Requesting your first appointment to begin receiving services from Quarternote: If you are interested in receiving services from Quarternote Counseling and would like to inquire about scheduling your first appointment, please click here to be taken to our New Client Appointment Request Contact Form. This form is used to gather information aboutthe client, insurance/self-pay information and the presenting issue(s). The form is encrypted, and transmission of all information provided on the form is protected and secure. Information provided on this form will be used by the Clinical Director to determine which of our therapists may be best suited for you based on their training and experience. Upon receipt of this form, you will automatically be placed on Quarternote Counseling's wait list. Currently, the average wait time is 4-6 weeks however wait times vary depending on the availability of those therapists who possess the training and experience relevant to your presenting issue(s). We encourage you to submit the form to be placed on our wait list and continue to seek services from other providers during the wait time. If you submit a form and are able to locate services elsewhere, please contact us to let us know that we may remove you from our wait list.
If you have already scheduled your first appointment with Quarternote, or if you're an existing client, please see below for some useful information and resources.
Registration Paperwork (to be completed after your first appointment has been scheduled) A portion of the registration paperwork is available below. The remaining forms are required to be completed in the office with your therapist and therefore not available for completion ahead of time. If desired, you may complete the forms provided below by downloading the forms via the link provided. PLEASE NOTE - while all forms are able to be completed electronically, we ask that you provide a wet signature (manual, handwritten signature) on each form. Additionally, we ask that you print all forms one-sided NOT front and back.
If the client is a minor, a parent or legal guardian is responsible for signing all paperwork. Please ensure that the parent/legal guardian provides their name, relationship to the minor client and signature in the appropriate areas on each form. PLEASE NOTE: any parent/guardian signing paperwork for a minor client must hold legal guardianship of the client and be permitted to sign the forms. The parent/legal guardian responsible for signing the paperwork must attend the minor client's first session in person.
All adult-aged clients (18 years of age or older) must be the person signing the forms, unless there are legal-related extenuating circumstances. If you have any questions, please call our front desk at 703-479-2947.
If you choose to complete these forms ahead of time, please bring them with you to your first appointment at our office (we suggest transporting them in an envelope to ensure your information remains private and protected). We realize this is a significant amount of paperwork, but by completing the forms provided ahead of time, you will get the most value from your session. If you are unsure of any information being requested on these forms, please leave it blank and ask the receptionist for guidance at the time of registration. If you prefer to complete the entirety of the paperwork in the office on the day of your first appointment, you are more than welcome to do so. Please plan to arrive 20-30 minutes early to allow time for the completion of the paperwork. A late arrival could result in the session being rescheduled due to time constraints.
Appointments/Scheduling/Cancellations Quarternote's therapists set and maintain their own schedules and are the point of contact for all clients concerning scheduling matters. If you are an existing client, please contact your therapist directly to discuss scheduling matters INCLUDING cancellations.
The fee for a short-notice cancellations and no-shows is $75.00. This fee is not billable to insurance and is the full responsibility of the client (with the exception of those clients who carry Medicaid). A "short-notice" cancellation is defined as an appointment that is cancelled after 7pm the day prior to the scheduled appointment. A no-show is defined as an appointment that was not attended by the client and no notice of cancellation was provided. Quarternote's policy concerning late arrival to a scheduled appointment is as follows: Clients who are scheduled for a 1-hour session and arrive 15 or more minutes past the scheduled start time of the session will not be seen. Clients who are scheduled for a 45-minute session and arrive 7 or more minutes past the scheduled start time will not be seen. In these instances, the appointment will be considered a missed appointment, and the applicable missed appointment fee will be applied.
Patient Portal Quarternote's Electronic Healthcare Record (EHR) vendor, Therapy Notes, provides a secure "Patient Portal" for clients' use to complete paperwork, review notices from the practice and make payments on their accounts. Each client is responsible for the creation and maintenance of their portal account, though Quarternote staff is able to provide a password rest link if necessary. The portal should be accessible only by the client or a minor client's parent/legal guardian. You may access the portal by clicking here.