Info for Current Gaia Center clients

First off, remember to fully complete your paperwork at least 24 hours prior to your initial session.

If you haven’t completed it 2 days prior to your appointment, your therapist will reach out to you with a reminder; if it’s not completed 24 hours prior, your session may need to be rescheduled for a later date. If you’re not sure whether you’ve completed it, login to the client portal to see (and select "existing client" even if you haven't had your first appointment yet.)

For virtual sessions, you will be emailed a unique session link from our portal prior to each appointment (unless your therapist communicates with you about using a different link/platform).

For in-person appointments, our address is 95 White Bridge Rd, Suite 405, inside the Cavalier Building (a white/black 5-story building, set slightly off White Bridge behind a grassy patch that hosts rotating farmers markets, pumpkins, flowers, etc).

Parking is available in front of and behind the building.

ARRIVAL INSTRUCTIONS:
When you head up to the 4th floor into suite 405, text your therapist directly (see “Therapist Contact Info” below) to let them know you’re in the waiting room. Also text or call them directly to let them know if you are running more than a few minutes late.

**If you arrive to our building after 5:50pm, text your therapist when you park and they will meet you at the front door to let you in, as it will be locked.

*Note that arrival instructions may slightly differ for groups; if you are attending a group, the therapist will send you specifics on that!

Any appointment (1on1, group, etc.) not canceled or rescheduled at least 48 hours prior to the appointment start time is considered a Late Cancel and charged the full session fee; if the appointment is on a Monday or Tuesday, it must be canceled on the prior Friday by 12 pm to avoid being a Late Cancel.

Exceptions can be made for unforeseeable true emergencies (serious illness, car accident, etc.).

Please reach out to your therapist directly (contact info elsewhere on this page) for cancellation or rescheduling, and also be aware that if pivoting to a telehealth session is a viable option, your therapist will offer this to help avoid a Late Canceled session. 

For clients who are frequently cancelling or rescheduling (whether late or not), your therapist may need to bring this up to brainstorm options. While we understand this will need to happen from time to time, frequent canceling/rescheduling is disruptive for our team's schedules and their livelihood. 

Please reach out directly to your therapist or coach to reschedule or cancel your appointment. (Refer to team contact info below and cancellation policy info above.)

Note from Valerie: As Clinical Director, I am available to connect with any Gaia Center client regarding their care and experience with us. Just reach out via my contact info below.

Note that our email addresses end with .co and not .com 🤗

Alissa Bell: alissa@gaiacenter.co‍ ‍615.413.2608

Cassie Meredith: cassie@gaiacenter.co‍ ‍615.413.7551

Clara Ndiraya: clara@gaiacenter.co 615.270.1268

Deja’nelle Adams: dejanelle@gaiacenter.co 615.270-2047

Em Mortenson: em@gaiacenter.co 615.270.2681

Emerson Ryder: emerson@gaiacenter.co 615.270.3683

Erin Raimondi:erin@gaiacenter.co 615-270-2052

Jenna Dalfino: jenna@gaiacenter.co 615-270-2354

Jenny Conatser: jenny@gaiacenter.co 615-270-2078

Kaela Buggy: kaela@gaiacenter.co 615-270-1064

Kaitlyn King: kaitlyn@gaiacenter.co 615.270.2007

Mary Fuchs:mary@gaiacenter.co 615-270-3061

Maxine Whitney: maxine@gaiacenter.co 615.270.2032

Rebecca Harris: rebeccaharris@gaiacenter.co‍ 615.270.2019 ‍

Sam DiMartino: sam@gaiacenter.co 615.270.1780

SanTasha Wright-Comer: santasha@gaiacenter.co 615.274.9012

Valerie Martin: valerie@gaiacenter.co 615.617.4947

Since our therapists can choose different options for telehealth platforms, please see your email reminder or the client portal for your session link.

For some therapists, it will be the same link for every session; others will have a unique link for each session. Your therapist will let you know which.

If you don’t see the link, please contact your therapist prior to your session.

One of the things we do a little differently at The Gaia Center is our approach to client feedback. We know the feeling of getting a lengthy survey from your doctor and feeling like, “What’s the point even filling this out? My doctor isn’t going to actually read it, and nothing will change based on what I say anyway.”

As a small, client-centered practice, we DO read every feedback form, and we encourage a “culture of feedback” where our clients know that we love honesty and candor even more than we love being told that we’re awesome. 😉 While we appreciate positive feedback when it’s genuine, it is also SO helpful to know when we may have missed the mark on something, or when there was something else you were hoping for in session— because it gives us an opportunity to course-correct and improve your overall therapy experience.

It’s not required that you fill out the Session Feedback forms, but we so appreciate it when our clients do! You may not even feel like leaving any additional comments, but just answer the yes/no questions. Or you may leave a comment after some or all sessions, and we love to read them.

We live in an era of ghosting— and wouldn’t you rather someone tell you what felt “off” for them and give you an opportunity to respond rather than just be ghosted? Us too! And we also understand that, sometimes, a therapist may just not be the best fit for you, and that’s okay, too. (Just like any relationship, right?)

Please call or text your therapist (see Therapist Contact Info above) to let them know (as soon as you safely can) what your ETA is.

Regardless of your arrival time, your therapist will need to end session at the scheduled end time (most sessions are 50 minutes long unless otherwise discussed).

Additionally, if you are going to be more than 15 minutes past your appointment start time, your session will be considered a late-cancel and will need to be rescheduled. (Sometimes therapists will make exceptions to this if you’re not much past the 15-minute mark, but will still need to end at scheduled end time.)

If you are coming in person but running late, you could consider asking your therapist to switch to a virtual session as long as you have somewhere safe (not while driving) to do your session.

You can let your therapist know via text, email, or during your session that you want to use a different payment method, and clarify whether it’s just this once or if you’d like to switch your default payment method.

Alternatively, you can email our Administrative Assistant at hello@gaiacenter.co and request she send you a link to add a payment new card to the portal.

All new clients are signed up for our monthly-ish newsletter (you can unsubscribe anytime or sign up here if you’re an existing client and don’t think you are receiving it).

You can also follow us on Instagram @thegaiacenter— just remember that our posts (and any of our online content) are intended to be educational, not therapeutic advice or a substitute for therapy.

You can check our FAQ in case it's covered there— otherwise, just reach out to us at hello@gaiacenter.co (or use your Contact page) unless you'd like to reach out to your therapist directly (contact info above).