Clinic Policies

Appointments and Scheduling

Office Hours: Monday – Friday, 9am to 5pm
Appointment Hours in Richmond: 8am to 6pm
Appointment Hours in Arlington: 8am to 7pm
Appointment Hours in Norfolk: 8am to 7pm

We see patients by appointment only, walk-ins are not accepted at any location.

Initial Medical Evaluations are one (1) hour. Mood Disorder Treatments are 90 minutes or two and a half (2.5) hours depending on the therapy. Migraine Treatments are two and a half (2.5) hours. Chronic Pain Treatments are five (5) hours.

Cancellations

We understand that there are times when you must miss an appointment due to an emergency. However, when you do not call to cancel an appointment, you may be preventing another patient from getting much needed treatment. Conversely, the situation may arise where another patient fails to cancel and we are unable to schedule you for a visit, due to a seemingly “full” appointment book. If an appointment is not canceled at least 1 business day in advance you will be charged for the full cost of your appointment.

If you are more than 15 minutes late for your scheduled appointment time, we may have to reschedule and charge you for a no-show appointment. All patients are required to keep a valid credit card on file with the clinic. Please let us know of any changes in payment information. 

If you need to make a change to an appointment in your series, please note that any changes made after the series is scheduled can impact our ability to ensure that your infusions are completed in the time dictated by our physicians. If you do need to change these appointments, we do require 2 business days notice. We are not able to guarantee that we will be able to fit these appointments within the required window once they are changed.

​Fees and Payment

Your payment is due in full at the time of service. Payment may be made by credit card, cash, or check.

MindPeace Clinics does not participate with insurance plans for infusions and is considered an “out-of-network” provider. At the time of service, you will receive an itemized receipt (super-bill) that you can submit to your insurance company. Please contact your insurance company to understand your reimbursement for an out-of-network provider. You are responsible for obtaining reimbursement from your insurance company.

​Emergencies and the Urgent Line

If you are experiencing a life-threatening emergency, please call 9-1-1 and go to the nearest Emergency Department prior to contacting MindPeace Clinics. For extremely urgent matters, please call your clinic and leave a message. Extremely urgent matters may include:
  • Suicidal ideations, suicidal gestures, or thoughts of harming others,
  • Unexpected medication reaction with moderate or severe symptoms
  • Any unusual behavior or reaction that you fear could lead to physical harm.
Once your call has been received, a doctor will call you back as soon as they are able. If you are unable to wait for a response, please dial 9-1-1 and go to your nearest Emergency Department.

Controlled Medications

Since controlled medications are easily abused and there is an illegal market for these medications, the DEA and the Virginia Board of Medicine monitor prescribing and refill practices for these medications. If you are prescribed a controlled medication, it is critical that you follow the controlled medication policy. The policy is as follows:
You MUST take these medications as directed.
If you feel you need to adjust your dose to a higher dose of the medication, you must call the office and consult with your physician prior to making any adjustments to your dose.
You must be responsible with your medication and take measures to ensure that your medication is not lost or stolen.
If you require an early refill of your medication because you have adjusted your dose without consulting your doctor or because your medication was lost/stolen, you are in violation of the controlled medication policy. We understand that unexpected circumstances, out of your control, may result in you needing an early refill for your medication and will allow ONE violation of the controlled medication policy to allow for these circumstances. You will be charged $100 fee for an early refill of your controlled medication. Any subsequent violations of the policy will result in your termination as a patient with MindPeace Clinics. Due to the nature of these medications, MindPeace Clinics must be able to manage these prescriptions responsibly and in a manner to minimize any potential abuse.

​Letter Writing

​Letter writing fees will be based upon time requirements to compose the letter. Excused absence notes, brief accommodation notes, and other short notes that can be written quickly will generally incur no fee. Other types of letters often require a more substantial amount of time and will be charged at your regular session fee.

Returned Checks

A fee of $50 will be charged for all returned checks.

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