Practice Policies

Practice Policies
Practice Policies

We strive to provide you with the best care possible. Our policies are in place to provide quality services that are consistent, thoughtful and protect your privacy.



In the majority of cases your therapist will schedule your next appointment with you at a time that works best for you. You can always schedule an appointment by calling or stopping by the front desk. If you have set up a patient portal account you can also manage your appointment schedule there. With your permission, we will provide you with a courtesy reminder via text message 2 business days prior to each appointment.

Rescheduling/Cancellation Policy: We require 24-hour prior notification if you need to reschedule or cancel an appointment. You can reschedule or cancel an appointment by calling the front desk during or after business hours and through the text reminder that you receive for that appointment. You can also manage your appointments via the patient portal if you have set up an account. If you call after business hours, you can leave a time/date stamped voice message which will serve as notification. Let us know if you'd like a return call to reschedule your appointment.

Missed Appointment/Late Cancellation Fee Policy: If you cancel an appointment with less than 24-hour notice, or do not show for a scheduled appointment, you will be responsible for an $125.00 missed appointment/late cancellation fee. This fee will help compensate the therapist for the time saved for you, which could not be used for another patient because of the short notice. We understand that there can be some unusual circumstances (for example severe weather or illness) that prevent you from making an appointment or cancelling within the 24-hour timeline. If you feel that an exception could be made, please discuss the specifics with the front desk staff or your therapist.


Insurance and payment for services:

We expect payment on the day of your appointment. Mynd Matters has contracted rates with most insurance companies, and with your permission, will file a claim with your insurance carrier for services provided. If you are using insurance to help cover the cost of treatment, the precise fee for your session will be determined by the contracted rate with your insurance company, the length of your session and the amount of your deductible, co-insurance or co-pay. You are ultimately responsible for your bill, which means that you are responsible for any amount not covered by your insurance company. If your insurance has been terminated, you will be solely responsible for the charges on your account. To help minimize the chance of insurance denials, we ask that you keep us notified of any changes to your insurance. Balances over 90 days old will need to be made current before you can schedule another appointment.

Good Faith Estimate / No Surprises Act:

A Good Faith Estimate shows the costs of services that are reasonably expected for your health care. The estimate is based on information known at the time the estimate was created. The Good Faith Estimate does not include any unknown or unexpected costs that may arise during treatment​, such as missed appointment or late cancellation fees. If ​your needs change, and you require an increase in frequency of sessions or request services that will have costs associated with them, such as completing paperwork, we will complete a new Good Faith Estimate so that you can anticipate the cost of your care. If you are billed for more than this Good Faith Estimate, ​under federal law, you have the right to dispute the bill. You may contact the health care provider or ​Mynd Matters, to let us know the billed charges are higher than the Good Faith Estimate. You can ask ​us to update the bill to match the Good Faith Estimate, ask to negotiate the bill, or ask if there is financial assistance available. You may also start a dispute resolution process with the U.S. Department of Health and Human Services (HHS). If you choose to use the dispute resolution process, you must start the dispute process within 120 calendar days (about 4 months) of the date on the original bill. There is a $25 fee to use the dispute process. If the agency reviewing your dispute agrees with you, you will ​be asked to pay the price on this Good Faith Estimate. If the agency disagrees with you and agrees with the health care provider or facility, you will be asked to pay the higher amount.

For questions or more information about your right to a Good Faith Estimate, visit or call 1-800-985-3059.

Urgent/Emergent Situations:

If you are experiencing an emergency, please call 911 or report to your nearest emergency department. If you need to get in touch with your provider for an urgent matter that cannot wait until normal business hours, you may call the office phone number, listen to the after-hour’s message and dial the extension to connect with the clinician on call. If the clinician agrees that the matter cannot wait until normal business hours, an effort will be made to contact your therapist/psychiatrist who will try to get back to you within an hour. Do not leave urgent messages on an automated answering system.