I. Billing & Payment

• Insurance verification:  Patients are responsible for confirming HY is in-network with their plan and for understanding benefits (deductible, copay, coinsurance).  

• Changes/lapses in coverage: If insurance lapses, changes, or is canceled (not caused by HY), the patient is responsible for charges. Please notify us immediately if your insurance changes.  

• Patient responsibility: Any amount your insurance assigns as “patient responsibility” will be billed to you.​  

• Copays:  Due at check-in.​  

• Self-pay patients:  Payment is due at the time of scheduling.  

• Multiple insurance plans:  If your primary or secondary insurance are out-of-network, HY cannot bill your visit, even if HY is in-network with one of the plans. In this situation, services require self-pay.

• Unpaid balances:  We may cancel or delay appointments for more than two unpaid invoices unless payment arrangements are made.  Payment plans will be available if patient's contact us to arrange.  As a last resort, accounts may be referred to collections, and any associated costs may be added.

 

II. Medication Refills

• ​Refills require attending follow-up appointments as recommended for safe medication monitoring.

• Before requesting a refill:  Contact your pharmacy (online pharmacy status may be inaccurate).

• Processing time: allow at least 3 business days for refill requests (weekends/holidays/closures may extend processing).

During Travel out of state

• Non-controlled substances can be transferred between pharmacies anywhere in the U.S.  A provider does not need to transfer your medication. 

• Controlled substances: Cannot be transferred/filled across state lines unless your provider is both licensed and holds a DEA registration in both states.

 

III. Appointments

• HY provides video visits only (no audio-only appointments).

• Your secure meeting link/ID is sent at the time of your appointment (not in advance) for privacy.

• Please wait 5 minutes after your scheduled start time before contacting us. Providers may occasionally run behind and may text if able.

 

IV. Paperwork & Records​

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• A. Legal Paperwork

  • HY providers do not complete legal paperwork (custody, criminal matters, SSDI, etc.).  Attorneys may request records with a signed ROI.

  • Subpoenas: require a minimum of 30 days’ notice. Fees for preparation time, travel, and testimony/appearance will apply. 

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• B. Forms & Letters

  • When possible, requests for forms/letters should be made during scheduled appointments.

  • There is no fee for work excuses for attending appointments.

  • Provider time spent completing documentation outside of appointments will be billed to the patient based on time outlined below.

    • Up to 15 minutes: $50.00 + tax 

    • 16–30 minutes: $75.00 + tax

    • 31–45 minutes: $125.00 + tax

    • 46–60 minutes: $150.00 + tax

• C. Other services

  • Emotional Support Animal letter: $50 + tax 

  • Medical Cannabis certification: $100 + tax

• D. Disability-related forms

  • HY providers do not complete SSDI, Workers’ Comp, FMLA, or other disability paperwork for new patients (3 months or less).

  • Some employers require FMLA or ST/LT disability forms to be signed by a MD/DO. HY is a nurse practitioner–only practice so check in advance.

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• E. Medical Records

  • There is no charge for medical records sent to other healthcare providers.  A release of information (ROI) is required. Processing time: 3-7 days.

  • Patient personal medical record copies: $15 administrative fee if faxed/emailed.  If printed & mailed will also charge $0.10/page, plus postage.

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V. Telehealth, Transcription & AI Documentation Consent

Telehealth means you receive treatment/care through a secure, live audio-video connection when you and your provider are in different locations. 

 

Informed Consent & Treatment Objectives

Providers discuss the purpose, risks, benefits, and alternatives of treatment. You have the opportunity to ask questions. You are participating voluntarily. Your provider will review and finalize all documentation and clinical decisions.

 

Telehealth — What to Expect

• Visits occur via secure real-time video (e.g., Google Meet or another appropriate platform)

• For privacy, unique meeting links are used for each visit (therefore, meeting IDs are not sent in advance of appt. times)

• Your visit is documented in your medical record exactly in the same manner as an in-person visit

• Your identity will be verified using name, date of birth, and a valid photo identification (drivers license, passport)

• You may request verification your provider’s identity and credentials

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Privacy & Technology

Telehealth systems use safeguards designed to protect your information; however, no electronic system is 100% secure. Technical issues can affect communication and may require switching platforms or rescheduling.

