Clinic Policies

Appointments and Scheduling

Office Hours: Monday – Friday, 9am to 6pm

Arlington Clinic: (703) 340-1454
Norfolk Clinic: (757) 337-1525
Richmond Clinic: (804) 286-0082

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

Ketamine defeats depression

Infusion Protocols

Ketamine is administered to a patient undergoing an infusion

Initial Medical Evaluations are one (1) hour.
Mood Disorder Treatments are 90 minutes or one and a half (1.5) hours.
Migraine Treatments are two and a half (2.5) hours.
Chronic Pain Treatments are five (5) hours.

Cancellation Policy

Cancellation / No show Policy – We ask for as much advance notice as possible for any appointment cancellation. Appointments must be canceled via phone at least one business day, a minimum of 24 hours, in advance and on the prior Friday for Monday appointments to avoid a cancellation fee.  For Infusion appointments and physician consultations, the fee is 50% of the scheduled visit cost.  If you cancel or do not show your Initial Medical Evaluation, the full cost of the appointment will be charged.   Please understand that a cancellation may impact future initial series appointments and our ability to accommodate all six infusions within 21-day guidelines from the American Psychiatric Association’s 2017 Consensus Statement on the usage of Ketamine for the Treatment of Mood Disorders.  All cancellations must be made by phone during normal business hours.  Failure to do so will result in you being charged the cancellation fee.   Mind Peace Clinics reserves the right to charge the full amount for patients that have a pattern of frequently canceling appointments within 24 hours.

Late Policy – If you are more than 15 minutes late for your scheduled appointment, we will evaluate if we can still accommodate your appointment. We may have to reschedule your appointment.  If this is the case, an infusion or consultation appointment cancellation fee of 50% of your appointment cost may apply.  If you are late to the Initial Medical Evaluation and have to reschedule, you will be charged the full cost of the appointment for the rescheduled visit.  Mind Peace Clinics reserves the right to charge the full amount for patients that have a pattern of frequently not showing to appointments without notice.

​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, MindPeace Clinics is not able to assist with this process. 

​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

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 by one of our physicians, it is critical that you follow the controlled medication policy.  

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 increased your dose without consulting your physician, or because your medication was lost/stolen, you will be considered in violation of the controlled medication policy. We understand that circumstances outside of your control may result in you needing an early refill for your medication. We allow ONE violation of the controlled medication policy to allow for these circumstances.  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 consistent with minimizing 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.