Office Policies

Clear guidelines outlining WBS Mental Wellness office policies, appointments, cancellations, Prescription Refill, and finances.

1. Cancellation, No-Show, and Rescheduling Policy

To ensure timely care for all clients, we ask that you notify us at least 24 hours in advance if you need to cancel or reschedule your appointment.
Late Cancellations/No-Shows: Cancellations or no-shows with less than 24 hours’ notice will incur a fee of $75. It is required to be paid prior to scheduling any further appointments with Well-Balanced Solutions.
Rescheduling: Please contact us at least 24 hours in advance to reschedule. If you must reschedule within 24 hours, we’ll do our best to accommodate you, though fees may apply.
Frequent Cancellations/No-Shows: If you have more than two No-Show appointments within a 6-month period, you are eligible for dismissal from Well-Balanced Solutions and thus will be denied any future appointments.
We understand that there may be exceptional circumstances beyond a client’s control that lead to a missed appointment. In such cases, our management team will review emergency situations on a case-by-case basis.

2. Prescription Refill Policy

Well-Balanced Solutions providers are making a commitment to work with you in your efforts to stability, mental wellness, and happiness. To assist you in this effort, we agree that: We will help you schedule your follow up appointment prior to leaving your appointment. If we must cancel or change your appointment for any reason, we will ensure medication coverage until the next available appointment. Hence, our providers will prescribe each patient enough medication to last until their next scheduled visit which takes the hassle out of having to call for refills.

Medication changes are made during scheduled appointments only. Medication changes do not occur outside of scheduled appointments.
We do not offer medication refills at WBS. We ask that you please reschedule and attend your scheduled office appointments to prevent any lapse in medication coverage.
We understand that life can happen. We are willing to accommodate certain situations requiring medication refills outside of appointment times. Please note a fee charge of $15 will apply to prescriptions filled outside of appointment visits and is due at the time of the request. This fee helps cover the time reserved for your appointment.
Medication refills that are completed outside of appointments require 48 business hours to complete. As a reminder, each patient will be provided with medication supplies to last until their follow-up visit. Providers at WBS strive to proactively anticipate your needs.

Controlled Medications:

What is a controlled substance?

A drug or other substance that is tightly controlled by the government because it may be abused or cause addiction. The control applies to the way the substance is made, used, handled, stored, and distributed. Controlled substances include opioids, stimulants, depressants, hallucinogens, and anabolic steroids

A follow-up visit is required before any refill of controlled medications. This ensures compliance with state and federal regulations, as well as monitoring your progress and safety.
Refills for controlled medications will not be authorized without a visit within the past 30 days.

Controlled Medication Rules:

1. Prescription and Refills:

Controlled substances will be prescribed by WBS providers, with refills provided as needed between appointments. It's your responsibility to schedule follow-up appointments on time. Refills for controlled substances are only provided during appointments.

2. Prescription from Outside Providers:

You are not to accept controlled substances from providers outside of WBS, except in cases of acute injury, illness, or surgery. If this occurs, you must inform WBS on the next business day, including details about the drug and dosage.

3. Pharmacy Use:

Only one pharmacy should be used for prescriptions. If a change is needed, WBS must be informed, except in emergencies outside the local area.

4. Medication Handling:

Medications should not be shared or misused. They should be taken as prescribed, with any changes discussed at office visits. The goal is to improve your quality of life, but no specific symptom, like anxiety, is guaranteed to be completely relieved.

5. Safety and Security:

Medications must be kept secure to prevent theft or misuse. They should not be left in accessible areas, and lost, stolen, or damaged prescriptions won’t be replaced.

6. Substance Interactions:

Do not mix prescribed medications with alcohol, sedatives, or illegal drugs.

7. Testing and Compliance:

Unannounced urine or blood tests may be requested. Any evidence of unauthorized drug use, alcohol, or attempts to falsify test results will violate this agreement.

8. Specialist Referrals:

Your provider may refer you to other specialists for further evaluation or symptom relief. Failure to follow through with referrals will be considered a violation.

9. Addiction Concerns:

If there are concerns about misuse, you may be referred for addiction treatment. Not following through with this referral may be a violation of the agreement.

10. Prescribing Controlled Substances:

WBS providers are not obligated to prescribe controlled substances. Failure to adhere to any part of this contract could result in discontinuation of prescriptions and possible dismissal from the practice.

Changes in Treatment:

If your treatment plan changes, an appointment is required to evaluate your progress before any new prescriptions are issued.

Mental Health Crisis Support:

We are dedicated to assisting you during mental health crises and urgent situations that may require follow-up care. To help us provide the best service, please review the guidelines below:

What Constitutes a Mental Health Crisis:

A mental health emergency involves situations where there is a potential risk of harm to yourself or others, intense emotional distress, or significant changes in mental health that require immediate attention. Our office is not equipped to handle these types of emergencies, so please call 911 or go to the nearest Emergency Room right away. If you are not in immediate danger but need urgent care resulting in a sooner appointment, please contact our office, and we will do our best to reschedule your appointment as soon as possible for the next availability.

Dial 988

Dialing 988 connects you to the Suicide and Crisis Lifeline, a free, confidential service available 24/7 for individuals experiencing mental health crises, including thoughts of suicide, self-harm, or emotional distress. Trained counselors offer immediate support, resources, and guidance. It’s a crucial tool for those in need of urgent help or someone to talk to in times of crisis, providing a safe space for anyone in emotional pain or crisis.

Finances

Out of pocket rates

$300

Initial evaluations:

$150

Follow-up appointment:

$50

Medical paperwork (FMLA, DMV Forms, Other letters/Form requests)

No Surprises Act and Good Faith Estimates

We are committed to transparency and ensuring you understand the costs of your mental health care. Under the No Surprises Act, we are required to provide a Good Faith Estimate (GFE) of expected charges to individuals who are uninsured or not using insurance.

What is a Good Faith Estimate?

A GFE is an estimate of the total cost of your mental health services, based on the information we have at the time of the estimate. It is not a guarantee of the final bill, and actual costs may vary if unexpected services are needed.

How to Request a GFE:

If you are uninsured or not using insurance, you have the right to request a GFE before scheduling services. Please contact us at [email protected] to request a GFE.

What to Expect in Your GFE:

Your GFE will include::

An itemized list of services expected to be provided.
Expected charges for each service.
Relevant provider information (name, NPI, TIN).
Disclaimers regarding the nature of the estimate.

We are dedicated to ensuring you receive the care you need without any surprise costs, and we will always be available to answer any questions regarding your coverage and billing.

If you ever have concerns or questions about your bill or the services you receive, please don’t hesitate to reach out to us. We’re here to support you in every way possible.

INSURANCES ACCEPTED

We participate in many insurance plans. If you are not insured by a company with which Well-Balanced Solutions (WBS) does business or do not have an up-to-date insurance card, payment is expected in-full at each visit. When you provide WBS with current and complete information, WBS will bill primary insurance. Please note that WBS verify your benefits as a courtesy. It is not a guarantee of payments. We ask that you confirm your coverage and network status with your insurance company. If your insurance does not pay, the charges are your responsibility. Please contact your insurance company with any questions you may have about your coverage.

**Please note, Well-Balanced Solutions does not complete disability forms. However, with informed consent, we will assist in releasing your medical records for review.**