the same form of contact 2-3 days later. Finally, 5 to 7 days after, try some other form of contact if it has been given, use the same form if not. (see sample consultation call email)

• ​If the prospective client DOES NOT schedule: If you do not hear back after 3 attempts, let us know. We may follow up a final time. If they decided to pass for right now, send us a brief email with their reason, if any.

• ​If the client DOES schedule: You will be scheduling an appointment in our online calendar. Please contact us for a username and log in if you have not already been assigned one. Please send an email back to CRC after the first time you see client (so we can celebrate with you) and be sure update the referral log with new status.

• Once they become a client you will log them onto the IC Contractor Payment Log for the month after each visit to track hours and payments and then submit to us for payment at the end of each month. (see IC Payment log in IC Shared Google Drive)

Please submit the weekly availability form every Tuesday 7 PM PST

Scheduling  Calendar (Acuity)

To set up an appointment with a client:

• There are multiple ways to do this, Either Taking the Credit Card over the phone or Emailing the client a link to your calendar to schedule themselves and hold the appointment with their credit card. (otherwise it will be difficult to enforce your 72 hour cancellation policy)

• First ask the client if they are ready to schedule and feel comfortable providing you with their credit card over the phone? Or do they they prefer you to send them a link to your calendar to confirm the appointment time and input the credit card information themselves to hold the time.  (if they choose to do it themselves let them know they should to do it within (24 hours) to avoid losing the appointment as it is first come first served. (remind client of 72 hour cancellation fee)

Option 1- Scheduling for the client and having them use their confirmation email to pre-pay for their appointment in advance.

1. Once you agree upon a mutual date and time for the session, let the client know to look for an confirmation email from you that they will use to pay for and hold their first appointment. Inform the client that once they receive the email it will include a button at the bottom of their email that says: Pay for Appointment, which will give them the option to Pay for their session. Have them click that button, enter their credit card information to pre-pay for the first session, and leave the box checked to ‘keep this card on file for future appointments’. This way the credit card will be retained on file that you can bill after future sessions.  You may want to send these instructions via email to your client as a reminder.

2. To schedule the appointment from the admin side: Click the appointment calendar tab on the left side of the page, click NEW on the top of the screen, pick the appointment type, choose the desired date and time or use the custom button and input the date and time. Enter the client information, including: name, email, phone number. Click Schedule Appointment. (Both the client and therapist will receive the confirmation, however only the client will receive the 24 hour reminder notice)

Option 2- Scheduling for the client and taking a credit card over the phone or in person:

1. To schedule from the admin side: Click the appointment tab on the left, click +Appointment on the top of the screen, pick the appointment type, click custom and input the date and time. Enter the client information and if you wish for the client to receive a confirmation of the appointment and a reminder 24 hours in advance be sure to include their email address. (Both the client and therapist will receive the confirmation, however only the client will receive the 24 hour reminder notice)

2. Next you need to collect the credit card info from the client to securely hold their appointment for them (remind client of 72 hour cancellation fee). To do this, Click on the new appointment that you just added, and click make a payment. Enter the client credit card info in the fields requested, but then put in the amount paid as $0. This will essentially just store the card and not charge them. After the actual session is completed you will go back into the appointment and charge the clients card that is on file..

Therapist should send the client a separate confirmation email that includes your office location information and attach consent and hipaa forms for them to review and potentially print and sign in advance (if applicable).

Option 3- To have client is schedule and hold their appointment themselves:

NOTE: this is only for established clients and not the prefered method of scheduling. We prefer practitioners schedule it.

1. Make sure you have the block of time open on your calendar that will be for this client. (See Set Up CRC doc under setting up Availability in Acuity for instructions)

2. To provide a direct scheduling link to your calendar, On the left side of the page, under Client’s Scheduling Page, click on “Scheduling Page Link”, Scroll down to”Direct Links and Embedding”. Click the drop down menu that will list your different appointment types. You will pick the one you want your client to pre-register for. You can click “preview” on the right side in order to make sure this is the right appointment type and price. Once you know it is correct, click  the “copy” button below the link to copy the scheduling link for the appointment type. Now copy and paste that into an email to your client so that they can pre-register. They will be able to pick the time you discussed and put their credit card on file to hold the session but do not bill. (Be sure you that time block is available on you calendar or they will not see anything) (If the client does NOT self register within 24 hours, you may want to call them in case they did not receive your email)

3. Be sure you have let your client know to look out for the email you will send and to follow the instructions listed to secure and confirm their appointment within 24 hours to avoid losing the appointment time. You may wish to send the client a separate confirmation email that includes your office location and attach consent and hipaa forms for them to review and potentially print and sign in advance.

