Policies and Procedures
Late Arrival
In instances where a patient arrives late, their appointment may be shortened to ensure that the clinician’s schedule remains on track. While patients may receive courtesy reminders via phone call, email, or text—serving as helpful prompts—it is ultimately the responsibility of each patient to manage their own schedule accurately. Arriving on time is imperative; failure to do so could result in additional fees and the necessity to reschedule the appointment, potentially disrupting continuity of care.
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Cancellation Notice
An appointment is a significant mutual commitment between the patient and the provider, emphasizing the importance of personal accountability in managing these engagements. Patients are required to provide a minimum of 48 hours (new patient appointment) and 24 hours (established patient appointment) notice if they need to reschedule or cancel an appointment.
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No-Show Fee
Failure to cancel an appointment within the specified time frames will result in an automatic $50 no-show or cancellation fee. This policy is in place to promote timely communication and accountability. However, we understand that emergencies and extenuating circumstances, such as illness, may arise. In such cases, exceptions to this fee may be considered.​
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Payment for Services
Currently, we do not accept insurance. All services are paid through forms of direct payment, including Visa, MasterCard, or Venmo to ensure a convenient transaction. Additionally, some of our patients choose to utilize their Health Savings Accounts to cover the cost of services. To assist with potential reimbursement, we offer superbills — detailed invoices that you can submit to your insurance company for out-of-network reimbursement. Please note, we do not handle the submission of superbills on your behalf. However, we are happy to assist you with any information you may need for your own submission.
We will collect the full payment for your service 24 hours before your appointment. Please note that all fees are required at the time of service.
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Confidentiality
At our office, we recognize the sensitivity of the information contained in each patient’s medical chart. This information may be utilized to deliver essential medical and/or mental health treatment and services. Medical or mental health information disclosure is strictly limited to the treatment team, including nurse practitioners, physicians, students, and other dedicated staff members involved in the patient’s care. Importantly, no personal information will be shared with individuals outside the office without the patient’s explicit consent unless legally mandated by a court order or as required by law. Specific exceptions may include situations where the patient presents a risk of suicidal or homicidal behavior, poses a threat to themselves or others, or if there are credible concerns regarding child or elder abuse or neglect. Patients will be asked to complete a Release of Information form that allows them to designate individuals with whom the office may share pertinent information regarding their care or financial matters.
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Dismissal
Should a patient face “dismissal” or “termination” from the practice, they will no longer have the ability to schedule appointments, receive medication refills, or consider our office as their current provider. In such cases, we strongly encourage the patient to seek alternative providers who can continue their care. A formal notification letter will be sent to the patient’s last known physical address, explicitly outlining the reasons for the dismissal and any relevant information regarding the next steps. Upon receipt of a signed release, the clinic will forward a copy of the patient’s medical record to their new provider, facilitating a smooth transition. Common reasons for dismissal include failure to adhere to scheduled appointments, recurrent no-shows, general non-compliance with the established treatment plan, the use of abusive language or behaviors toward staff members, and a failure to meet financial obligations.
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Laboratory
To ensure the highest quality of care, it may be clinically necessary for the provider to request specific laboratory tests or urine drug screens (UDS) as an integral component of the patient’s treatment plan. It is the patient’s responsibility to obtain these essential tests, as they are vital to informed clinical decision-making. The office will assist by providing a comprehensive list of recommended facilities for conducting the required tests. If the patient does not complete the necessary tests within a reasonable timeframe, the provider reserves the right to withhold prescription refills until the completion of these tests. All patients who are prescribed controlled medications will undergo an initial UDS and may be subject to additional UDS as deemed necessary by the provider throughout their treatment. Patients will bear responsibility for any costs associated with these laboratory procedures.
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Telehealth
Participation in telehealth appointments requires that patients are physically located in the state of Kentucky during their scheduled session. To ensure a successful experience, it is important for patients to have access to high-speed internet, a working camera, and a quiet, private space. Telehealth appointments are conducted under the same professional standards as in-person visits, prioritizing patient confidentiality and minimizing distractions. Therefore, both the patient and the provider should be in private environments, avoiding situations such as being in public spaces or driving a vehicle.
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Artificial Intelligence (AI)
An artificial intelligence (AI) platform is employed for every patient appointment, unless otherwise agreed by the patient and provider. This innovative system is fully compliant with the Health Insurance Portability and Accountability Act (HIPAA), ensuring that it safeguards patient confidentiality by not utilizing any identifying information.
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The AI platform streamlines various administrative processes, such as documentation and information retrieval, allowing providers to devote their full attention to understanding and addressing the needs of their patients. By minimizing the distractions associated with electronic medical record systems and other technology, AI promotes a more personal and meaningful dialogue during consultations. Ultimately, this approach enhances the quality of care and fosters a stronger therapeutic relationship between providers and patients.
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Medication Refill Policy
Throughout the course of treatment at Kentucky Psychiatric Care, PLLC, patients may be prescribed various medications tailored to their specific needs. It is the patient’s responsibility to communicate with their provider regarding any refill needs during scheduled appointments to ensure uninterrupted access to necessary medications. In cases where a patient has failed to attend a follow-up appointment or is significantly overdue for one, an appointment must be scheduled prior to receiving any medication refills. Failure to attend appointments or repeated cancellations without subsequent rescheduling may lead to the patient’s dismissal from the practice, necessitating careful attention to one’s scheduled commitments.
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**It is important to note that medication refills will not be authorized outside of regular business hours, on weekends, or on holidays. Continued attendance at all scheduled appointments is crucial for patients wishing to reliably obtain prescriptions for ongoing medications. In situations where the patient has not appropriately followed up, the provider will determine the most suitable course of action regarding refill requests, emphasizing the importance of patient engagement in their treatment process.
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Patients are encouraged to communicate with the office staff via email concerning inquiries about medications, refill requests, and any related concerns. This communication will be reviewed and discussed with the provider to ensure timely and comprehensive responses. The email address is info@kentuckypsychiatriccare.com. Patients should allow 48 to 72 hours for response times, recognizing that prompt communication is essential for effective care. If a patient is approaching depletion of their medication supply, it is imperative to contact our office as soon as possible to allow sufficient time for processing the request.
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Prescriptions for controlled substances—including but not limited to Adderall, Vyvanse, and Concerta—will be issued at the provider’s discretion, considering the circumstances and clinical needs of the patient. Patients may be referred to a psychologist for additional neuropsychological testing for a comprehensive evaluation before medication management is considered for ADHD. The office will assist by providing a comprehensive list of recommended psychologists for conducting the required testing.
FMLA & Disability Paperwork
Please note that completing FMLA or disability paperwork requires a minimum of one week for our providers to review and complete. A $50 fee will be charged for each set of paperwork that needs to be filled out.
We kindly ask that you provide all necessary forms and information in advance to ensure a smooth process. Payment is required before the paperwork is completed. If you have any questions or need assistance with the process, please feel free to contact us.
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Emergencies and After-Hours
**In case of medical or psychiatric emergencies, it's essential to call 911, 988 (Suicide Hotline), or visit the nearest emergency department immediately. Please be aware that providers and office staff are not available outside of regular office hours. For general inquiries about your care or to request a prescription refill, please reach out to the office during business hours.