Policies

Office Hours and emergencies:

Our office hour is from Monday to Friday, between 7 AM – 7 PM. Please note that our office remains closed on all major holidays. We do not offer emergency services, crisis support, or coverage during weekends and after hours. In the event of a life-threatening emergency, we strongly advise you to visit the nearest emergency room or dial 911.

Insurance:

Patient medical expenses are their responsibility, regardless of insurance coverage. While we verify benefits as a courtesy, the copay/coinsurance info provided is not a guarantee of payment. Patients must know their insurance policy and are responsible for payment if insurance fails to cover services. Please notify us of any insurance changes. Insurance plans pay Clear Mind Psychiatry directly. After your claim is processed and it is determined that the provider is out of network, the client is solely responsible for the entire visit payment. We also reserve the right to disclose medical information to your insurance for payment.

Medication refill policy:

At Clear Mind Psychiatry, we prioritize scheduling appointments for prescription refills. We do not provide refills without a virtual or in-person appointment with our providers. You must ensure you schedule a follow-up before your prescription runs out.

All medication refills and changes are addressed during or after your appointment with a provider. Missing appointments can disrupt your care and increase the risk of a relapse.

For patients on controlled substances, we reserve the right to withhold or delay prescription refills until the completion of a drug screening (UDS) as ordered by your provider. This ensures the responsible management of your medication.

Cancellations and missed appointments:

To ensure smooth scheduling, please provide a 24-hour business notice if you need to cancel or reschedule an appointment. If a missed or uncancelled appointment occurs without 24-hour business notice, a fee of $99 will be charged. Please note that missed appointment fees cannot be submitted to insurance, and you are solely responsible for this charge. After three missed appointments, services may be withheld until all outstanding fees are paid in full.

Medication Prior Authorization:

In order to assist you in making informed decisions about your prescribed medications and to prevent unexpected charges on your pharmacy benefits or policy, we highly recommend obtaining a copy of your formulary list before your visit. This will allow you to confirm whether your insurance company covers the prescribed medications and provide an opportunity to discuss alternative options. Taking this proactive step can help you navigate your medication coverage smoothly.

Scope of Services:

Our practice specializes in specific areas of psychiatry and does not offer forensic or occupational psychiatry services. We are not involved in worker’s compensation cases, divorce or child custody matters, assessments for fitness to work, disability evaluations, or legal proceedings such as providing testimony or reports for civil matters.

Additionally, we do not provide treatment for unstable, actively psychotic patients with schizophrenia or acute psychotic disorders. These patients typically require case managers and a higher level of care. Please note that we do not offer social services or case management as part of our services.

Paperwork:

To facilitate the processing of FMLA paperwork, your provider will charge $100-$200 for completion, based on complexity. Kindly submit your paperwork to the receptionist before your appointment. Any letters or forms requested from the patient will incur a preparation fee starting at $50. Completion of these documents is subject to the provider’s discretion. Please note that prepayment is mandatory for all paperwork and may take up to 14 business days to process.

Returned checks:

A fee of $50 will be incurred in the event of a returned check.

Medical records:

To obtain a copy of your medical record, we must provide our office with a signed authorization from the patient.

Labs:

In certain situations, we may require the ordering of laboratory tests. Kindly be aware that the cost of these labs is not included in your visit charges. You are responsible for inquiring about the cost of the labs directly from the lab facility. You have the freedom to select any lab of your preference.

Confidentiality:

At Clear Mind Psychiatry, we prioritize confidentiality within the boundaries permitted by Texas law. However, there are exceptions to this principle. Some common exceptions include:

• Reporting any evidence of child abuse, whether it occurred in the past or is ongoing.
• Reporting intentions of harm, danger, or criminal activities towards oneself or others to the appropriate authorities.

If you have any inquiries or concerns about these exceptions, please discuss them with your provider. They can also provide detailed information regarding your rights in such reporting situations.

You authorize your provider to take necessary action if, in their clinical judgment, they believe you pose a risk of harm to yourself or others. This may involve contacting your designated emergency contact or seeking assistance from another individual to help navigate through a crisis.

Right, to withdraw:

In a conflict between the client and the physician/provider, either party has the right to withdraw from the ongoing treatment. If the provider determines the need to withdraw from treatment, they will inform the client accordingly. Efforts will be made to provide appropriate referrals and ensure 30-day emergency care, if necessary.

HIPAA Notice of Privacy Practices

This Privacy Practices notice explains how your medical information may be used and disclosed and how you can access that information. Please review it carefully.

This notice describes how we may use and disclose your protected health information (PHI) for treatment, payment, and healthcare operations (TPO) and other purposes allowed or required by law. It also outlines your rights to access and control your protected health information. Protected health information includes demographic details that may identify you and are related to your past, present, or future physical or mental health, condition, and related services.