Punctuality

If you arrive more than 15 minutes late to an appointment, it will be considered a late cancellation / missed appointment and you will be rescheduled for another time.

We understand that sometimes it is just not possible to keep an appointment, and we will always listen and record the circumstances for the postponement or cancellation. In certain circumstances the charge for the appointment time may be waived at our discretion, on a case-by-case basis.

Cancellations

Weekends and Federal Holidays do not count as normal business hours.

For example, if your appointment is on a Monday at 3:00 pm CST, we must be notified by the Friday prior by 3:00 PM CST to fall within the 24-working hour cancellation policy.

Missed Appoinments

Appointments must be cancelled at least 24 working hours in advance. If you cancel your appointment with less than 24 working hours notice, you will be charged for that time.

Legal Notes

MindCare Matters is not a Forensic Psychiatry office. Forensic court work and forensic psychiatry are specialities that we are not trained in. If needed, we are happy to refer you to someone who does this type of therapy.

MindCare Matters does not provide court evaluations or court testimonies. Please inform us immediately if you are involved in, or plan to go to court. We accept clients only under the specific agreement that they will not involve Felicia McNeil, PMHNP-BC or the MindCare Matters team in any legal matters including, but not limited to: child custody, workers’ compensation claims, and criminal cases. We do not provide legal opinions, perform psychiatric evaluations for legal purposes, nor do we testify for disability or child custody cases.

If we are ordered to testify in proceedings, it seriously undermines our therapeutic practitioner-patient relationship, is very disruptive to the office routine, and is unfair to our other patients.

Unattended Children Policy

MindCare Matters is not equipped to provide childcare or supervision for children during appointments. Ensuring a safe and appropriate environment for all clients is a priority, and our providers must be able to give their full attention to the individual receiving care.

MindCare Matters does not allow children to be left unattended in the office at any time. Please inform us in advance if childcare arrangements may impact your ability to attend your appointment. Clients are responsible for ensuring that a responsible adult is present to supervise any children who are not participating in the session.

If children are brought to the office, they must remain under direct supervision by an adult at all times. Unattended children in the waiting area, hallways, or office spaces present safety and liability concerns and are not permitted.

If appropriate supervision cannot be arranged, we are happy to assist with rescheduling your appointment or transitioning to a telehealth visit when possible.

Letters & Forms Policy

If you are requesting a letter to be written on your behalf or forms to be completed, please keep in mind that your request will take 3+ business days to complete. Our medical provider must approve and sign all letters before they can be picked up/mailed/faxed. The minimum turn around time for letters is one week, so please request them 1-2 weeks in advance. Fees for providing written documentation, filling out forms, letters, etc. start at $25 and increase due to the complexity of the communication.

• Forms start at $25 and increase due to the complexity of the communication.

• Copies .25 per page

Disability Claims

If you are requesting assistance in completion of a disability claim, please make note of the following:

****Short Term Disability and FMLA Paperwork ONLY! We do not process paperwork or evaluate for Social Security Disability!****

1. MindCare Matters does not "give" disability. We can only report symptoms and response to treatment to the company that handles your disability insurance.

2. We do not backdate disability.

3. If regularly scheduled appointments are not kept, we will notify your disability carrier.

4. Our providers first priorities each day are to see scheduled patients; therefore, they will complete letters and forms as time permits. Disability paperwork requests take 7 to 10 business days to complete.