Below is an excerpt from my full practice policies. The full document will be available for you to review and sign in the patient portal as part of the intake and consent process.

Cancellation/No-show policies:

• There is a 10 minute grace period for appointments. If you are more than 10 minutes late, you will be marked as a no-show and may be charged accordingly.

• You are responsible for attending all scheduled appointments. If you need to cancel or reschedule, you must cancel via the patient portal at least 24 hours in advance. Cancellations made with less than 24 hours' notice will incur a $75 late cancellation fee. Missed appointments without notice will result in a $100 no-show fee.

  • The first no-show/late cancellation will be waived as a courtesy.

  • Exceptions may be made for emergencies or unforeseen circumstances. Decisions will be made on a case-by-case basis at the discretion of the practice.

  • The following situations are considered no show/missed appointments:

    • Not attending your appointment without prior notice

    • Arriving more than 10 minutes late for your appointment

    • If you do not follow the telehealth policies outlined (e.g., are driving or are a passenger in a moving car, or are in a public space without privacy, or you are located outside of Connecticut)

  • I do offer text and email reminders. This is done as a courtesy and only if you consent to receive such communication. It remains your sole responsibility to keep track of and timely attend all scheduled appointments, regardless of whether you receive the text or email reminder.

  • If you miss more than 3 appointments in a 12 month period, you may be discharged from the practice and appropriate referrals to other practices will be offered.

Communication:

• All communication takes place through the secure and HIPAA compliant patient portal, IntakeQ.  If you need to contact me between sessions, please send me a message via the patient portal. 

• Communication between sessions is limited to brief questions, scheduling concerns, refill requests, etc. It is not intended for therapeutic content or emergencies.

• I am often not immediately available; however, I will attempt to respond as soon as possible and nearly always within 24 business hours, but please allow up to 48 business hours for a reply. 

• Wirtz Mindful Psychiatry & Wellness does not offer after-hours or weekend coverage. If you contact the practice outside of office hours (Monday–Thursday, 9:00 AM–5:30 PM), your message will be responded to when office hours resume.

Telehealth Policies:

• All telehealth visits take place through our secure and HIPAA compliant platform.

• You must be located in Connecticut at the time of your appointment.

• Your camera must be kept on for the duration of the appointment. This allows for appropriate engagement and clinical assessment.

• For your safety and to ensure privacy, you may not attend sessions while driving. Sessions must take place in a stationary, private location.

• Sessions should be conducted in a private and quiet space to protect your confidentiality, allow for focused conversation, and ensure HIPAA compliance.

• Please be fully dressed in appropriate clothing, just as you would be for an in-person visit.

• Please refrain from using any and all substances (e.g., alcohol, cannabis) during sessions.

• Please ensure you have a reliable internet connection to avoid disruptions. If technical issues arise, we will attempt to reconnect or reschedule as needed.

• Recording of telehealth sessions is not permitted.

Medication Policies:

• Medication refill requests will be responded to during visits. Refill requests outside of appointments should be made through the patient portal at least 3 business days in advance. Please check with the pharmacy FIRST to see if there is a refill available.

• The duration of refills for any missed appointments will be determined by your provider. Refill requests may be declined if missing appointments becomes a recurring pattern without appropriate rescheduling.

• Katelyn Wirtz, APRN must be your sole prescriber for all psychiatric medications.  If you are receiving psychotropics from multiple providers, you will be discharged.

• Habit-forming medications (such as benzodiazepines) are prescribed cautiously at Wirtz Mindful Psychiatry & Wellness.  

• Benzodiazepines are intended to be used on a short term or as needed basis and not indicated for daily or long term use. If you are currently on a daily dose prior to becoming a patient, you must agree to treatment plan which includes a safe taper off these medications.

• Wirtz Mindful Psychiatry adheres to strict prescribing policies for benzodiazepines and stimulants which include the following:

  • An in-person visit is required before being prescribed any stimulant medication.

  • You are required to attend an in-person appointment at least once per year; all other visits may be done via telehealth.

  • A toxicology screen is required upon initiation of controlled substance prescription, and periodic urine screenings may be requested at the discretion of the practice.

  • No early refills will be made under any circumstances. 

  • The prescription drug monitoring program (PDMP) is routinely monitored. 

  • If it is discovered that you are obtaining controlled substances from unauthorized sources (including other providers or individuals), you may be discharged from the practice.

Financial policies:

• All clients must place and keep a credit or debit card on file in our secure system for appointments fees.

• I am currently in-network with Aetna, Anthem, Blue Cross Blue Shield, and Cigna. I am in the process of getting credentialed with Oscar Health, Oxford, and United Healthcare. Insurance billing is processed through Headway. If you wish to use your insurance, you must register with Headway prior to your appointment; otherwise, you will be responsible for the full self-pay rate.

• I am unable to accept any patients with Medicare or Medicaid for primary or secondary insurance, even if self-pay.

• Self pay rates are $300 for initial psychiatric evaluation and $150 for medication management follow ups.

• A portion of autism assessment services are self pay only. The total cost ranges $550-1,900, depending on your needs and goals. For a detailed breakdown of the process and associated fees, please visit the Autism Assessment page.

• Self pay client’s cards will be charged the fee at the time of the appointment. A superbill can be provided for insurance reimbursement if using out of network benefits.

• If you have an unpaid balance that is more than 30 days past due, your next appointment may be canceled until the balance is paid in full.

• Under the law, health care providers need to give patients who don’t have insurance or who are not using insurance a “Good Faith Estimate”, an estimate of the bill for medical services.

Confidentiality:

• I am fully committed to safeguarding your privacy and maintaining the confidentiality of your personal health information. This is both an ethical responsibility and a legal obligation. The law protects the privacy of communication between a client and provider, and no information will be shared without your explicit, written consent—except in the specific situations outlined below.

• Your information may be disclosed without your consent under the following circumstances:

  • Coordination of Care: We may share your health information with another physician or healthcare provider involved in your treatment to ensure continuity of care.

  • Legal Requirements: We may be required to respond to a valid court order or subpoena.

  • Abuse, Neglect, or Safety Concerns: We may disclose your health information when necessary to prevent a serious threat to your health or safety, or the safety of others. This includes situations involving the suspected abuse or neglect of a child, dependent adult, or elder. If there is a credible threat of serious harm to another person, we have a legal and ethical duty to take appropriate action, which may include notifying the potential victim or authorities—this is known as a “duty to warn.” These exceptions exist to ensure your safety and the safety of others.

Safety policies:

• If a patient is assessed to be a danger to themselves, others, or is gravely disabled—and a safety plan cannot be established—we will contact your designated emergency contact and initiate crisis intervention or emergency services as needed to ensure your safety.

• Threatening behavior or speech, either implied or direct, will not be tolerated and may result in immediate discharge from the practice.

• Please note that Wirtz Mindful Psychiatry & Wellness is not available for crisis management outside of scheduled appointments. If you are experiencing a psychiatric emergency, you agree to seek immediate help by calling 911, contacting 211 for mobile crisis, or going to the nearest emergency room.