Policies & Procedures

Welcome to LaRue Psychiatric Services, LLC. Please read the following information carefully so you have a clear understanding of our policies concerning communication, fees, insurance, and confidentiality, etc.

Professional Services

At LaRue Psychiatric Services, LLC, we realized how stressful it can be to establish care with a new physician, especially when discussing your mental health. As such, we aim to provide a patient-centered, nonjudgmental environment where you can feel comfortable discussing your concerns. While we offer multiple services to our patient, the greatest services you will receive from our office is healthcare with a personalized touch.

As we are a small practice, we have the ability to know our patient better than the larger clinics. We offer a thorough diagnostic evaluation in a comfortable setting. At the conclusion of your first visit, we will share out thoughts on your diagnosis, answer your questions, and discuss potential evidence-based treatments.

Telemedicine Appointments

Services include assessment, diagnosis, on-going medication management, and supportive and behavioral therapy. We treat a variety of mental health conditions.

For your convenience, we offer telepsychiatry appointments. Through the doxy videoconferencing service, you will be able to attend your psychiatric visit from the comfort of your home.

We do not provide forensic services such as custody evaluations, assessments, recommended by probation, ability to stand trial, legal matters of medical opinion, etc.

Forms

We do not fill out paperwork for any patient or organization unless you have been a patient for 3 months or longer or have been seen a minimum of 3 times.

We do not write letters in support of an emotional support animal.

Consent for Treatment/Treatment Issues

All treatment is strictly voluntary, and you may choose to stop treatment at any time your wish. If you experience any problem(s) with medication and/or psychotherapy, it is your responsibility to inform your provider or clinician of the problem(s).

Office Hours and Appointments

Business Hours

Office Hours are from 8:30 a.m. - 6:00 p.m. Monday through Friday. We also offer Saturday hours for established patients once a month.

Appointments

Initial/Consultation appointments for patients are generally 45-90 minutes. If available, please have all medication bottles with you to your first appointment. If available, please bring or fax copies of your past medical and mental health records to your appointment including testing or laboratory work. Please have the contact information for your previous mental health providers and other physicians so that we can obtain collateral information, if needed.

Follow up appointment times are shorter in duration. Both short and long follow up appointments are available as well as appointments for psychotherapy if indicated.

An appointment does not guarantee any specific medications, treatments, or letters.

Your appointment time is a reservation just for you. If you are not able to come to your appointment, please rescheduled through the patient portal or leave a message on the office line during business hours to reschedule. If you contact the office within 48 business hours (excluding weekends and holidays) of your appointment your may reschedule with no additional cost.

Failure to show for your follow up appointments (or violation of this cancellation policy) on two or more occasions may be ground for discharge or dismissal from the clinic. Note that the cancellation fee may be waived in special circumstances, determined on an individual basis.

Electronic Communication: Patient Portal

The preferred method of communication is through the secure patient portal. You will get the fastest and most complete response if you state your concern by sending a message through the portal. Please note that all communications will be added to your medical records. Messages received through the portal are checked daily during business hours Monday, Tuesday, Wednesday, Thursday, and Friday 8:30 a.m. to 5 p.m. Messages received after hours, on weekends, or holidays are reviewed the next business day. Please allow at least 1-2 business days for a response for portal messages.

Portal Communication is not for emergency or urgent issues. Please do no send us a message through the portal that is of an urgent or emergent nature. Please note if you need immediate assistance, are having suicidal or homicidal thoughts, a serious medication reaction, or any emergency, please call 911 or go to your local emergency room. You may also contact the crisis line.

Please note we do not communicate via text or email. These communications are not protected and cannot be guaranteed as private.

A fee may be charge for clinical phone calls/portal messages between appointments. You will be informed of the fee prior to moving forward with the request. This fee is not covered by insurance. This fee does not apply to phone call strictly related to scheduling, billing, or other non-clinical questions.

Through the patient portal we will send you questionnaires, consent for treatment, policies, and procedures of the LPS, PHQ9 and GAD7 screening forms. Please complete any forms/questionnaires at least 24 hours prior to being seen for a follow-up appointment. For an initial evaluation, all paperwork/forms must be completed within 3 days after the request is accepted or the appointment may be cancelled.

Phone Calls

Phone hours are Monday to Friday 8:30-5:00 p.m. Brief phone calls 5 minutes or less are not charged. Longer, more involved calls are charge as outlined in professional fees. Please note that all communication will be added to your medical records.

Most routine calls are returned within 48 hours during the above stated business hours. For emergencies, please go immediately to the emergency room or call 911.

Please note that we do not refill medication after hours, on holidays, and over the weekend.

Crisis Management

LPS does not provide crisis management or emergency psychiatry services, if you are in crisis, are having suicidal or homicidal thoughts, or have emergency, please call 911 or go to your nearest emergency room. You may also call 1-800-273-TALK or text 741741. The toll-free number is answered by a live persona and is staffed after hours for emergencies.

