Clinic Policies & Procedures

Revised: January 2026

Sessions are by appointment only.
Your scheduled appointment time is reserved for you. If you are 15 minutes late or more, the session may need to be rescheduled and will be billed as a missed appointment.
If you are running late or need to cancel, please notify us as soon as possible.

We require at least 24 business hours’ notice to cancel or reschedule an appointment for both initial and follow up appointements.
Late cancellations (canceled <24 hours) and missed appointments will incur a $150 no-show fee.
Repeated no-shows (ie, 3 consecutive missed or rescheduled appointments) may result in discontinuation of care.

We require a credit card on file and credit card authorization for all clients. We will charge your credit card automatically for:
- Co-pays
- Deductibles/co-insurance
- Uncovered services
- Self-pay fees
- No show/late cancellation fees
Deductibles, co-insurance, and any other remaining patient liability are automatically charged after the insurance company sends out Explanation of Benefits (EOB).
Your credit card is kept confidential and secure in compliance with the Payment Card Industry Data Security Standards.

We are in-network with some insurance plans. Please see the website and communications from the clinic for the plans we are currently in net-work with, as this is subject to change.
Charges are due at the time of visit
You are responsible for:
- Copays, deductibles, and non-covered services
- Notifying us if your plan requires prior authorization prior to appointment. If prior authorization is not obtained and the claim is denied, you are responsible for the visit cost.
- Charges if your insurance plan has maxed your annual visit limit
All visits are billed using standard CPT (Current Procedural Terminology) codes based on clinical complexity, medical decision-making, and services provided, which includes non face-to-face time. Codes are assigned in accordance with insurance and regulatory guidelines, and cannot be changed to accommodate coverage preferences or to match a specific benefit level.
Coverage and patient responsibility varies depending on the plan’s benefits and codes used.

We provide telepsychiatry services via a secure, HIPAA-compliant platform.
Please ensure a private, distraction-free setting and a stable internet connection.
If technical difficulties prevent the visit, we will attempt to reconnect or reschedule.

For routine calls, please use our main line at (202)-979-2880.
Please do NOT use this clinic, including its telehealth services, for emergency or urgent medical matters.
- For all urgent or emergency matters that you believe may immediately affect your health, you must immediately call 911 or go to the nearest emergency room or urgent care facility. After assuring your safety, please contact your provider as soon as possible.
Patients may contact their provider primarily through the HIPAA secure patient portal.
- Please note email transmission can fail to be properly delivered and is subject to interception, delay, unauthorized amendment or viruses. Urgent or confidential messages should NOT be communicated via email.

You are responsible for ensuring appointments are timely scheduled to avoid running out of medication.
Before requesting a refill, please check with your pharmacy to make sure you don’t already have one waiting.
Refill requests can be made through the patient portal.
Refill requests are fulfilled at the discretion of the provider, and may require an appointment.
All routine prescription refill requests should be made at least three (3) days in advance so the NP has sufficient time to approve the refill.
Medication changes require follow-up visits.
Controlled substances are prescribed in accordance with state and federal law.

If you have not seen your provider for ninety (90) days (or within the mutually agreed upon time at the last session, if longer than 90 days), you will be considered “inactive” (for example, after three consecutive missed appointments).
If you wish to return, you can do so and we will reactivate your file at the discretion of the provider. When reactivated, you might be asked to schedule a new patient appointment.

Provider-patient communication is governed by the rules of confidentiality.
Urban Psychiatry & Wellness will not release patient records, charts or written information without your prior consent unless required by law.
Patient records/files are retained for three years (or the statutory minimum).
Copies of charts, or treatment summaries in the case of a request for psychotherapy notes, will be made available as requested, and minimal fees will apply.
Your confidential medical information will only be divulged in an exceptional circumstance, such as when you or another individual is in harm’s way or otherwise required by law.

Requests for letters (e.g., ESA, work accommodations, disability paperwork) may incur a fee depending on complexity.
Please allow up to 7 business days for completion.

You may request a copy of your records.
Electronic copies: Flat fee of $6.50
Paper copies: $0.76/page + prep fee (per state law)
Postage: Additional if mailed

You may choose not to use insurance and pay privately instead.
You may request a receipt for potential reimbursement, but the clinic does not submit out-of-network claims.
Rates include $400 for psychiatric evaluations and $200 for follow up appointments and may periodically vary.