 

Transcription & AI Documentation Support (Optional)

As is the changing standard in Psychiatry, HY uses transcription and AI-assisted organizational/summary tools to assist providers with documentation

• These tools do not collect or store personal information, diagnose, or make treatment decisions

• Your provider reviews, edits, and finalizes all data placed in your chart

• You may opt out of allowing your provider to utilize transcription/AI support without affecting your ability to receive care.  To opt out please inform administration and/or your provider prior to the first appt. 

 

Your Choices & Rights

• You may refuse or withdraw/discontinue telehealth consent at any time.  However, if you request in-person care and HY cannot accommodate, we will offer/provide referrals for alternative care options

 

SMS Text Message Service Consent

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What SMS is: SMS (“text messages”) are short messages sent to and from mobile phones.

How HY Uses Text Messages

• HY uses SMS primarily for courtesy appointment reminders (sent 1–2 days before your visit), scheduling-related issues, and other administrative tasks.

• Please do not text personal medical information or sensitive details.  

 

Your Choice

• SMS consent is optional and not required to receive services from Healthier You, LLC.

• To decline: do not sign this consent and inform HY staff.

• To stop texts anytime: reply “STOP” or notify HY staff by phone or email.

 

Important Reminders

• Text reminders are a courtesy and do not replace patient responsibility to attend appointments. There will be times when reminders are not sent.

• Not receiving a text reminder does not waive missed appointment or late cancellation fees.

 

Risks & Limits

• Text messaging carries a risk of unintended disclosure (for example, if someone else has access to your phone).

• Text/reminder delivery may be delayed or fail due to technical issues.

• Texts are not monitored continuously and are not for urgent needs.

Do not use SMS for:

• Mental health crises or safety concerns

• Medication side effects or medication questions

• Refill requests or pharmacy problems

 

Consent​

• You understand SMS texting is optional and you must give consent to receive SMS messages from HY 

• You understand you can opt out at any time by texting STOP

 

VI. MISSED APPT / LATE CANCELLATION POLICY

• We respect your time and schedule provider time specifically for you. HY providers are typically paid for their time whether patients show for the appointment, or not. Because missed appointments cannot be billed to insurance and impact clinical availability, the following policy applies.

 

Standard Appointments (Follow-Ups)

• Late cancellation: Less than 24 hours’ notice may result in a $100 + tax fee.

• No-show / late arrival: Arriving 7+ minutes after your scheduled start time will be considered a missed appointment and may result in a $100 + tax fee.

• Repeated missed appointments will affect your ability to remain in the practice.

• Appointment reminders are a courtesy and do not replace your responsibility to attend scheduled visits.

 

Initial 90-Minute Psychiatric Evaluation (New Patients)

• Late cancellation (<24 hours): $150 + tax paid prior to rescheduling

• No-show / late arrival: Arriving 15+ minutes after your scheduled start time may be considered a no-show and result in a $150 + tax fee.

• Fees are patient responsibility and cannot be billed to insurance.

 

Rescheduling

• Evaluations may be rescheduled one time if canceled with more than 24 hours’ notice.

• Late cancellations or no-shows require documentation of a verifiable emergency to reschedule.

 

Compassionate Exceptions (Safety First)

• We understand that emergencies happen. Fees may be waived or adjusted for verifiable emergencies, including:

• Hospitalization or emergency department visits

• Serious accidents or acute medical emergencies

• Crisis events that make attendance unsafe

• Your safety comes first. If you are in crisis, seek care immediately—do not delay due to fees or balances.

• If you are running late, please notify us as soon as possible. We will try to accommodate; however, if the visit must be rescheduled due to timing, the missed appointment fee may still apply.

• If fees create hardship, payment plans may be available.

• Self-Pay Patients

• Cancel with more than 24 hours’ notice: no missed appointment fee

• Cancel with less than 24 hours’ notice:

• Follow-up visits: refund issued minus $100 + tax

• 90-minute evaluations: refund issued minus $150 + tax

• Medicaid Patients

• Medicaid regulations do not allow missed appointment or late cancellation fees.

• Instead, the following process applies:

• First occurrence: verbal reminder and written notice

• Second occurrence: patient must email the provider prior to rescheduling to discuss commitment to treatment

• Additional occurrences: reviewed on a case-by-case basis and may result in transfer of care, including:

• referral to alternative clinics, and

• a 30-day prescription for non-controlled medications

• controlled-substance refills are at provider discretion and may require an appointment

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