Hospitalizations

The providers at LPS do not have admitting privileges. If there is a crisis regarding your safety, you will be directed to the closest hospital emergency room for evaluation and possible admission. If you have been psychiatrically hospitalized and you are existing or new patient, please have the hospital social worker, medical department, or administrator fax all records and discharge summaries to the fax number below.

LaRue Psychiatric Services, LLC fax number: 1-888-858-4293

Controlled Substance Policy

We are generally inclined to prescribed non-habit-forming medications. A habit-forming medication is often described as a "controlled substance". If a controlled substance is prescribed, it may be written for a limited quantity and/or a short duration. If a controlled substance is prescribed, please be aware that 90-day supplies will not be provided.

LPS generally does not prescribed benzodiazepines, stimulant medication (Adderall, Ritalin etc.) unless appropriate diagnostic testing has previously been done and available for review.

We do not prescribe controlled substances to patients who use marijuana and/or illicit substances.

We will not replace lost or stolen prescriptions of controlled substances without a police report.

We reserve the right to require random urine drug screens/saliva tests to obtain further refills for controlled substance. If you are prescribed controlled substances and do not comply with a drug screen request within 48 hours, you may be terminated from the practice.

Please note it is a felony to accept a controlled substance prescription from the same (or similar) class from another prescriber without both of those prescribers' consent and notification. This is referred to as "doctor shopping". If you receive controlled substances from another prescriber and do not notify the clinic, you will be terminated from the practice.

Professional Fees

Our providers at LPS are in network with several medical insurance companies, which are located on the insurance tab of this website. Please check the insurance tab prior to requesting to schedule an appointment to check if we are an in-network provider with your insurance company. For all out of network insurance holders, you will have to pay for the full discounted amount at the time of service. Fees are collected on the same day of the appointment including copays. If you are not able to pay for your appointment in full prior to the start time, you will need to reschedule.

Patients whose insurance company is out of network may request an invoice to submit to their insurance company for possible reimbursement upon request. Insurance reimbursement depends on an individual patient's policy terms. We are not responsible for filing or ensuring insurance reimbursements for insurance plans we do not accept. Your insurance plan is contract between you and the insurance company and does not directly involve your provider. Even if your insurance company reimburses you for your treatment. Please check with your insurance company before making an appointment to determine what out of network benefits are available to you.

Insurance Claims

As a courtesy, LPS will file insurance claims for all in-network patients. Your insurance company, in lieu of reimbursing you directly, will pay the provider for any benefits for services rendered. Your medical insurance carrier may pay less than the actual bill for services, so you may be responsible for payment of some, or all services rendered. You are responsible for making available complete insurance information for accurate filing of claims. To meet this end, we require updated insurance information at each visit. Reduction or rejection of your claim by your insurance company does not relieve the financial obligation you have incurred. It is your responsibility to known and understand your medical insurance coverage. Not all services are covered benefit in all contacts. Please call your insurance company to verify your benefits.

Please be aware of your copay, coinsurance, and deductible prior to your appointment.

When you sign your consent for treatment you are attesting to the fact that you understand your share of the cost of the services, copayments, co-insurance, and deductibles, which will be collected on the same day or services.

Payment for Service

Please note that you are ultimately responsible for all charges incurred for your treatment or the treatment of those for whom you are responsible. If for any reason your insurance company, or other third-party payer does not promptly reimburse LPS for services rendered, you will be responsible for those charges.

You may pay with cash or credit/debit/FSA/HAS card at the time of services. Checks may be accepted on an individual basis for established patients. If a check is returned by your financial institution for any reason, a fee of $25.00 will be charge and future payment must be made by credit/debit card.

You are responsible for fees from credit card companies, collection agencies or banks due to non-sufficient funds, payment disputes, or non-payment of fees. Please notify us if there is a change in your payment information or if any problems arise in your ability to make payments. Overdue accounts may be referred to collection agencies as a last resort.

Fees are subject to change and reflect the complexity and type of service provided. You will be notified thirty days in advance of any changes in our fees.

Discounted Basic Fees

Initial Diagnostic Assessment or appointment (45-90): $250.00
Short Follow-Up Appointment: (25 minutes): $125.00
Cancellation Fee: $50.00
Phone Calls: $25.00 per 10 minutes (phone calls under 5 minutes are not charged)
Misc. provider service per 10 minutes: $50.00
Bounce/invalid/returned checks: $25.00
Straightforward Letter: $25.00
Forms: $50.00
FMLA/Short-term Disability: Must be an established patient and $250 fee for all the forms and evaluations completed during time of disability.

Referrals and Authorizations

As a specialist, some insurance companies require that prior to any visit you must obtain an authorization or referral from your primary care physician. It is your responsibility to know if this is required by your insurance and if so to obtain the referral. If this is not done 48 hours before your appointment, you will be asked to either reschedule your appointment or to pay the full amount (discounted fee) for all services on the day of service. If your insurance company rejects a claim because a valid authorization or referral was not in place, the full cost of the visit will be your responsibility.

