Office Policies
Brainpower Wellness Institute Rescheduling & Cancellation Policy
At Brainpower Wellness Institute, we recognize that life can be unpredictable, and circumstances may change. If you need to cancel or reschedule your appointment, we kindly request that you provide us with at least 24 hours notice. When you book an appointment with us, we dedicate that time specifically for you to ensure we deliver the highest quality of care. By informing us in advance, you help us accommodate other patients who may also need our services.Please note that you will be responsible for fees associated with appointments that are not canceled or rescheduled with the required notice. However, we understand that unexpected situations can arise, and we are willing to consider such circumstances on a case-by-case basis. Cancellation Fees:
- Appointments canceled less than 2 business days before the scheduled time, or no-shows, will incur a missed appointment fee.
- Missed Appointment Fees:
- $175 for Initial Psychiatric Evaluations
- $75 for Psychiatric Follow-up Visits
Appointments That Began Late Policy
At Brainpower Wellness Institute, we strive to respect both your time and the time of all our patients.
- Late Arrival: If your appointment begins late due to your arrival, the session will conclude at its originally scheduled time. This policy helps us maintain our schedule for all patients throughout the day.
- Provider Delay: If the session starts late because the provider is running behind, we will ensure that your appointment lasts the full duration to adequately address your concerns.
- Arriving After Session Ends: If you arrive after the scheduled session has concluded, we may be able to accommodate you if there is a cancellation or no-show for an upcoming appointment, but this cannot be guaranteed. Otherwise, the visit will be marked as a no-show.
Thank you for your understanding as we work to provide timely and effective care to all our patients!
Emergency Appointments Policy
At Brainpower Wellness Institute, we strive to assist you during crisis situations and will do our best to accommodate requests for earlier appointments. However, if no immediate appointments are available, we recommend checking with us daily for any cancellations. Please note that we cannot guarantee immediate rescheduling for missed appointments. In the event of a true psychiatric or medical emergency, we strongly advise you to seek emergency services by visiting your nearest emergency room or calling 9-1-1 immediately. Thank you for your understanding as we prioritize your safety and well-being!
Coordination of Benefits
If you have multiple insurance plans, it's important to understand how they work together. Coordination of Benefits (COB) is a process that determines which insurance plan is primary and which is secondary when it comes to covering your healthcare expenses. This ensures that you receive the maximum benefits available to you without exceeding the total cost of your care. Patients may need to contact their insurance providers directly to declare whether their plan is primary or secondary, as insurance companies typically do not accept calls from office staff regarding these matters. To facilitate this process, please inform us of any additional insurance coverage you may have when scheduling your appointment. This will help us coordinate with your insurance providers effectively and ensure that your claims are processed correctly. Thank you for your attention to these important details to ensure a smooth experience with your insurance coverage!
Fees For Services Provided Outside of Scheduled Appointments Policy
At Brainpower Wellness Institute, we ask that you inform us at the beginning of your session if we need to allocate time for discussing or completing forms, writing notes, or drafting letters. To maximize our time together, we encourage you to fill out any necessary forms to the best of your ability before your appointment. Please note that letters, forms, record reviews, and interactions with outside agencies that require significant attention outside of scheduled appointment times will incur fees based on the time spent on these services. If you have any questions about these fees, please feel free to ask. This policy does not apply to activities that the provider deems clinically essential, such as communicating with other clinicians involved in your care or performing routine duties like providing medication refills, handling standard authorization requests, and making brief, clinically-focused return calls to patients. Thank you for your understanding as we work to provide you with the best possible care!
Referrals Needed by Insurance Policy
At Brainpower Wellness Institute, please be aware that many insurance companies may require a referral for your visit to our practice. We recommend that you contact your insurance provider and/or your primary care physician to confirm whether a referral is necessary for your appointment. If you do not obtain a required referral, your insurance company may deny your claim, and you may be responsible for covering the costs of the services provided. Thank you for your attention to this matter to ensure a smooth experience with your insurance coverage
Service Animal Letter Policy
At Brainpower Wellness Institute, we are committed to supporting our patients with their mental health needs, including assistance with documentation related to service animals. However, in accordance with California state regulations, certain restrictions apply to the issuance of service animal letters.
- Existing Patients Requirement: California law mandates that service animal letters can only be provided to individuals who are established patients of the practice. This means that we must have an ongoing therapeutic relationship with you, which includes a thorough evaluation and sufficient familiarity with your mental health history and needs.
- Evaluation Process: Service animal letters require a comprehensive assessment to determine whether the use of a service animal is clinically appropriate and beneficial for your condition. This process cannot be completed during a single visit and may require multiple sessions to meet the necessary legal and clinical standards.
- Service Limitations: Please note that we cannot provide service animal letters to individuals who are not active, ongoing patients of our practice. Additionally, letters will not be issued for purposes outside the scope of clinical necessity, as determined by your provider.
- Fees: The preparation of service animal letters involves significant time and consideration. As such, this service may incur a fee based on the time required to complete the documentation. Please feel free to inquire about associated fees during your appointment.
Prescription Refill Policy
Refills During Office Visits
We provide medication refills during your office visits. Please remember to bring an updated medication list to each appointment to help us deliver the best quality of service.
Notice for Refill Requests
To facilitate timely processing, please give us at least 72 hours’ notice for all refill requests.
Long-Term Medication
For chronic or long-term medication refills, an office visit is required before we can authorize refills.
Pharmacy Requests
For other medication refills, we ask that you contact your pharmacy directly. The pharmacy will fax a refill request to our office, including all necessary information.
Notification of Medication Shortages:
It is your responsibility to inform us during your appointment if you are running low on medication. This helps us prevent any medication shortages.
Mail-In Prescriptions
If you have mail-in prescriptions, you are responsible for mailing the completed forms and prescriptions after we fill them out to avoid any confusion.
Contacting the Office
If you run out of medications due to unforeseen circumstances, please contact our office during regular business hours. We will be happy to assist you with refilling your non-controlled medications, provided you have a scheduled follow-up appointment or can be seen by the next available provider.
Controlled Substances
For lost or stolen controlled prescriptions, a police report may be required, and refills will only be granted if it is deemed clinically safe.
Coverage
Please note that refills do not guarantee medication coverage. We recommend discussing coverage details with your pharmacy.
Appointments That Began Late Policy
At Brainpower Wellness Institute (BPWI), we prioritize patient confidentiality and adhere to HIPAA Regulations. As part of our commitment to privacy, we do not maintain official medical records for our patients.
- No Obligation to Release Records: Because we do not keep medical records on file, BPWI is not obligated to release patient medical records or any other patient information under any circumstances.
- Special Requests: In certain situations—such as requests for personal use, continuity of care, or disability purposes—copies of medical records may be made available. These requests require prior approval from both the provider and administration, and a professional fee will be charged for the creation of any medical records.
- Consent Requirement: Before any medical information can be released to third parties, patients must sign the necessary consent forms.
- Purpose of Encounters: Please note that, unless explicitly stated otherwise, visits with our providers are focused on assessment, treatment planning, and symptom management. These appointments are not intended for evaluations to determine eligibility for Social Security benefits, competency, or legal defense.
Medical Records Policy
At Brainpower Wellness Institute, we require all patients who are paying with cash or through commercial insurance to have a credit card on file. This policy ensures a streamlined payment process and helps us manage appointments efficiently.
- Payment Charge: The payment will be processed 1 business day in advance of your scheduled appointment. This allows us to confirm your commitment and prepare for your visit.
If you have any questions or need assistance with this policy, please feel free to reach out to our team. Thank you for your understanding and cooperation!
