Patient Policies

Appointments may be in person or by telehealth, as clinically appropriate. Please arrive on time. For telehealth visits, make sure you have a private, secure space and a reliable connection.

If you arrive late, your appointment may be shortened or rescheduled, depending on the provider’s availability. Please attend scheduled appointments and schedule follow-ups as your provider recommends.

Please give at least 48 hours’ notice to cancel or reschedule, so we can offer that time to another patient. Appointments canceled with less than 48 hours’ notice, or missed without notice, will incur a $75 fee.

Repeated late cancellations, missed appointments, or skipped follow-ups can interfere with your treatment. Three or more no-show appointments may result in ending services, after appropriate review of clinical and legal obligations.

Healthy Minds Psychiatry is an outpatient practice. We do not provide 24/7 emergency or crisis services, and our messages, calls, and texts are not monitored around the clock.

• Life-threatening emergency: call 911 or go to the nearest emergency department.
• Suicidal thoughts, emotional crisis, or urgent mental health support: call or text 988 (Suicide & Crisis Lifeline).
• Urgent but not an emergency: contact the clinic during business hours. We will respond as soon as reasonably possible.

If your symptoms are getting worse, please seek care rather than waiting for your next appointment or a reply from us. More resources: Crisis & Urgent Help.

Payment is due at or before each appointment. We accept cash, checks, and credit cards.

A valid credit or debit card must be on file before your first appointment and kept on file while you receive care, unless the practice approves an exception. Card information is stored securely in our HIPAA- and PCI-compliant electronic health record system (PracticeQ). Your card is charged only when patient-responsible charges are due, such as copays, coinsurance, deductibles, self-pay services, services your insurance does not cover, and late cancellation or no-show fees. You will be notified of applicable charges and outstanding balances. Please keep your payment information current, and call the office if you have questions about a charge.

Insurance participation and coverage vary by plan, service, and date. Please verify your benefits, network status, referral and prior authorization requirements, deductibles, copays, and coinsurance with your insurer. Insurance verification does not guarantee payment, and denied or unpaid claims that are your responsibility will be billed to you. See Insurance & Payment for the plans we accept.

Balances unpaid after 30 days are past due. Balances unpaid after 60 days may be referred to collections or pursued legally, as permitted by law. Payment arrangements may be available, so please call us if you need to discuss one. Returned-check fees and reasonable attorney fees may apply as permitted by law.

Services outside scheduled appointments may have additional fees. These include professional consultations, disability forms, medical leave letters, petitions, and conservatorship documentation. We will tell you about any charges in advance when possible.

Requests involving medical records, legal proceedings, subpoenas, depositions, court appearances, testimony, or legal documentation may also involve fees when permitted by law, disclosed in advance when required.

Whenever possible, request refills during your appointment or through the clinic’s designated refill process. Please allow 3–5 business days for routine refill requests, and don’t wait until you run out.

Controlled medications may require additional monitoring, appointments, prescription-monitoring review, or other clinical requirements. Early refills, lost or stolen medications, and requests outside your treatment plan may not be approved. Refills are not guaranteed; they depend on clinical appropriateness, following your treatment plan, and prescribing requirements.

We use Spruce Health, a HIPAA-oriented communication platform, for patient calls, text messages, appointment reminders, and care-related communication. You can choose to receive calls and texts through Spruce.

Please keep your contact information current. Text messages and voicemail carry some privacy risk, so avoid sending sensitive information through unsecured channels. Response times may vary, especially outside business hours.

Messages are not a substitute for appointments, emergency services, or clinical evaluation. For emergencies, see the section above.

To protect your privacy, the clinic and provider do not accept friend or follow requests from patients on personal social media accounts. Social media messages and comments are not the place for medical questions, appointment requests, refills, or emergencies. Please use the clinic’s communication channels instead. We will never confirm that someone is a patient through public social media.

We work to keep a respectful, therapeutic relationship with every patient. Services may be discontinued when clinically or operationally appropriate, for example after repeated no-shows or late cancellations, nonpayment, inappropriate or threatening behavior, or not following essential treatment requirements.

When services end, we provide notice and transition information when required by law and professional obligations. Patients remain responsible for arranging ongoing care and medication management with another provider. Emergency or urgent needs should go to emergency or crisis services.

How we use and protect your health information, and your rights, are described in our Notice of Privacy Practices.