Policy/Procedures

HIPAA Privacy Policy

Mind Matters Psychiatry is committed to protecting your privacy and complying with the Health Insurance Portability and Accountability Act (HIPAA).

• A copy of our full HIPAA Privacy Policy is available upon request or can be accessed through our patient portal.

• We do not release protected health information without written consent, except as permitted or required by law.

• Patients have the right to access their medical records and request copies through the patient portal or by contacting our office.

Cancellation / No Show Policy

Patients are required to reschedule or cancel appointments at least two (2) business days in advance.

• Appointments cancelled or rescheduled with less than two business days’ notice will be considered a late cancellation.

• Missed appointments or late cancellations may result in a no-show or late cancellation fee, equal to the scheduled appointment fee.

This policy helps us respect the time of our providers and other patients seeking care.

Medication Refills

To ensure safe and effective treatment:

• Medications are sent electronically to your preferred pharmacy.

• Refill requests require at least 2–3 business days’ notice.

• During holidays or provider absences, processing times may extend to 5–7 business days.

Controlled Medications

• Refills for controlled medications are only provided when clinically appropriate.

• Early refills are not permitted.

• We participate in and monitor the Prescription Drug Monitoring Program (PDMP) as required by law.

No opioid medications are prescribed at this practice. Patients requiring opioid management will be referred to their primary care provider or a pain management specialist.

Telehealth Policy

Telehealth services are available for appropriate appointments using a secure platform.

Please note:

• Reliable internet access is required for both the provider and patient.

• Poor connectivity may result in interrupted sessions or rescheduling.

• If a video session cannot be re-established, the remaining portion of the appointment may be completed by phone or rescheduled.

Privacy Responsibility
Patients are responsible for ensuring they are in a private, quiet location during telehealth sessions, as conversations may otherwise be overheard.

Some services may require in-person appointments based on clinical judgment or regulatory requirements.

Controlled Medication Policy

• New patients will not be prescribed controlled medications without an initial in-person appointment.

• Patients starting or continuing stimulant medications are required to attend in-person visits at least once every three (3) months, even if some care is provided via telehealth.

These policies are in place to ensure safe prescribing and compliance with state and federal regulations.

Medicare Patients

Due to updated CMS regulations:

• All new Medicare patients must establish care through an in-person appointment.

• Medicare patients are required to attend at least one in-person visit per year to continue treatment.

Please contact our office if you have questions regarding Medicare coverage or visit requirements.

Important Notes

• Services are provided based on clinical appropriateness.

• Mind Matters Psychiatry does not provide emergency services.

• In case of a mental health emergency, please call 988 or go to the nearest ER immediately.

Questions About Our Policies?

If you have questions or need clarification regarding our policies, please contact our office during business hours. Our staff will be happy to assist you.