Intake Forms:

Practitioner is to send client intake paperwork/contracts to review and sign in advance electronically. Make sure that you include verbiage in your consent forms to inform them about the relationship to SFISTC / CA Relationship Centers” (See sample verbiage on 1 Set Up CRC doc)

Rates:

Each of our practitioners has distinct rates, reflecting the diverse range of experience and services that each clinician provides.As an IC you set your own rates for your services.

Payments:

Utilize Acuity to Schedule and Bill Clients.

• After the client session, go to the appointment on the calendar, click it and input the amount being paid. If there is not a credit card number there you can add one.

• You can check out this Acuity “Help” information for more details on how to do this:

  https://help.acuityscheduling.com/hc/en-us/articles/115000239791-How-to-Charge-a-Client

• Update the IC Payment Log and turn it in by the 21st (by 9pm PST) of each month to get paid on time. Please make sure that your payment log and the acuity calendar match. You will usually receive payment between the 1st and 5th of the month after your on time submission of documentation.

CREDIT CARD CHARGE APPEARANCE 

We’ve had an uptick in clients disputing charges lately. Occasionally it’s linked to being surprised by the way the charge appears on credit card statements.

Please let clients know (via email, as it is important we have this documentation of notification) how it will appear when you start with them. Below is an example.

The “SQ” is from Square, which is what is used to make the charge, and the 03/26 is the date of the charge, (not the date of the appointment, although ideally they are the same).

After the SQ, itt will either read “CALIFORNIARELATIONSH” OR SFISTC or “SANFRANCISCOSEXTHERAPY” or a close variation of these.

MULTI PERSON REFERRAL 

Please Note: We have always (on occasion, and as appropriate) sent a referral to two or three practitioners so that a prospective client can speak to them all and see who is the best fit.... We do this when we aren’t sure who would be best fit or when the prospective client requests it.

Please proceed in the same way you would as if you’re the only one reaching out.

BALANCE ACCUMULATION

In our field, we are under legal and ethical obligation not to let a balance accumulate substantially. This is one of the reasons we require all sessions to be paid for at the time of service. Also we need to track payments for our bookkeeping and to be able to pay you in a timely manner.

If the balance rises substantially this can create a debtor-creditor relationship, which, together with the therapist-client relationship, can constitute a dual relationship.

Please charge clients on the date of service. Thank you.

REFUNDS

Refunds are not provided for services rendered.

In the case of an accidental charge, please contact Dr. Stone to request a refund. Provide the date charged, the client’s name, amount, and if possible the last four digits of the card used, along with the reason you are seeking a refund.

When Clients End Services:

Send us a quick email so we can make note. Add a note to your payroll log.

Using Acuity Scheduling Platform to Book Sessions

This video will walk you through using Acuity to schedule your clients.

Provide us with Availability information for Acuity:

We use Acuity Scheduling to book and schedule clients, as well as to bill them after their session is completed. In order to set up your calendar profile in Acuity and for us to property match you with appropriate referrals that meet your experience, please provide the following information to S.F.I.S.T.C. / C.R.C:

Name:

Title:

( PsyD, MFT, Sexologist, Sex Coach)

Pronouns

:(ie: She/He/They)

Phone # for Clients:

Email Address for Clients:

Email Address for Acuity:

(needs to be different if you have an existing acuity account) 

Location(s): 

(please provide correct spelling, suite number if applicable, city and zip as we will also be sending a google postcard to your location to confirm the address) 

Do you provide Online Therapy?

Client Types

(ie: Individual, Couple, Child)

Session Type, Length, and Price:

 (ie: 90 minute Couples Therapy,$300) (50 Minute Individual Sex Therapy $200) 

Do you have a Sliding Scale Fee?

Please describe

Days Available:

Hours Available:

Other Info

Your Private Practice Website: 

Certifications:

Ideal Clients:

Challenges You work with:

(ie: anxiety, trauma, relationship, sex)

Main Treatment Methods you use

(Please specify trainings taken): (ie: EMDR, Sex Therapy, EFT, Gottman)

Area of specialty/expertise/niche

(ie: Trauma, Sex Therapy, Adults with Disabilities, LGBTQ, Non-Monagamy)

Success Story:

Please share a success story about a client you have served that highlights how you have helped your ideal client. Do not use identifying information.

Visit this link for an example of this: 

Working with you:

Please provide us a one or two paragraph blurb for website describing how you work / your style or approach.

NOTE: You will be emailed a user name and password once this is set up.

Please confirm receipt of a referral by responding with a message such as "received" or “got irl to ensure that we are aware of its arrival.

If you need to return a referral, please send a separate email to the admin with the subject line "Attention Admin Team: Re-Referral." In the body of the email, please include the complete referral along with a brief explanation for the return.

For all new referrals, please make it a priority to initiate contact within 24 hours whenever feasible. Please return them to us as fast a possible if they are not a fit for you.