Medical Record Request, Letters, and Forms

We will try to complete all work during our scheduled sessions. It may occasionally be necessary for us to charge on a prorated basis for professional services that require extensive time commitment such as completing forms, telephone conversations lasting longer than 5 minutes, and consultation with other professionals that you have requested.

Medical record requested for the patient's own use carry a charge and may be provided in the form of a treatment summary at the discretion of the provider. Parts of your record that could potentially be detrimental to your psychological well-being may be withheld. Insurance does not cover these fees. Please allow for at least two weeks for processing of records/letters/ form requests.

Record Fee

To cover the cost incurred in handling, copying, and faxing medical records to the patient or the patient's designated representative the maximum fee for each request shall be (75 cents) per page. There is a minimum fee of ten dollars, inclusive of copying costs for sending medical records for the patient or patient's designated representative.

This section does not apply to Department of Health and Human Services Disability Determination Services requests for copies of medical recorder made on behalf of an application for Social Security or Supplemental Security Income Disability.

Medication Refills/Medication Disclosures

At your appointment, you will be provided with enough medications until your next recommended follow-up visit. When medications are first prescribed, patient are generally seen more frequently, and then less frequently as stability is achieved. The frequency is determined at the most recent visit with your provider.

Medications are refilled only for patient who are active in treatment. The longest interval between visit is typically three months. Even if you are stable on medication, an evaluation of your progress needs to take place.

If you cancel or reschedule your appointment, it is your responsibility to contact your provider if you need additional medication until your next visit. Medications may not be given if your cancel or no-show regardless of the dangers associated with abrupt discontinuation if the provider feels a clinical evaluation is necessary prior to a refill. Medications may cause life-threatening withdrawal symptoms when not taken as prescribed or is abruptly stopped. It is the responsibility of the patient to make follow-up appointments at the recommended interval.

You must tell your provider every medication you are taking so you do not harm yourself or break the law. This includes over the counter medication, vitamins, and supplements.

If you obtain psychiatric medications through another provider, it will be assumed you have transferred your care.

If you require additional medication before your next appointment, please contact the clinic as soon as possible. Please allow up to 3 business days to process refill requests.

Before contacting the clinic, please call the pharmacy directly to ensure that you do not have any additional refills on file, possibly under a different prescription. We do not respond to pharmacy generated automated refill requests.

If you have not been seen for 120 days, your file will be formally closed and your provider will no longer be your mental health provider. Once your chart is closed you will no longer be considered a patient and no further care/refills will be provided.

Laboratory Studies/Additional Testing

At times, Laboratory studies may be required. Please be aware that the cost of laboratory work is not included in your visit charge and is your responsibility. Completion of necessary lab work may be required prior to initiating or continuing medication.

In addition, you may be referred to psychological testing if warranted which may incur additional costs.

Confidentiality

Any confidential information disclosed during treatment, or any other confidential information we obtain while attending to you professionally, shall be held in confidence unless you permit us to disclose such information or where we are required to disclose such information by law.

Please be aware that the audio or video recording of any session is not permitted secondary to therapeutic and privacy issues. If an unauthorized recording is made, it is grounds for immediate termination of the therapeutic relationship.

Consumer Etiquette

Disrespectful/abusive behavior or harassment towards office staff or physicians will not be tolerated and patient will be immediately terminated from the practice should this occur.

Forensic Affairs

If your provider is subpoenaed to appear in a court action involving the care that was delivered to you, you will be charge a fee for court appearances. Please note the fees related to court cases (preparing for depositions, travel time, court time, etc.) are billed at a higher hourly rate than basic services. For more detailed information, please contact us directly.

Discontinuation of Treatment

The provider may discontinue treatment with a patient for any of the following reasons:

Non-payment of your account
Canceling/missing appointments too often
Non-compliance with treatment recommendations
Withdrawal of treatment is necessary due to medical, financial, or legal problems or geographic relocation
Lack of attendance and/or motivation prevents further progress towards goal achievement
Inappropriate behavior relative to self, staff, or other clients (i.e., threatening and/or intimidating behaviors)
Modifications of medications prescribed by your provider is made by patient without first consulting the providers
Obtaining psychiatric medications from another prescriber
Failure to comply with the provisions of the policies and procedures
Successful completion of the treatment program initially agreed upon, implying that patient has made significant progress toward meeting treatment goals,
Patient chooses to terminate treatment

If you foresee problems in any of these areas, please let your provider know your concerns. If you decide to discontinue treatment, you can do so at any time via phone, portal, or in writing.

If you discontinue treatment without notifying your provider, it will be assumed that your therapeutic relationship with him or her terminated 120 days after your last visit, unless you have an appointment scheduled for a future date, beyond which LPS carries no further responsibility for your care. You may re-enter treatment with you provider at LPS if your treatment ended in good standing and if your provider is accepting new patients.

Thank you for reading through this important information. We look forward to working with you!