Office Hours

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Our office opens at 9:00 a.m. and closes at 5:00 p.m. Monday through Thursday, and 10:00 a.m. to 2:00 p.m. on Friday. The telephone is answered during business hours, and any messages left after 5:00 p.m. will be returned the next business day. The office is closed daily between 12:30 pm-1:30 pm for lunch. Please be prepared to leave a voice message when you call.

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Letters and Documentation

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We do not bill for routine school/work excusal forms to attend your appointment, however, if you require more extensive documentation of disability, you will be billed for the amount of time it takes your physician to complete the report. For instance, if it takes 15-minutes to write, it will be billed as a 15-minute appointment. In the unlikely event that legal testimony, documentation or consultation is required for any reason (with or without a subpoena), you are financially responsible for the amount of time needed to complete the service, including travel if needed.

 

Payment

 

Payment in full at time of visit is expected unless prior financial arrangements have been made. Payments may be made by cash, check, Visa, MasterCard, or Discover. We do not accept American Express.

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WPPA does not accept insurance, however, we will provide you with a detailed receipt that can be used to file on your insurance’s out-of-network benefits for reimbursement, if you choose to do so. The amount of reimbursement varies by plan, so please contact Member Services for verification. We cannot guarantee payment of your claims with insurance companies or other persons. Please remember to keep a record of your invoices from each office visit. Requests for photocopies of your receipts or requests for a history of your appointments may result in a $35 processing fee.

 

We also require a credit card (Visa, MasterCard, or Discover) on file to reserve your appointment time. Your card will only be charged if you do not show up for your appointment, or if you give less than 24 hours notice canceling an appointment when it is not a true emergency. Monday appointments must be canceled or rescheduled by 5:00 p.m. the preceding Thursday.

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Scheduled Appointments

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A standard medication management checkup appointment is normally completed within 15-30 minutes and may be scheduled over the phone. If you know ahead of time that you will need additional time for your appointment, please inform the person scheduling your appointment, so appropriate adjustments can be made to the schedule. Scheduling the appropriate amount of time you need, prior to your session, will help us keep schedule delays to a minimum and reduce frustrations for other patients waiting for their appointments.

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Please understand that occasionally the person(s) being seen before you may need additional time that was not accounted for in our daily schedule. These situations occur in this line of business and will never be completely eliminated. Our practice has always provided the additional attention and care needed to assist the person in session and will continue to do so, and we trust you will be empathetic, as we understand that your time is valuable as well.

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When unforeseen emergencies arise and the delay becomes substantial, you may be asked to reschedule your appointment. In those instances, we will work with you to accommodate your schedule for your next session. We will require future appointments be scheduled for longer amounts of time for those patients whose sessions are being extended on a regular basis.

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If you will be bringing a family member with you to your appointment, please plan accordingly by scheduling your appointment for an additional 15 minutes. If you have not had an appointment in over 6 months, schedule at least 30 minutes for your appointment. If you have not had an appointment in over 12 months, you will be required to re-establish care as a new patient which will take at least 45 minutes.

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If you arrive late for your appointment, you may be asked to wait until the next available opening on that day, or you may be asked to reschedule your appointment. If you must reschedule due to your delay, you may be required to pay for your missed session that day unless unavoidable circumstances created the delay.

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You are expected to schedule your return appointment after your session and before exiting the office. Certain situations require that you call at a later date or time to schedule your next appointment. It is your responsibility to contact us. Please remember that the schedule fills quickly, and if you delay in scheduling your follow-up visit, your options for dates and/or times may be very limited.

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Reminder Calls

 

We perform reminder calls two days before your scheduled appointment. These are done as a courtesy only. It is your responsibility to remember your appointment date and time, even if you do not receive a reminder call. If you are unable to attend your scheduled appointment and you do not reschedule more than 24 hours before your actual session time, you will be billed the standard fee as described in our Current Fee Schedule (below) for your missed visit. Exceptions to this policy may be granted for emergency situations only.

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It is your responsibility to ensure that your telephone number(s) and email address(es) are correct and your preferred contact number is documented in our system to facilitate you receiving a courtesy reminder.

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Prescription Refill Requests

 

Controlled substance prescription requests should be called in to our prescription line at least 2 days prior to your preferred prescription pick-up date.

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Pharmacy refill requests for non-controlled substances should be requested from your pharmacy and received by our office at least 2 days prior to your preferred prescription pick-up date. Allow 48 hours processing time once the request is received by our office. Some pharmacies routinely deny receiving a response from our office. We will work diligently to reduce those occurrences as recalcitrant pharmacies are identified. In addition, a pharmacy may not fill a prescription request due to an insurance company’s deferral, rejection, or need for additional information. Deferrals can be triggered by requesting a refill too soon, and denials can be issued for numerous reasons.

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Occasionally, prescription insurance companies require a prior authorization notice from our office regarding certain medications and dosages. We will be happy to process the request once notified, but please understand that this will delay the availability of your prescription because of the prior authorization process. You can pay out-of-pocket for part or all of your medication if you are running low and keep your receipt, as you should be reimbursed by the pharmacy once the authorization has been approved. If your prescription is not available at your pharmacy and a reasonable amount of time has transpired since your initial request, please verify with your pharmacy that an insurance hold has not been placed on your request for any of the aforementioned reasons.

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WPPA has no financial relationships with pharmaceutical companies and no undisclosed conflicts of interest.

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Online Presence

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Please review our Social Media Policy for an in-depth look at how we conduct ourselves on the Internet as mental health professionals. We will never disclose any individual information, online or offline, without explicit permission and direction from the person in question.