When you first contact a new referral, please refrain from mentioning that you are contacting them from California Relationship Center, as this is not consistent with our marketing approach; it is our legal business name only. Instead, identify yourself as calling or emailing from San Francisco Intimacy & Sex Therapy Centers and its related divisions.

If you believe that the referral is not a fit for our center altogether please explain that to us in the email with details as to why not-

Note that we occasionally we may ask you, since you’ve already been in contact with them, to refer them out of the center to a more appropriate location.

Taking Payment from Clients via Acuity Scheduling App

UTILIZE ACUITY TO SCHEDULE AND BILL CLIENTS:

Practitioner Charges CLient:

• After the client session, go to the appointment on the calendar, click it and input the amount being paid. If there is not a credit card number there you can add one.

• You can check out this Acuity “Help” information for more details on how to do this:

  https://help.acuityscheduling.com/hc/en-us/articles/115000239791-How-to-Charge-a-Client

• Update the IC Payment Log and turn it in by the 21st (by 9pm PST) of each month to get paid on time. Please make sure that your payment log and the acuity calendar match. You will usually receive payment between the 1st and 5th of the month after your on time submission of documentation.

  Client SUbmits Payment directly

• To facilitate client payments, we utilize the Acuity application. When clients receive an appointment reminder from Acuity, as demonstrated in Picture A, they can scroll to the bottom of the message where they will find a link labeled "Pay for Appointment," as shown in Picture B. By clicking this link, clients are directed to a payment page, depicted in Picture C, which includes a button at the bottom that displays the payment amount due.

• Upon clicking the "Pay" button, clients will be directed to a screen like that shown in Picture D, where they will be prompted to enter their credit card information to complete the payment. This payment process should be conducted at the time of the appointment.

• During payroll processing, prior to submitting your Client Payment Log (aka Payroll Log), it is important to confirm that all appointments are recorded in your Client Payment Log. Additionally, please log into Acuity and verify that every client documented in your payroll log has successfully completed the payment for their session, prior to submitting your Payroll documents to the Admin Team.

• Clients and Practitioners do not directly utilize Square to receive payment. Nor should clients pay practitioners via any other method, aside from Acuity App as described below.

NOTE: Sessions should be paid for by the client on the same day as the service rendered. Payroll is due every month on the 21st by 9 PM PST.

 important information regarding the process for handling superbills

What exactly is a Superbill?

A superbill is a detailed document provided by healthcare providers that itemizes the services rendered to a client. It serves as a receipt for insurance purposes, containing crucial information, such as diagnosis and procedure codes, necessary for reimbursement from out-of-network after a patient pays for services. They're different from regular medical bills in that insurers use them to pay patients rather than providers. The client pays the provider, the provider provides a superbill to the client and the client submits that to their insurance. If approved, the insurance pays the client directly. 

Superbills fall under out-of-network billing protocols, documenting services by providers outside an insurance network, often requiring out-of-pocket payment initially. After receiving a superbill, patients or clients file an OON claim directly with the insurer, which will then assess and potentially reimburse some or all costs incurred.

Therapists & Psychologists use superbills because joining an insurance network can be complex and time-consuming. By utilizing superbills, they can provide care and receive payment without the need to navigate extensive provider panel applications.

Superbills are essential for securing insurance reimbursements. Have your clients check their plan details to understand coverage percentages for out-of-network services.

Payments:

All client payments must be processed through our Center via Acuity, and we will handle your payments as normal. 

Generating Super bills:

As an independent contractor & the direct provider, you will need to generate the super-bill through your own private practice, which is separate from our Center. 

Clients are required to make their payments for your services through our Center, in accordance with our contract and for our bookkeeping and tax purposes. We pay you via payroll. 

Client Responsibility:

After the clients complete their payments with our Center, you can create the super-bill for them to submit to their insurance company for potential reimbursement. 

Please remind clients that they need to contact their insurance company to understand their particular arrangements and processes for possible reimbursement. 

General Super-bill Requirements:

Ensure that the super-bill includes your license and NPI number and does not reference our Center in any way, as you are operating as an independent contractor, not an employee. We have nothing to do with this process and our business name and contact information should not be included. 

Licensing Note:

If you are not a licensed psychologist or psychotherapist with the ability to diagnose, please be aware that there is a strong possibility that the insurance company will not accept the super-bill. They also tend to be very particular about the specific diagnostic codes that they will accept. The clients can ask their insurance company prior to starting services about that as well.

What information is contained in a Superbill?

Contact Info:

Essential client info like name, date of birth, address, and phone number. Superbills also list the practitioner’s information, including the name of the practice (NOTE: this will be your own private practice info and NOTCalifornia Relationship Centers / SFISTC), office location, and National Provider Identifier, or NPI number. An NPI number is a unique identification number for healthcare providers.  It has been adopted as the standard provider identifier, as most healthcare providers are issued one.

