All coaching sessions are typically held online, through Google Meet. Phone sessions are also available if preferred to online sessions.

In-person sessions are available for those in the Charlottesville area and for all interactive coaching experiences.

If you are enrolled in Engage! Communications Training, all sessions will be in-person unless discussed otherwise.

Meetings are held weekly at the same day and time to ensure consistency and momentum.

While I’ll do my best to accommodate occasional scheduling changes, please note that adjustments may not always be possible—and your weekly session fee still applies while you’re enrolled in the coaching program.

If needed, we can also schedule additional phone calls for support, accountability, or guidance outside of our regular sessions. These will be billed separately at a pro-rated rate.

You are asked for a weekly commitment of a minimum of 12 sessions (3 months). Each session includes 50 minutes of 1 on 1 coaching, and 10-minutes of meeting preparation or progress updates/check-ins. After 3 months, we can review your progress and determine how to best move forward.

The first session will serve as the Discovery Session and includes a comprehensive review of any assessments, your completed intake form, and—if applicable—coordination with current or past providers to better understand your needs.

Each coaching and Engage! session is $200/hr, and additional support outside of weekly coaching is billed at $200/hour.

During our work together, we’ll primarily communicate through email, phone, in-person, or Google Meet.

For general updates, scheduling, or follow-ups, email is the most reliable method and typically receives the quickest response.

If something is time-sensitive or requires immediate attention, please reach out via email first. I’ll do my best to respond promptly and keep our communication clear and consistent.

We respect your privacy and promise to handle your personal information responsibly. We will not share your information without your explicit permission, except as required by law.

If you are over the age 18 but your parent or guardian pays for services, we will establish clear boundaries and expectations around what information they will be provided.

If you are under the age of 18, we will have a family meeting or call with your parents to determine a collaborative and agreed upon process.

We use a secure autopay invoicing system for all clients to keep the billing process smooth and consistent. Higher Minds LLC will process your weekly session fee using the payment method you have on file (credit card or ACH).

Each client is asked to designate one responsible party for billing purposes. While we’re unable to accommodate split invoicing, we’re happy to send invoice copies to additional parties upon request.

Billing occurs every Monday at 5 PM. Invoices are emailed automatically, and payment is processed at that time. A paid invoice will serve as your receipt for the session.

If a payment doesn’t go through, you’ll be able to update your payment method directly or reach out to Wilson for assistance.

Payments are considered delinquent if not paid within 3 days of the billing date. 1.5% interest will be added on late invoices.

If you need to cancel a session, please notify me at least 48 hours in advance using any of our usual communication channels.

Cancellations made with less than 48 hours’ notice will be charged in full.

Your coaching agreement may be ended by either party with 30 days’ written notice. Please note that all coaching packages are non-refundable once payment has been made.

To ensure the coaching process is as effective as possible, I ask that parents make every effort to be available for family team meetings or consultation sessions, whether scheduled in advance or requested as needed.

Rates may be reviewed and adjusted on an annual basis, with any changes shared in advance to ensure transparency and planning.

We are self-pay, and we do not accept insurance. We are not able to provide a traditional superbill, however we can provide a billing summary with charges, services, dates, and payments. We do not work with insurance companies, and we are not able to provide codes regarding diagnosis or services.

Some of our clients have used their Flexible Spending Account/Health Savings Account (FSA/HSA) benefits and or/ FSA debit card to help pay for coaching services.

FSA/HSA providers have varying requirements or approval processes. We encourage clients to contact their FSA/HSA provider to see if our services qualify as an approved use of those funds.

If they qualify, the client can ask that Higher Minds Coaching be added to the FSA/HSA provider’s approved vendor list.

Some of our families have successfully used 529 Plan college funds to pay for coaching services.

Please contact your 529 Plan provider to see if that can be an option for you.