We require that you provide 48-hour notice should you need to cancel or reschedule an appointment. We understand that situations out of our control arise, but excessive (up to 3) episodes of late cancellations or missed appointments (no-show) may lead to termination of care. In the event of no response from the patient or guardian, a termination letter will be sent via certified mail.

If you are more than 10 minutes late to an appointment, your appointment will need to be rescheduled. It is imperative you arrive on time and consistently attend your appointments to help maximize your mental health outcomes.

A fee of $100 for evaluations and $50 for follow-up appointments will be applied for cancellations made with less than 48-hour notice from the appointment time.

Avena Psychiatry will soon begin accepting commercial insurance plans including Aetna, Anthem, Cigna and Evernorth, Oscar Health, Oxford, and UnitedHealthcare UHC. We can also furnish a medical receipt, commonly known as a superbill, which you can submit to your insurance for potential reimbursement. Reimbursement rates are contingent on your individual insurance plan and may fall within a range of 0-100%. For precise information on reimbursement rates, we recommend reaching out to your insurance plan directly.

* Note that we are unable to accept private payments from patients covered by Medicaid (Health First Colorado).

Once your care is established, please use the practice's phone number and email for communication. Communication occurs within regular business hours unless alternative arrangements have been made.

*Please note that Avena Psychiatry does not offer urgent or emergent services. If you are experiencing a crisis or require immediate assistance, please dial 911 or visit the nearest emergency room. If you would like to speak with someone but are not in immediate danger, you can contact the National Suicide Prevention Lifeline at 988.

Obtaining refills without a scheduled appointment does not align with our optimal care approach. It is essential to note that, as a standard policy, refills are addressed exclusively during appointments. Ensuring you have an adequate supply is your responsibility to prevent any interruption in care. Should you miss an appointment, it's your responsibility to reschedule before your medication runs out.

In situations where an appointment is canceled or missed, and a refill is required, a fee will be incurred. We encourage planning ahead to ensure appointments align with refill needs.

* Kindly note that obtaining medications may be delayed by prior authorizations, and we have no control over the duration of insurance authorization processes.

Please be informed that we do not fill out state disability forms. Sometimes, clients may require accommodations or leave from school or work. To assist with such documentation, please keep us informed about symptoms and any missed work, school, or difficulties in functioning promptly through emails or weekly appointments.

Any information disclosed to Avena Psychiatry and all services provided by Avena Psychiatry remains strictly confidential. If you wish to obtain your records or have them sent to another provider or entity, please utilize the release of information form. Your information is not shared with any other party without your explicit consent, except when mandated by law or necessary for billing purposes.

Avena Psychiatry is required to reveal information under the following circumstances:

- when a client poses a significant threat to themselves or others

- in cases of abuse or neglect involving children, elders, or intellectually disabled individuals

- if a loss of consciousness occurs while driving

- upon receiving a court order

- when actions are deemed necessary for collecting payment

- if an insurance company requests information for reimbursement of services

In a telehealth or telemedicine session, you'll connect with your provider securely through a HIPAA-compliant video link on your computer, phone, or tablet. The link will be included in the email reminder sent to you prior to your appointment. We encourage you to click on the link and test it before our scheduled appointment to ensure a smooth experience.

LOCATION: While these appointments are conducted virtually, medical licensing regulations prohibit practitioners from meeting with patients in states where they are not licensed. Therefore, please ensure you are located in Colorado for your session.

Tips for successful telemedicine appointments:

- Test out the telehealth link when you receive your email and download the app if you plan to use your phone or tablet during our appointment.
- Ensure you choose a private and quiet location for the appointment.
- Please keep the phone or computer stationary during the appointment. You can lean it against a wall or another object for stability.
- You will need download speeds of at least 10 MPS. If you have limited bandwidth, minimize Wi-Fi sharing.
- Please close other applications and mute notifications on your devices to minimize distractions.
- Headphones or earbuds will improve hearing capabilities and increase privacy.

If your medication is lost, you should file a police report and notify both us and the pharmacy. Controlled medications will not be refilled earlier than their fill date. To minimize the risk of medication loss, store them in a secure place, out of children's reach, and avoid carrying more medication than necessary during travel.

Avena Psychiatry provides assistance to clients who desire to taper off benzodiazepines but does not initiate or maintain benzodiazepine treatment.