Date and Cost of Service:

Superbills include the date and cost of the service provided. A superbill can contain a single appointment or many appointments but any superbill must list both the date and the cost of each one.

Diagnosis Code:

Superbills contain diagnosis codes to classify client symptoms. Like NPI numbers, this is a standard practice insurance providers use for identification and billing purposes. Currently, providers use the International Statistical Classification of Disease and Related Health Problems, which is known as the ICD10. However, some providers still use the outdated system, ICD09 to code. If the ICD09 system is used, your insurance will reject the claim.

Procedure Codes:

The CPT code, which stands for Current Procedural Terminology, is an index of medical and health services created by the American Medical Association. CPT codes are used to describe the types of services rendered to a client. For example, there are different CPT codes for intake interviews, individual psychotherapy (45 minutes) and individual psychotherapy (60 minutes). Here is a full list of CPT codes for psychology services. 

INSURANCE QUESTIONS CHECK LIST to provide clients:

Please have them check coverage carefully by asking the following questions:

1. Do I have “Out-of-Network” insurance benefits for “Outpatient Mental Health Services”?

2. Is Couples, sex or family therapy covered?

3. What is my deductible and has it been met?

4. How many sessions per year does my health insurance cover?

5. What is the coverage amount per therapy session (percentage and monetary amount)?

6. Is approval required from my primary care physician?

We have attached a template you may use for your own superbills here.

Additionally, more information about superbills for clients can be found here. 

ABOUT PAYROLL

Set up Payroll & Direct Deposit

Getting Paid as an INDEPENDENT CONTRACTOR

You may Register with us an Independent Contractors under your personal or business tax information.

While most ICs elect to sign up in Square Payroll under their personal information, others prefer to get paid through their legal business entities. You can still be an independent contractor but be paid via your business. Below are the steps, as outlined by Square:

When adding your information as a contractor to Square Payroll, you’ll be prompted to enter a first name, last name, and a SSN (Social Security Number). 

We understand that contractors could have an EIN (Employer Identification Number) instead and that the Form 1099-NEC supports entering an EIN or SSN for the 9-digit Payer’s TIN (Taxpayer Identification Number) field. However, our current contractor profile does not have fields to enter a business name and EIN.

You may still pay contractors with EINs by entering their EIN in the SSN field. If you need to enter a business name instead of their personal name, you could enter one like “XYZ Photography LLC” as “XYZ” first name and “Photography LLC” last name. If you opt to have Square Payroll file a 1099-NEC on your behalf, the contractor’s full name or business name and EIN will populate on the “Payer’s Name” and “Payer’s TIN” fields on the 1099-NEC.

There are a few additional things to note if you opt to enter an EIN instead of a SSN for the contractor:

• The [Team tab] and and contractor profile will show First Name and Last Name fields. You may enter the business name into these fields.

• The last four digits of the contractor’s EIN will appear on their paystub next to the SSN field as: xxx xx xxxx.

• Please send us your W-9 if you have yet to do so (and any other outstanding forms).

• You will be emailed an invitation from Square Payroll. Please accept the invite from Square Payroll (one you receive it) and input your direct deposit and tax information. We will only be using the direct deposit feature through Square, so when you set up your accounts (if you have yet to do so) please make sure to select that option. https://squareup.com/help/us/en/article/5336-square-payroll-employee-and-contractor-sign-up

• If you have not yet received an email from Square Payroll inviting you to sign up as an independent contractor with San Francisco Intimacy and Sex Therapy CA Relationship Centers, please send an email to the CRC and they will be sure to resend it.

• We will need your completed IC billing log for the entire month before payments can be sent out.

• Please email (in PDF format) by the 21st of each month by 9pm in order to get paid in a timely manner. 

• Please be sure to put the total amount at the bottom of the IC payment log.

• Additionally all completed sessions need to be input into Acuity Calendar and should match your billing log.

  Payroll Log

• Keep the Independent Contractor Billing Log updated and turn it in to SFISTC Admin and Dr. Ori on or by the due date (the 21st of the month at 9pm)  to get paid.

• Please make sure that your payment log and the Acuity calendar match.  (See Blank IC Payment Log in the IC Shared Drive)

• Before submitting your log, sign into Acuity and click on each appointment listed on your payroll log to ensure it has been paid.

• Email the payroll log to californiarelationshipcenters@gmail.com and CC Dr. Nelsen at dr.ori.nelsen@gmail.com

  
  

  When Will I Be Paid?

• You will be paid between the 1st and 5th of the month after submitting your log and relevant documents for  the previous 30 day period, provided your payments and forms have been submitted to us by 21st of each month by 9pm unless otherwise noted. If you miss the deadline, please note that it may take 2-4 weeks for the payment to process and deposit into your bank account.

