Clinic Policies

Payment is due at the time of service. Payment methods include e-transfer, cash, or charging the card on file. I can directly bill select insurance plans, as outlined below.

Insurance Direct Billing Policy

Direct Billing Options
We commonly direct bill insurance plans, including Blue Cross and St. Thomas University
insurance. Additionally, we may be able to directly bill your insurance provider using Telus
eClaims. Please note that direct billing through Telus eClaims is not guaranteed.

To learn more about Telus eClaims, please click the image below, or consult with our administrative team.

Coverage and Eligibility
If your insurance claim is submitted and returned as "not an eligible benefit", or if you have exceeded your yearly coverage balance, the session cost will become your responsibility. In such cases, the card on file will be charged, or you will be invoiced for the session. Please note that it is solely the client’s responsibility to track their insurance coverage and benefits. The clinic is unable to monitor individual insurance plans, spending limits, or eligibility. We strongly recommend reviewing your policy regularly to avoid any unexpected charges.

For Insurance Providers Not Eligible for Direct Billing
If your insurance provider does not allow direct billing (e.g., Sunlife, Johnson, etc.), payment for
the session is required upfront. Following payment, you will be provided with an itemized
receipt that you can submit to your insurance provider for reimbursement.

Verifying Insurance Coverage
It is your responsibility to confirm with your insurance provider whether they cover services
provided by "clinical counsellors, psychotherapists, or licensed counselling therapists." We
recommend verifying this information before your session to ensure your services are eligible
under your plan.

We are here to support you with any questions or assistance you may need regarding insurance
billing. Please feel free to contact our team for further clarification.

Cancellation Policy

At The Big Friendly Therapist, we prioritize providing fair and respectful services while maintaining clear expectations for all clients. This policy has been designed to ensure that our time and yours are respected.

Cancellation Notice:
If you need to cancel an upcoming session, you must give us at least 24 hours' notice. You may notify us via phone or email. Contact Steven Butler, The Big Friendly Therapist, at (506) 497-6090 or stevenbutler@thebft.ca as soon as possible. Please note that, if possible, cancelling via email is preferred.

Late Cancellations and No-Shows:

If you provide less than 24 hours' notice for a cancellation, a half-session rate will be
charged.
If you fail to attend your scheduled appointment without notice, the full session rate will
be charged.

Punctuality and Adjustments:

If you anticipate being late for an appointment, please notify us promptly. We will extend
the same courtesy.
If you are unable to attend in person, we offer the option to switch to a phone or virtual session at a moment's notice, accommodating any reason you may have.

Time Commitment:

When you book an appointment, we reserve that time exclusively for you. Late cancellations or
no-shows prevent us from offering the time slot to another client who could benefit from it. We
appreciate your understanding in helping us manage our schedule effectively.

Outstanding Balances:

All outstanding balances, including fees for attended sessions, late cancellations, or no-shows,
must be cleared before booking a new appointment.

Appointment Reminders:

Our Electronic Health Record system will send reminders 48 and 24 hours before your scheduledsession. However, it remains your responsibility to keep track of your appointments.

We are grateful for your cooperation and understanding. Please let us know if you have any
questions or require further clarification about this policy.

Completing Initial Paperwork

Before your initial appointment with Steven Butler, The Big Friendly Therapist you will be required to complete 3 forms. Completion of these forms a minimum of 48 hours before our session ensures that I can prepare accordingly for our time together and that you get the most out of the session.

Failure to complete these forms at least 48 hours in advance will result in the cancellation of your session and the forfeiture of your slot. I will reach out and provide reminders before the session is cancelled. No fees will be charged if this is the case.

You will be provided with the following paperwork...

Intake form: This form goes through necessary information like your contact information, emergency contact, address, medical history, and a place to outline your goals for therapy. It is important to provide this information for proper record-keeping purposes. The Intake form also allows me to prepare accordingly for our time together so that you get the most out of the session.
Consent to Treatment form: This form is to define and seal the terms of the therapeutic relationship before you start any treatment. It gives you a primer to understand the potential risks and benefits of therapy, confidentiality and its limits, and important reminders (i.e., crisis contact, other supports, etc.). This form helps you assess and give consent to receive services in an informed way. Any questions on this form will be answered during your initial session.
Credit Card Authorization Form: A valid credit or Visa debit card is to be kept on file for any late cancellations, or no-show charges. The preferred payment method is via e-transfer but a credit, or Visa debit card is to be kept on file within my secure online booking software for any outstanding charges.

Should completing the forms before your initial appointment be a barrier in accessing services (i.e., no internet, hard time completing paperwork, disabilities, etc.), please reach out to stevenbutler@thebft.ca and accommodations can be made.

Deposit Policy (In Lieu of Credit Card)

At The Big Friendly Therapist, we aim to provide flexible options for managing appointments while ensuring fairness and accountability. This policy outlines the use of a deposit system for clients who do not have or prefer not to keep a credit or Visa debit card on file. Our approach reflects our commitment to inclusivity and accessibility.

Deposit Requirement:
If you do not have an active or valid credit or Visa debit card, or if you prefer not to have a card on file, you will be asked to provide a deposit of $225. This deposit will be credited to your account, and you will receive an invoice for your records.

The deposit serves as a safeguard to cover the applicable rate for:

One late cancellation
One no-show

Deposit Usage and Refunds
The deposit cannot be applied toward attended session fees. It is reserved exclusively for potential missed appointment charges.

Upon termination of therapy services, any unused portion of the deposit will be refunded via e-transfer.

If a credit card is later used to pay for late cancellations or no-shows, your account balance will reflect those charges accordingly.

Accommodations for Accessibility
We understand that a deposit requirement may present a barrier to some clients' access to counselling services. If this policy creates challenges, please contact us at
stevenbutler@thebft.ca. Accommodations can be arranged on a case-by-case basis to ensure
accessibility for all clients.

Your understanding and cooperation with this policy help us maintain a respectful and equitable
scheduling process. Please reach out with any questions or for further clarification

Safe Space

Every single one of us is entitled to work, heal, or relax in a safe space. A space free of discrimination or fear; a space, free of bullying and harassment of any kind. I vow to make my practice a safe space for everyone - regardless of race, socio-economic status, ability, sexual orientation, gender identity or expression.

Land Acknowledgement

The City of Saint John/Menaquesk is situated in the traditional territory of the Wolastoqiyik, Mi’kmaq and Peskotomuhkati. I respectfully share that I live and practice as a guest on the unsurrendered and unceded Traditional lands of Wolastoqiyik. I am committed to Piluwitahasuwawsuwakon (a Wolastoqey phrase that advocates for actions toward Truth and Reconciliation) as I engage and work with Indigenous peoples.