FAQ’s

• Individual Initial sessions take approximately 70-85 minutes*.
• Family Initial sessions may take longer, 85-100 minutes, and are broken down where the RDN spends some time with just the child/teen, some time with only parents/caregivers, and then time with everyone together.
  • Follow-up sessions are shorter (55 mins).

  *Note that Aetna and some Cigna plans (ID begins with U) only allow 55 minutes which does not allow for us to complete the full intake and assessment, you have the option to self pay for the additional 25 minutes which is $90 or we will schedule a second session ASAP to complete the intake and assessment.

You will most likely not need to bring anything to your appointment as you can enter information and upload documents into Kalix, our EHR, when you fill out the online documents. However, if you have difficulty accessing this or uploading documents, you are welcome to bring any of the following:

• Medical records (labs, doctor’s notes, etc.)
• List of current medications/supplements
• Food log or photos of meals (if you’ve tracked beforehand).
• Questions or topics you’d like to focus on.

At Bay Area Nutrition, we believe all foods are possible and all bodies deserve respect.

Our approach endorses:

• Nourishment-First

We focus on what to add to your life—not restrict. Together, we’ll explore how food can energize you, support your health, and bring joy—without guilt or rigid rules. We are open to exploring supplements if this best supports your health and well-being.

• Inclusive & Individualized

Your culture, preferences, and life circumstances matter. We honor:

• All body sizes (weight-neutral care available)
• Dietary needs & preferences (medical, cultural, or ethical)
• Your pace (small steps create lasting change)
• Science + Self-Knowledge

We combine evidence-based nutrition with your expertise about your body. No one-size-fits-all plans—just collaborative problem-solving.

• Food Peace

Whether you’re healing your relationship with food or managing a health condition, we meet you where you are—with compassion and support, not judgment.

“Our goal isn’t ‘perfect’ eating—it’s nourishment that feels sustainable, supportive, and meaningful to YOU.“

It is the client’s responsibility to call their insurance company PRIOR to your visit to confirm coverage. Bay Area Nutrition is not able to do this for you. Yes, we sound like a broken record – we just don’t want our clients to have ANY surprise bills.

• Bay Area Nutrition has contracts with the following PPO plans: Aetna, Cigna, Healthnet, United Healthcare, and UMR.
• BAN is also contracted with various HMO insurance companies through Santa Clara County IPA (SCIPPA) and Affinity Medical Group (AFMG).
  • All HMO plans require preauthorization.
• Please read the Insurance Information document on our website for more detailed insurance information.
• It is the client’s responsibility to ensure all the necessary steps are taken with their respective insurance carriers.

Do I have nutritional counseling coverage on my insurance plan?

• Please read the Insurance Information document on our website for more detailed insurance information.

Will your office check my insurance benefits for me?

• No, we do not have the resources to verify insurance benefits on behalf of clients. You are responsible for contacting your insurance provider to confirm coverage for our services before your appointment.

How many visits do I have per calendar year?

• Your carrier will let you know how many visits they are willing to cover. Depending on your insurance plan and diagnosis the number of visits may vary from 0 to unlimited.

Do I have a cost-share for my nutrition visit?

• A cost-share is the amount you will need to pay as required by your particular insurance plan towards your services. A cost-share can be in the form of a deductible, co-pay or co-insurance.
• We will submit claims to your insurance policy’s plan under your preventative benefits if your plan allows. With that being said, if you have preventative benefits there is often NO cost share for you associated with the visit. Once again, this is something YOU want to ask your insurance company prior to your visit.
• In the event you have a cost-share we will initially bill your insurance company directly. Once we receive the EOB describing your responsibility as the patient, we will bill the credit card on file for the amount noted under ‘patient responsibility.’
• For most insurance companies, dietitians are considered a specialist. Therefore, your specialist co-pay is applicable and is payable at the time of service. This information is often apparent on the front of your actual insurance card. However, if your insurance company allows us to bill under your preventative benefits, co-pays and deductibles are often not applicable.
• We generally wait for the claim to be processed to determine whether or not you have a co-pay or deductible. Once this information is available, we charge the credit card you have on file with us for the amount due.

Yes, both in person and virtual appointments are options.

Yes, Bay Area Nutrition requires a major credit card to be uploaded to our secure electronic health record, Kalix, to schedule your appointment. This card will only be charged if your insurance company declines coverage, you owe a copay or deductible, or if you have canceled with less than 48 hours notice or not attended an appointment. You will receive a receipt via Kalix. We accept HSA and debit cards as well, but require a major credit to be kept securely on file as well. We ask that you let the intake coordinator know the order you’d like the cards saved on file. Our billing department will process exactly as specified by the client.

What is your cancellation policy?
We require 48 hours’ notice to cancel or reschedule an appointment without a fee. If you cancel with less than 48 hours’ notice or miss your appointment, you will be charged a late cancellation or no-show fee.
How do I avoid a cancellation fee?
You must cancel or reschedule at least 48 hours before your appointment. For example:

• If your appointment is Friday at 10 AM, you must cancel by Wednesday at 10 AM.
• If your appointment is Friday at 3 PM, you must cancel by Wednesday at 3 PM.
• Cancellations can be made by phone or through the Kalix patient portal.

What happens if I cancel late or no-show?

• First Appointment:
  • Late cancellation (within 48 hours): $100 fee
  • No-show or arriving 15+ minutes late: $180 fee
• Subsequent Appointments:
  • Full session fee ($180–$240, depending on your dietitian’s rate).

Insurance does not cover missed appointments.
What if I’m sick or have an emergency?
If you’re ill, we can switch your appointment to telehealth to avoid a late cancellation fee. Contact us as soon as possible to adjust your appointment.
Why do you charge for missed appointments?
Late cancellations and no-shows prevent us from offering that time to other clients. This policy ensures fairness and helps us maintain availability for all clients.
How can I pay a cancellation fee?
Fees will be charged to the card on file.

Kalix is the EHR (Electronic Health Record) program used by Bay Area Nutrition. Kalix is HIPAA and HITECH complaint, which means customers can rest easy knowing they have the highest standards of security in place to protect Protected Health Information (PHI) and Financial Information.

When setting up an initial appointment, the intake coordinator will have Kalix send you an Opt-In email to the email address you provide. If you do not find the Opt-In invitation, please check your spam folder. If you do not find the Opt-In invitation, please call/email our office right away so we can correct this.

Once you Opt-in to Kalix, you will receive the appointment details and links to all necessary documents needed to be completed before your first appointment.

All future appointments and communication will be made through the Kalix EHR system in order to be HIPAA compliant. You will receive appointment reminders and all communication through this system. It is important for you opt in to the system right away to ensure a smooth start to your appointment.

*Note that most communications, receipts, Superbills etc. have a 14-day access limit from the day it is sent. If you do not access it within that timeframe, you will need to contact our office to ask for another copy.