• Payments are typically sent out to your respective banks by the first of the month, but please keep in mind that banks may process the payments at different speeds so we cannot control when monies are actually deposited into your individual accounts. As stated in the contract, payment should arrive by the fifth of each month, although we aim for it to arrive closer to the first. We say this to allow for a buffer, should processing times be longer than we hope. We would rather you be pleasantly surprised to receive payment early than frustrated it is late.

Instructions for Submitting Payroll & Referral Logs:

Where to submit 

Please send your payroll and referral logs TO: Californiarelationshipcenters@gmail.com (note the “S” at the end of centers)

and please make sure to CC: dr.ori.nelsen@gmail.com

TEMPLATES:

If you need additional templates, please refer to the shared google drive:

https://drive.google.com/open?id=1SuzcpkTdhf2IugG9j9HiB7b9Pzq1nube

or contact our Administrative Specialist Victoria King, MFT at 

vkingmft@gmail.com  

Subject Line

Please be sure to include the year 20xx and current Month in your email subject line. IE: September 2024 payroll for (your name)

(please note: You may turn in payroll early as long as all sessions listed on your log have been billed and accounted for in acuity.)Use the appropriate subject line (exactly as described or it may get overlooked).

“(Current Month spelled out) (Current Year) payroll for (your first and last name)”

So for payroll in Current Month 2024 for Dr. Ori Nelsen it would read:

“September 2024 payroll for Dr. Ori Nelsen”

Due Date & Time

 In general (unless otherwise notified) please remember that we have a set day and time every single month that billing is due the 21st of each month by 9 PM Pacific Standard Time.

Be on time: It is crucial that you are on time and do not skip months please. 

You are welcome to turn in payroll early as long as all sessions listed on your log have been billed and accounted for in acuity.)

If for some reason you are not able to turn it in on time, you need to let Dr. Ori know right away or you may have to wait a complete month for payment. Please try not to forget payroll as this throws off our books and may significantly delay your payment.

Acuity Reminder:

It is your responsibility upon turning in your payroll billing sheet to make sure that all appointments that you listed on your log have already been paid in acuity.

Please double check to make sure your billing log and the acuity system match, as we will only be able to pay you for what has been billed and paid by the client.

Charging Clients: 

Please be sure to charge your client’s credit card on the same day of service so that charges are not later disputed.  You must get consent in writing to charge them.

Send an email to the client after you charge them that includes the following:

“I am writing to confirm that I have gone ahead and charged you (or if client paid, state that you received payment) for our therapy sessions on (date) at (time) with your consent.

It will be shown on you statement as “San Francisco Intimacy & Sex Therapy Center” or CA Relationship Centers.

Please send me back a quick reply stating that you agreed to this charge for services rendered..

Thank you!”

When you start working with a new client explain that you will send this email every time you have a session. This is very important as many times we get disputed charges when a client doesn’t recognize the charge.

Charging for No-shows/Cancellations

If you have a client that no-shows or cancels late and you plan to charge them for the session, here is an updated protocol to do so.

1) Email the client to notify them that they will be charged for the session. (to avoid having them dispute the charges)

2) Charge the client in acuity as you normally would but DO NOT CANCEL them in acuity. Just leave them on the calendar as a regular appointment. (Once you cancel them in acuity they disappear from the calendar, making it hard to track for billing purposes.) 

3) Make a note in the note section of acuity and on your billing log

If you have a client who you are cancelling but NOT charging for a session, simply use the cancel button as you normally would.

Tally Total:

Reminder: It is important that you list the tally of the total amount received from clients at the bottom of your billing log. 

Attachment Method:

Please make sure to add it as a PDF or Doc and not as a Google shared document that you can edit. 

Referral Log:

In addition to your billing log (which should have your total income listed at the bottom that was received, not that is due to you), please make sure to also turn in your completed referral log. (templates can be found in shared google drive)

You may Register with us an Independent Contractors under your personal or business tax information.

While most ICs elect to sign up in Square Payroll under their personal information, others prefer to get paid through their legal business entities. You can still be an independent contractor but be paid via your business. Below are the steps, as outlined by Square:

When adding your information as a contractor to Square Payroll, you’ll be prompted to enter a first name, last name, and a SSN (Social Security Number). 

We understand that contractors could have an EIN (Employer Identification Number) instead and that the Form 1099-NEC supports entering an EIN or SSN for the 9-digit Payer’s TIN (Taxpayer Identification Number) field. However, our current contractor profile does not have fields to enter a business name and EIN.

