Policies

Office Hours And Emergencies:

Our office hours are Mon through Fri, 9 AM to 5 PM. Our office is closed on all major holidays. We do not provide crisis or weekend services but do have an after-hours coverage. If you have a life-threatening emergency, please go to the nearest emergency room or call 911

Insurance:

Medical expenses are patient’s responsibility regardless of insurance coverage. While we verify your benefits with your insurance company as a courtesy, a copay or coinsurance info provided by us is not a guarantee of insurance coverage or payment. Patients are responsible for knowing the stipulations of their insurance policy. If for some reason your insurance company fails to pay for services rendered and/or you are not eligible at the time the services are rendered, the patient is still responsible for payment. You also agree to take full responsibility for the entire amount due for any and all services rendered that are not covered by your insurance carrier. You are responsible to timely notify our office for any changes of insurance or demographics information. You authorize your insurance plans to pay directly to White Oak Psychiatric Services for the services provided.

Medication Refill Policy:

Please note that there is a nominal fee of $50 for medication refills, which must be paid prior to the dispatch of your prescription. This fee covers the administrative costs associated with processing your refill request and maintaining the integrity of our services.
If you are on a controlled substance, we have the right to deny or hold your prescription until drug screening (UDS) is complete as ordered by your provider.
It’s important to understand that this fee is a one-time service charge and does not guarantee the immediate fulfillment of your medication request. We prioritize the well-being of our patients and aim to ensure that medication refills are provided in a timely manner. However, if it has been an extended period since your last appointment, we may require a consultation with one of our healthcare providers before authorizing a refill.

Cancellations And Missed Appointments:

Please be aware that fees for any missed appointments are not billable through insurance and must be paid directly by the patient. ‘Business hours’ refer to our standard operational hours, excluding weekends and public holidays. To avoid incurring these fees, please provide notice within the specified time frames prior to your appointment.

For New Patients (Medication Management): $60 Fee, 48 Hours Notice Required.
For Established Patients (Medication Management): $50 Fee, 24 Hours Notice Required.
For Same Day Cancellations: $40 fee

It is crucial to communicate any changes to your scheduled appointments within the designated notice period. Thank you for your understanding and cooperation.

Medication Prior Authorization:

Call our office: Report to the office staff that your insurance company requires a PA. Ensure we have a copy of your correct insurance card and your pharmacy number. If we do not have the correct insurance card, email a correct copy to [email protected] immediately.
Any medication that can be purchased using a Good RX card or other pharmacy discount card reducing the cost of the medication to $25.00 or less will be excluded from the PA process.

Scope Of Services:

We do not practice Forensic or Occupational Psychiatry. We do not get involved in worker’s compensation cases, divorce/child custody cases, or other legal matters including testimony or reports in civil matters.

Paper Work:

There is a $100 charge for FMLA paperwork completed by your provider. Please present your paperwork to the receptionist prior to your appointment. Any letter or forms requested by the patient will be charged a preparation fees of $50 and up. It’s at your provider’s discretion to complete it or not. Prepayment is required for any paper work and may take up to 5 business days.

Returned Checks:

There is a $50 charge for any returned checks.

Medical Records:

If you need a copy of your medical record, you must give this office a signed authorization from the patient.

Labs:

We may need to order labs in some cases. Please note the cost of labs is not included in your visit charges. It is your responsibility to ask the lab about their cost. You may choose any lab of your choice.

Testifying In Court:

If legal actions occur in which your physician is subpoenaed to provide testimony (such as in custody cases) you will be responsible to provide the following even if the subpoena is sent from the opposing side of the case: a.) travel expenses b.) hourly or per diem fees based on our existing fees from the time the physician leaves the office until she returns. At least 50% of the anticipated cost will be expected prior to the court appearance.

Communications:

We routinely use phone, email and text to communicate on scheduling, billing, refills and other matters related to our services. While we exercise caution, and encrypt electronic communication on our end, we expect the electronic communication is protected on your end (such as PIN for voicemail or password for email). If you do not feel comfortable with electronic communication, or if it isn’t protected on your end, please do not schedule an appointment with us.

Confidentiality:

White Oak Psychiatric Services, located in Missouri, is dedicated to upholding the highest standards of confidentiality within the legal framework of the state. While we prioritize the privacy of our patients, there are specific situations in which disclosure is mandated. These exceptions align with ethical and legal obligations to ensure the well-being of our clients and the community at large.

The following scenarios outline the common exceptions to confidentiality at White Oak Psychiatric Services:

Reporting of Child Abuse: Any evidence or suspicion of past or present child abuse must be promptly reported to the appropriate authorities.
Harmful Intentions: If an individual expresses intentions to engage in harmful, dangerous, or criminal actions against themselves or others, it is our duty to report such intentions to the relevant authorities.
Sexual Improprieties: Sexual misconduct by a former therapist or psychiatrist is considered a criminal offense and will be reported as required by law. Patients have specific rights in such reporting, and our physicians are available to provide clarification.
Legal Court Orders/Actions: Certain legal proceedings, such as custody cases, malpractice actions, and criminal cases, may necessitate disclosure as mandated by the law.
Fee Collection: In cases related to the collection of fees, disclosures may occur. Patients are encouraged to discuss any questions or concerns about this aspect with their healthcare provider for clarification.
At White Oak Psychiatric Services, we prioritize the confidentiality of our patients while ensuring that we adhere to legal and ethical standards. If you have any inquiries or require further information on these matters, please feel free to engage in a discussion with your provider.

Danger:

In the event that your provider, in her clinical judgment believes you to be dangerous to yourself or to someone else, by signing this consent you authorize her to contact either the person listed as your emergency contact or someone else to provide assistance through a crisis situation.

Right To Withdraw:

If a conflict arises for the client or the physician/provider, either has the right to withdraw from the treatment. If the provider feels the need to withdraw from providing treatment, she will inform client and will try to provide appropriate referrals and 30-day emergency care.