Practice Policies
Practice Overview
Thank you for choosing Renewed Mind Works. We are committed to providing thoughtful, ethical, and evidence-based psychiatric care exclusively through telehealth. This packet summarizes our policies so that expectations are clear, boundaries are respected, and our therapeutic partnership is productive and sustainable.
Please read this document carefully, sign the acknowledgment on the final page, and return it before your first appointment. If anything is unclear, we will gladly review it with you at your initial visit.
Insurance & Payment Policy
We do not accept Medicare.
Commercial insurance is billed through Alma or Headway.
Every client—insurance or self-pay—must keep an active credit card on file in their Alma or Headway profile before an appointment can be confirmed.
Self-pay clients receive an invoice prior to each session. Outstanding balances must be resolved before additional appointments are scheduled.
No‑Show & Late‑Cancellation Policy
Sessions cancelled with fewer than 24 hours' notice, or missed entirely, incur a no-show fee of $200. This fee cannot be billed to insurance and is charged automatically to the card on file. Repeated no-shows may result in termination of services (see Termination of Services below).
Good Faith Estimate (No Surprises Act)
Under federal law, uninsured and self-pay patients have the right to receive a Good Faith Estimate of expected charges for medical services. You will be provided with this estimate prior to your initial visit, and you may request an updated estimate at any time. If you receive a bill that is $400 or more above your Good Faith Estimate, you may dispute the charge through the federal patient–provider dispute resolution process.
Controlled Substances Policy
Prescriptions for controlled substances are provided only when clinically appropriate and are not guaranteed.
Federal DEA regulations governing the prescription of controlled substances via telehealth continue to evolve. Depending on current rules, an in-person evaluation may be required before certain controlled medications can be prescribed or continued. We will inform you if this applies to your care.
We cannot replace lost, stolen, or damaged controlled-substance prescriptions, and we do not provide early refills.
Phone Calls, Communication Boundaries & Paperwork Requests
Phone Calls
Brief, non-urgent calls of under 10 minutes are not billed. Calls exceeding 10 minutes, or multiple brief calls on the same issue, are billed as a standard telehealth visit at your usual rate. Please note that insurance generally does not reimburse phone-only check-ins, so this charge is typically the patient's responsibility.
Secure Messaging
For brief, non-urgent updates, please use the patient portal, our HIPAA-compliant secure messaging platform. Standard email is not secure and should not be used to share clinical information. Our typical response time for non-urgent messages is 1–2 business days.
Messaging is not appropriate for emergencies or time-sensitive clinical decisions. See Emergencies & Crisis Procedures below.
Paperwork Requests
All paperwork—FMLA forms, letters, accommodation requests, treatment summaries, disability forms—must be addressed during a scheduled appointment. Documentation is not completed outside of a visit. Please bring forms to your appointment or upload them through the patient portal in advance.
Medication Refills & Management
Request refills during appointments whenever possible. We cannot honor early refills, replace lost or stolen medications, or send prescriptions outside regular business hours. Ongoing prescriptions require routine follow‑up visits.
Communication Guidelines
Our typical response time for non‑urgent messages is 1–2 business days. Messaging platforms are not to be used for emergencies or time‑sensitive clinical decisions. In an urgent situation, call 911, go to the nearest emergency department, or dial 988 (Suicide & Crisis Lifeline).
Telehealth Consent & Technical Requirements
By attending a video appointment you consent to receive psychiatric services via telehealth and acknowledge possible limitations such as technical interruptions. Sessions are conducted through Doxy.me; please test your camera, microphone, and internet connection in advance. We recommend using the latest versions of Chrome, Firefox, or Safari on a stable, private internet connection. If connectivity problems arise, we may reschedule or switch to a phone visit at the clinician’s discretion.
HIPAA & Privacy Notice
Your Protected Health Information (PHI) is stored in HIPAA‑compliant electronic systems and accessed only for treatment, payment, and healthcare operations, or as otherwise required by law.
Session Length, Format & Frequency
• Initial psychiatric evaluations: 60 minutes.
• Follow‑up medication management: 25–30 minutes.
• Combined therapy/med–management visits: 45–60 minutes.
Additional time may be added when clinically necessary and is billed proportionally. Session frequency is determined collaboratively based on clinical need.
Business Hours & Scheduling
Standard hours are posted on our website and may vary week to week. Requests for appointments, rescheduling, or administrative questions received after hours are addressed the next business day. Calls placed outside posted hours route to voicemail and are returned during business hours.
Emergencies & Crisis Procedures
Telehealth is not appropriate for life‑threatening emergencies. If you experience suicidal thoughts, severe medication reactions, or another crisis, call 911, go to the nearest emergency department, or contact 988. You may also call Maryland’s 24/7 crisis line at 211 (press 1) or your local mobile crisis team.
Patient Rights & Responsibilities
Rights
You have the right to be treated with dignity, to receive explanations of your care, to review your records, and to voice concerns without retaliation.
Responsibilities
You are responsible for honest disclosure of medical information, adherence to the treatment plan, punctual attendance, and timely payment.
Termination of Services
Services may be ended for repeated no‑shows or late payments, non–adherence to treatment or safety plans, disruptive or disrespectful behavior, or if your clinical needs exceed our scope of practice. When possible, you will receive advance notice and referrals for alternative care.
Feedback & Grievance Process
We value your feedback. For compliments, concerns, or formal complaints, please send a secure message through email info@renewedmindworks.com. All grievances are reviewed within 10 business days with a written response outlining any corrective action.