You may still pay contractors with EINs by entering their EIN in the SSN field. If you need to enter a business name instead of their personal name, you could enter one like “XYZ Photography LLC” as “XYZ” first name and “Photography LLC” last name. If you opt to have Square Payroll file a 1099-NEC on your behalf, the contractor’s full name or business name and EIN will populate on the “Payer’s Name” and “Payer’s TIN” fields on the 1099-NEC.

There are a few additional things to note if you opt to enter an EIN instead of a SSN for the contractor:

• The [Team tab] and and contractor profile will show First Name and Last Name fields. You may enter the business name into these fields.

• The last four digits of the contractor’s EIN will appear on their paystub next to the SSN field as: xxx xx xxxx.

What is an Independent Contractor?

A business determines whether an individual qualifies as an independent contractor or an employee by adhering to guidelines established by the IRS. Generally, if a business has the ability to direct only the desired outcomes of your work, rather than the methods used to achieve those outcomes, you may be classified as an independent contractor.

As an independent contractor, the IRS recognizes you as self-employed, meaning you are not an employee of any company. You have the option to operate as a sole proprietor, a limited liability company (LLC), or an S-corporation. Given that the majority of businesses in the U.S. operate as sole proprietorships, this article will focus on that particular business structure.

CA Relationship Centers / San Francisco Intimacy & Sex Therapy Center is a marketing and referral service for therapists, sexologists and coaches who want community while in private practice. We connect clients with independent therapists who partner with us, and we provide tools such as customized marketing, scheduling tools, billing route, to cultivate the most efficient process.

We do not directly provide therapy and coaching, but rather, support our community of expert therapists and coaches in building their private practices while supporting clients in receiving the best attachment-based intimacy and sexuality counseling.

As an Independent Contractor, you are responsible for providing the space to host sessions, whether that is a physical location or online, business phone, email and other necessary aspects of managing your business and private practice. You manage your own schedule, decide when to accept more referrals with us and select which modalities and interventions you use with any given client. As an independent contractor you are responsible for having your own malpractice insurance. You are responsible for your taxes as well.

How does an independent contractor handle tax obligations?

Contractors are required to file extra forms and submit estimated taxes on a regular basis. There are four primary distinctions between filing taxes as an employee and as an independent contractor, which include:

1. Reporting self-employment income and deductions on Schedule C.

2. Paying self-employment tax using Schedule SE.

3. Making quarterly estimated tax payments.

4. Receiving Form 1099-MISC instead of a W-2.

Reporting Self-Employment Income

The process for reporting income earned as an independent contractor differs from that of an employee. As an independent contractor, you are required to file Schedule C in conjunction with your personal tax return. Schedule C outlines your business's profit and loss.

It is important to note that independent contractors are classified as self-employed individuals, essentially operating their own one-person business. Therefore, all income earned as an independent contractor must be reported on Schedule C, and you will be responsible for paying income taxes on the total profit.

Deductions

As a business owner, you are eligible to take advantage of various business deductions that can significantly lower your taxable income. These deductions are reported on Schedule C, along with your income.

Independent contractors may qualify for several deductions, including those for health insurance, home office expenses, mileage, and phone bills.

Additionally, the Tax Cuts and Jobs Act introduced the qualified business income deduction, which may permit certain independent contractors to deduct up to 20% of their business income.

You will report self-employment taxes by filing Schedule SE with your personal tax return. These taxes are in addition to any income tax obligations you may have.

Quarterly Estimated Tax Payments

The U.S. tax system operates on a pay-as-you-go basis, which requires regular tax payments throughout the year.

As an independent contractor, however, you are responsible for making regular tax payments throughout the year. This is done through quarterly estimated income tax payments. You can determine your quarterly obligations by estimating your total annual income or by using the amounts you reported as estimated taxes in the previous year.

While you will not know the exact amount of tax owed until you file your personal tax return at year-end, it is crucial to spend time making accurate estimates. Underpayment of estimated taxes may result in penalties.

Additionally, please remember to fulfill your estimated tax obligations to your state. In addition to federal estimated income tax payments, state tax payments are also required throughout the year.

As an employee, you receive a W-2 form annually, which provides a summary of your earnings and the amount withheld for taxes from your paycheck. In contrast, independent contractors receive a 1099-MISC form instead of a W-2. This form outlines the total payments received throughout the year, allowing you to verify that you are accurately reporting all income earned.

If you earned less than $600 from a particular client during the year, you will not receive a 1099-MISC. However, it remains essential to report that income on your Schedule C. Therefore, maintaining an organized accounting system is crucial.

Independent Contractor Tax Deadlines

As an independent contractor, it is important to be aware of additional tax deadlines beyond your personal income tax obligations. Alongside the personal income tax deadline of April 15, you will also be responsible for federal and state quarterly tax payments.

