River Road Psychiatry, LLC
Terms and Conditions
Welcome to River Road Psychiatry, LLC (“RRP, LLC”). We strive to provide our patients with the best care possible.
Paperwork must be completed at least 24 hours prior to your first appointment with the practice. Initial paperwork includes providing a valid credit card to be kept on file and credit card authorization. If paperwork is not received by this time the appointment may be canceled.
Initial Psychiatric Evaluation
The first appointment is an evaluation. At the end of the initial psychiatric evaluation, the RRP, LLC provider may determine that it would be best for you to be referred to another provider based on your clinical needs and/or treatment goals. Attending the initial psychiatric evaluation is not a guarantee that you will be scheduled for a second appointment, or that any medication will be prescribed.
Voicemails are checked Monday-Friday between 9:00 a.m. and 4:00 p.m. Voicemails received will be returned within two business days. Over use of the availability of RRP, LLC providers will be addressed directly between the patient and provider.
Patient Portal & Email Communication
To be used for issues related to scheduling/administrative matters only. Email is not appropriate for communication including: 1) emergencies, and 2) therapeutic conversations. If you give consent and if you choose to file with your insurance company for possible reimbursement, a document containing necessary information (including your name, dates of sessions, diagnosis and billing code) will be emailed to you upon request at the end of each month. If you wish to receive this document as hard copy, we can also make that available.
Any communication containing protected health information (PHI) should be sent via the patient portal. The portal should only be used for non-emergent clinical matters. Portal messages will be returned within two business days. Not all matters can be resolved via the portal. Your provider may request that an appointment or phone call be scheduled to discuss a clinical matter.
If PHI is transmitted electronically it is the responsibility of the patient to protect their end of the information including keeping their phone, email, fax or other form of communication secure.
Social Media: As a rule, we do not engage with current or former patients on social media. This helps maintain your confidentiality and is important for maintaining a therapeutic relationship.
No Show/Late Policy
A minimum of 48 hours’ notice is required for cancellation of all appointments. If you miss your appointment without cancelling or cancel less than 48 hours in advance, you will be charged the full amount of the appointment using the card on file and at the time of the missed/late cancellation appointment. This includes initial appointments. Arriving 15+ minutes late for your appointment is considered a no show. You are responsible for remembering your appointment date and time. If a working email/phone number is on file and you elect to receive reminders, automated reminders may be sent but should not be solely relied upon for scheduling.
More than three missed appointments within in a year may result in discharge from the practice.
All forms, medication prior authorizations, letters, or other paperwork will be assessed a base fee and any time above 15 minutes will be billed at a prorated hourly fee. Fees will be charged to the patient’s credit card kept on file. Paperwork can take up to 10 business days to complete.
*We do not complete Social Security Disability Insurance (SSDI) or Emotional Support Animal (ESA) paperwork/letters at this time.
No charge for refill requests made during regular business hours. Refill requests may take up to two business days to complete.
A fee will be charged for 1) urgent refill requests made outside of business hours (Monday-Friday 9am-5pm) including weekends and holidays or 2) refill requests made when a patient has not scheduled/attended a follow-up appointment and needs medication to get through until the next available appointment.
RRP, LLC does not provide care outside of regular business hours (Monday-Friday 9am-5pm). Patients experiencing any medical or psychiatric emergencies should call 911 or go to their nearest emergency room.
Another provider may provide vacation coverage for non-emergency questions/concerns during regular business hours (Monday- Friday, 9am-5pm). ADHD/stimulant or other controlled medication refills may not be available during your provider’s vacation period.
There is no charge to provide an invoice or “Superbill.” Some individuals use these documents to seek partial reimbursement from their insurance carrier.
Subpoena for Witness
If a provider is subpoenaed for court/deposition there is an hourly fee (See Fee Form). This fee applies to any time spent in preparation, travel, waiting, testifying or any other time directly related to the subpoena. Payment in full is required 5 business days prior, and the balance is due within 48 hours after. If the court hearing/deposition is canceled for any reason less than 5 business days prior to the date, the full fee is charged (for time spent preparing plus two hours).
All communication and clinical treatment will be documented in the patient chart. Both the law and the standards of the profession require such. You are entitled to receive a copy of these records if you make such a request. If you or your current provider feel that seeing them would be harmful to you or your treatment, we will be happy to provide a treatment summary instead. We will release records to other parties only when requested. A completed and signed Consent for Release of Confidential Information form is required before releasing any documents to anyone and must be submitted via fax, mail, or in person (email requests/attachments not accepted).
There is no guarantee of confidentiality under the following conditions:
If your provider suspects you are in imminent danger of harm to self or others, or a child or elderly person is being abused or neglected (as providers are mandated reporters). Your provider may be required to take protective action. These actions may include notifying the potential victim, contacting the police, or seeking hospitalization for the patient. If you threaten to harm yourself, your provider may be obligated to seek hospitalization for you or to contact family members or others who can help provide protection
If a court orders a release of information
If you initiate a malpractice lawsuit, or a billing dispute with a financial institution
If your insurance company requests to review your case (i.e. related to a medication prior authorization)
If you pay by credit card, our practice name may appear on your credit card statement
Between providers and administrative staff, or colleagues with whom our providers consult professionally. During a peer consultation, identifying information is not provided
We offer appointments utilizing a confidential, HIPAA compliant video platform. There may be circumstances when an in-person appointment is required based on the medication being prescribed (i.e. psychostimulant medication).
Controlled Substance Prescription Policy
The Virginia Prescription Monitoring Program (PMP) is used to obtain patient prescription histories. It is up to the prescriber to determine if a controlled substance should be prescribed and it is not guaranteed any controlled substances will be prescribed.
Controlled Substance Agreement- Patients will be required to sign annually.
Refills – The patient is responsible for the medication. If the medication is lost or stolen early refills will not be given. The Provider reserves the right not to prescribe this medication again.
Abuse / misuse - If at any time it is determined that a patient is not taking prescribed controlled substance medications as directed or over taking the medication this will be discussed with the patient. In such cases, the provider reserves the right to non-voluntarily discharge the patient, refer them to a substance abuse/detox clinic, and not refill the medication. The provider is not required to give a 30-day supply of medication in the case of misuse.
Drug testing – All patients that take controlled substances must be willing to take a random drug test. Patients may be required to go to LabCorp for a formal drug screen of hair, urine, or blood within 24 hours of a request. If non-compliant, the provider reserves the right to issue a non-voluntary discharge without medication refill.
Failure to Disclose/Failed Drug Test – If a patient tests positive for a substance (over-the-counter, legal, or illegal) that has potential for abuse that was not previously disclosed to the provider, this will be discussed with the patient and the provider reserves the right to issue a non-voluntary discharge without medication refill.
Non-Voluntary Discharge Policy
A non-voluntary discharge may be given to the patient at any time via a mailed termination letter. Some reason for termination as follows but not limited to 1) Non-compliance with treatment, 2) Violence/perceived threat of violence, physical or verbal intimidation, abuse to any staff, clients, persons including family or friends associated with RRP, LLC. If necessary, local law enforcement may be contacted.