Quarterly Estimated Tax Filing

You are required to make estimated tax payments four times a year. To determine the amounts owed at each deadline, you may utilize Schedule SE. The deadlines for these quarterly estimated tax payments are as follows:

- April 15: for income earned from January through March

- June 15: for income earned in April and May

- September 15: for income earned from June through August

- January 15: for income earned from September through December of the prior year

Please note that if your state imposes income taxes, you will also need to make estimated tax payments at the state level. It is advisable to consult your state’s business resources for specific deadlines and any required forms.

Personal Income Tax Deadline

The personal income tax deadline for independent contractors is identical to that of employees. All personal income taxes, filed using Form 1040, are due on April 15 each year. In instances where April 15 falls on a weekend or holiday, the due date will be the next business day.

Along with Form 1040, you will need to submit Schedule C, Profit and Loss from Business, and Schedule SE, Self Employment Tax.

If you are unable to file your taxes by the April 15 deadline, it is recommended to submit Form 4868 to request an automatic six-month extension. Please be aware that this extension pertains only to the filing of your paperwork; any taxes owed must be paid by the April 15 deadline to avoid potential penalties.

State Tax Deadline

If your state imposes income tax, you will also be required to file and pay state income taxes. It is essential to check with your state to understand the timing and procedure for paying state taxes as an independent contractor.

What is a Sole Proprietor?

A sole proprietorship refers to a business operated by a single individual who has not registered as a formal business entity, such as a corporation or limited liability company (LLC), with the state or the Internal Revenue Service (IRS). If you generate income through your business activities, you are classified as a sole proprietor.

A sole proprietor may work as an independent contractor and receive a 1099 tax form from clients at the end of the fiscal year, resulting in a dual classification as both a sole proprietor and an independent contractor.

For tax purposes, the IRS considers business income earned by a sole proprietor to be personal income. Additionally, the sole proprietor is personally liable for any debts incurred by the business.

What is an Independent Contractor?

An independent contractor is an individual who provides services to one or more companies on a contractual basis. While the hiring entity can specify the outcomes desired, they typically do not dictate the methods or timing of completion. Professions such as IT consultants, graphic designers, and web designers often operate as independent contractors.

If an independent contractor has not established a separate business entity, they will file a Schedule C, similar to sole proprietors.

Companies engaging independent contractors are not required to withhold income tax, Social Security, or Medicare contributions. Consequently, independent contractors generally need to make estimated tax payments throughout the year to account for income tax and self-employment tax obligations.

Determining Whether to Operate as a Sole Proprietor or an Independent Contractor

It is important to note that individuals do not need to limit themselves to one designation. Many self-employed individuals function as both sole proprietors and independent contractors, depending on the nature of their work.

For instance, a musician may generate income through various avenues such as live performances, teaching music lessons, and selling merchandise. If the musician has not established a formal business entity, they are classified as a sole proprietor, as they are earning business income.

Similarly, if the musician agrees to create original music for a corporate video for a fee, they are also generating income in the capacity of an independent contractor.

Both sole proprietors and independent contractors are required to:

- Complete Schedule C when filing their taxes.

- Pay self-employment taxes, which encompass the Medicare and Social Security taxes typically withheld by an employer.

- Make estimated income tax payments to the IRS and their state tax authority if they expect to owe $1,000 or more in taxes when filing their return.

Office Rental

We’ve noticed a significant increase in prospective clients seeking in-person sessions, particularly in San Francisco, Berkeley, Oakland, and Napa. We also get inquires in Los Angeles for in person sessions.  

We strongly encourage those who have been providing only virtual sessions during the pandemic to consider resuming in-person appointments if they are comfortable doing so and are located in these areas.

If you're interested in having an office space to see clients, but aren’t ready for a full-time commitment, we recommend checking out Sima Space where you can rent therapy rooms by the hour at their various locations throughout the Bay Area. 

Expanding our in-person offerings will be beneficial for both our clients and provide more referral opportunities to our team members, as we need more practitioners available for in-person sessions.

Please let us know if you currently offer or are open to in person work. 

Thank you.

SFISTC Admin Team 

While not required, many team members offer classes, workshops or private intensives.

In addition to weekly sessions, we are pleased to offer promotion for practitioners’ relationship, and sexuality themed events, workshops, and group / private intensive sessions. Our payment structure will be aligned with that of our agreement regarding individual/ partner client sessions and payments will be processed through our organization in the same manner & dispersed at the time of payroll. Payment will be given to the practitioner after the event is over on the subsequent payroll period.

If you would like us to promote your event, please provide the details and promotional materials for the event via email to Dr. Stone, at least two weeks prior to the desired publication date. Thank you.

As part of your on-boarding process, please fill out this forn with the Subject line “Intensive Admin Update” if you did not complete this form at the time of on boarding, please do so now. Thank you!.

Intensives & Retreats ADMIN UPDATE:

ONE SUGgested Private intensive / RETREAT FORMAT

Private intensives are customized, but most commonly are comprised of three days in a row of sessions. They generally start at 10 am and end at 5:30 pm, with a 90 minute lunch break. Some clients may benefit from four or even five days if in crisis or wanting a deeper transformation. Occasionally, a touch up retreat of one or two days may be appropriate, but we typically recommend at least three days to be able to facilitate transformative healing within the partnership.

You may share with us your offering so we can match prospective clients.

Please also submit the following details:

1. Do you offer retreats, workshops, or intensives?

2. If in-person, please provide the location and describe the venue.

3. Are your services available virtually?

4. Are your offerings customized or standardized for all participants?

5. Do you accommodate only one couple/partnership at a time or do you work with groups?

6. What themes or formats do you typically use?

7. What is your fee structure?

8. Is there any additional information you would like us to know about your offerings?

Thank you. We are excited to collaborate with each and every one of you.

Your TAXES in Private Practice

We wanted to share a potential resource that may be beneficial for your private practice businesses.

We highly recommend a Tax Specialist named Douglas Campos. Douglas has worked closely with many individuals on our administrative team, as well as numerous other professionals in the private practice field. He has provided invaluable suggestions and guidance, resulting in significantly improved tax outcomes for many individuals.

Please feel free to contact Douglas for a complimentary consultation.

We are not receiving any compensation for this recommendation; we simply want to offer this resource to you.

Doug Campos, EA

Business and Personal Tax Advisor

Business Tax Solutions Inc.

Cell: 818-455-7606

Fax: 818-488-1282

Email: dougcampos@businesstaxsolutions.org

Subject: Please confirm appointment - 1/25 at 3:30pm in North Oakland

Welcome New client!

I'm looking forward to meeting you on: Tuesday, December 12th at 2pm for a 90 minute Session at my North Oakland location. (location information listed below)

In order to prepare for your appointment, there are just a few steps  to complete.

1) Confirm your Appointment time and Pre-Authorize payment (please complete this step within 24 hours to avoid losing your time slot as appts are on a first come first served basis)

To Confirm and Pre-Authorize Payment for this appointment, please click the calendar link below, input your contact information, select your appointment time, and place a credit card on file. Click the button that says: Reserve without paying for the appointment.  Please leave the box checked to Save this card for easier use in the future so that we can bill you after the session and for any future appointments.

Note: You will NOT be billed until after the appointment, and this will secure and hold your appointment time. (No-Shows or Cancellations with less than 72 hours notice will be billed at full price unless otherwise agreed upon.)

Click this calendar link below to Confirm Your Appointment:

  https://app.acuityscheduling.com/schedule.php?owner=14222611&appointmentType=4984278

2) Review the attached Consent & Offices Policies Form.

Please review, print out a copy and bring with you to your first appointment or come prepared to sign in the office. The consent form can be shared & signed together (for couples/partners) to minimize paper usage.

3) Review the standard HIPAA Privacy Act information and save for your records

Location Information:

Our North Oakland office is located at: 6333 Telegraph Ave, Suite 201, Oakland CA 94609

The offices are located at the corner of Telegraph and North, 1 block down from Alcatraz Ave. It is just 3 minutes away from the Telegraph Ave exit off the CA-24W freeway, and a 4 minute car ride or 15 minute walk from the Ashby Bart Station.There is usually plenty of unmetered parking on North Street and the immediate surrounding residential streets. Please observe street sweeping signs to avoid ticketing on the second Tuesday of each month.

You may enter the building through the front entrance on Telegraph or back entrance from the parking lot. Our building and offices are ADA accessible and there is an elevator that is accessible through the back entrance. (please do not park in the lot as the spots are reserved for tenants of the building)

I am located on the 2nd floor in Suite 201. Please use the stairs or elevator to access the office suite, which is in the middle of the building. Please enter the waiting room, have a seat, and help yourself to filtered water.  You may press the light button next to my name and I will be out to meet you at our scheduled appointment time. There is a restroom key hanging near the door and restrooms are in the outside hallway near each stairwell.

Thank you for your support around not wearing perfume, cologne or other synthetic scented products such as lotion. Many clients and clinicians are sensitive to chemicals and scents. Even perfume, cologne and smoke residue on clothes can cause a severe asthma and hives attack for those with sensitivities, so we really appreciate your caution and support with this request. Authentic essential oils do not typically pose any issues however please let me know if you have any needs around this as I occasionally like to run a humidifier with added essential oils in it.

Also would you please send me a reply to let me know you got this email?  Thank you! Feel free to ask any questions and keep this page for your records.  I look forward to meeting you soon!

Warmly,

Victoria King, LMFT

(Be sure to add attachments of your Consent and HiPAA forms as applicable)

You make a difference

We appreciate you.

-SFISTC ADMIN TEAM