Practice Policies and Patient Information

Effective Date: July 1, 2026

Welcome to Vita Psychiatry for Women.

Our goal is to provide high-quality psychiatric care that is evidence-based, compassionate, and individualized to each patient's needs. We value professionalism, clear communication, mutual respect, and patient privacy. The policies in this document are intended to establish expectations, support continuity of care, and promote a safe and effective treatment environment.

Please review these policies carefully and contact the practice with any questions.

ELIGIBILITY FOR SERVICES

Vita Psychiatry provides outpatient psychiatric services to adults.

To receive care through the practice, patients must:

• Be eighteen (18) years of age or older.
• Be legally able to consent to their own treatment.
• Be physically located in Missouri or Kansas at the time of each appointment.
• Participate in treatment voluntarily and collaboratively.

A brief introductory phone call is offered before scheduling an initial evaluation. The purpose of this conversation is to determine whether the practice may be an appropriate fit. No diagnosis, treatment recommendations, or medical advice are provided during this call, and no physician-patient relationship is established.

The physician-patient relationship begins only after completion of an initial psychiatric evaluation and mutual agreement to proceed with treatment.

SERVICES PROVIDED

Vita Psychiatry offers outpatient psychiatric evaluation and medication management services.

Treatment recommendations are individualized and may include:

• Psychiatric assessment
• Medication management
• Diagnostic clarification
• Lifestyle and wellness recommendations
• Coordination of care with other healthcare professionals when appropriate

The frequency of follow-up appointments is determined by clinical need, diagnosis, medication regimen, and treatment response.

SERVICES NOT PROVIDED

Vita Psychiatry does not provide:

• Emergency psychiatric services
• Inpatient psychiatric care
• Forensic evaluations
• Court-ordered evaluations
• Child custody evaluations
• Disability determinations performed solely for benefit applications
• Evaluations performed solely for obtaining a medical marijuana card
• Emotional Support Animal letters
• Treatment of patients located outside Missouri or Kansas at the time of service

If a requested service falls outside the scope of the practice, referral resources may be provided when appropriate.

EMERGENCY AND CRISIS CARE

Vita Psychiatry is an outpatient practice and is not equipped to provide emergency or crisis intervention services.

If you are experiencing a psychiatric emergency, have thoughts of harming yourself or someone else, or believe immediate intervention is necessary:

• Call 911
• Go to the nearest emergency department
• Call or text 988 to reach the Suicide & Crisis Lifeline

Because outpatient psychiatric care is not a substitute for emergency treatment, urgent situations may require referral to a higher level of care.

Vita Psychiatry is not affiliated with any hospital system and does not maintain hospital admitting privileges.

APPOINTMENTS

Appointments are scheduled in advance.

Patients are expected to:

• Arrive on time
• Attend appointments as scheduled
• Complete required forms and questionnaires before appointments

Although every effort is made to remain on schedule, unforeseen clinical situations occasionally result in delays. When possible, patients will be notified of significant delays.

Patients arriving more than fifteen (15) minutes late may be required to reschedule.

Failure to complete required paperwork before an appointment may result in cancellation or rescheduling.

CANCELLATION AND NO-SHOW POLICY

We require notification 24 hours notice  the day PRIOR to your appointment to cancel or reschedule an appointment.

Late cancellations and missed appointments will be charged the 50% of the  visit fee to the card on file. Insurance and superbills do not reimburse missed-visit fees.

Repeated missed appointments interfere with continuity of care. Two (2) no-shows or late cancellations may result in dismissal from the practice.

Two consecutive missed appointments may result in the patient being dismissed from the practice.

Exceptions may be considered for documented emergencies or other extenuating circumstances.

TELEHEALTH POLICY

Telehealth services are available to eligible patients located within Missouri or Kansas.

Patients participating in telehealth appointments must:

• Be physically located in Missouri or Kansas during the appointment
• Use a device capable of audio and video communication
• Have a reliable internet connection
• Participate from a private location that reasonably protects confidentiality and minimizes interruptions.
• Be in a safe environment that allows full attention to the appointment.
• Not operate a motor vehicle, bicycle, scooter, heavy machinery, or any other moving vehicle during the session.

If a patient joins a telehealth appointment while driving, riding in a moving vehicle, or otherwise participating from an environment that the provider determines is unsafe or unsuitable for clinical care, the appointment may be paused, rescheduled, or terminated at the provider's discretion. Standard cancellation or appointment fees may apply.

The provider may determine that an in-person appointment is clinically necessary depending on diagnosis, treatment needs, medication requirements, or applicable regulations.

MEDICATION MANAGEMENT

Medication management is provided as part of an individualized treatment plan.

Patients are responsible for:

• Providing accurate medication information
• Reporting medication side effects
• Informing the provider of medication changes made by other clinicians
• Attending recommended follow-up appointments

Patients receiving ongoing psychiatric medications must generally be seen at least every three (3) months unless otherwise determined by the provider.

Prescription refills are generally addressed during scheduled appointments. Requests submitted outside of scheduled visits may not be approved if adequate follow-up has not occurred.

CONTROLLED SUBSTANCES

Controlled substances are prescribed only when clinically appropriate.

Additional safeguards may include:

• Prescription Drug Monitoring Program review
• Urine drug screening when clinically indicated
• Pharmacy verification
• Pill counts when clinically indicated
• Periodic in-person visits

Patients receiving controlled substances are expected to use a single designated pharmacy whenever possible.

Lost, stolen, damaged, or prematurely exhausted medications will not be replaced. And early refills will not be provided.

Vita Psychiatry does not prescribe medical marijuana.

COMMUNICATION

The preferred method of communication for non-urgent matters is through the secure patient portal.

Clinical questions should not be submitted through email, social media, or other unsecured communication methods.

Non-urgent messages are generally addressed within 1-3 business days, though response times may vary based on clinical volume and provider availability.

Complex concerns often require a scheduled appointment rather than portal messaging.

URGENT COMMUNICATION

Vita Psychiatry understands that unexpected concerns may occasionally arise between scheduled appointments.

For non-urgent questions, patients should contact the practice through the secure patient portal. Non-urgent messages are generally reviewed and responded to within 1-3 business days.

For time-sensitive clinical concerns that cannot reasonably wait until the next business day, patients may utilize the practice's urgent communication options. Depending on the nature of the concern, the psychiatrist may recommend an urgent phone consultation or an expedited appointment.

Current urgent communication fees include:

• After-hours page fee: $30 per occurrence
• Urgent phone consultation: Lasting longer than 15 minutes will be charged $25 per 15 minutes. 
• Urgent appointments: billed at regular appointment rate.

Urgent communication services are not emergency services. Emergencies should be directed to 911, 988, or the nearest emergency department.

CONFIDENTIALITY

Patient information is maintained in accordance with HIPAA and applicable state and federal privacy laws.

Information is released only:

• With the patient's authorization
• As required by law
• When necessary to protect the safety of the patient or others
• Pursuant to a valid court order or legal requirement

Patients will receive a separate Notice of Privacy Practices describing privacy rights in greater detail.

FEES AND PAYMENT

Vita Psychiatry is a direct-pay practice.

The practice does not participate in insurance networks and does not bill insurance companies directly.

The practice does not accept:

• Medicare
• Medicaid
• Tricare

Patients are responsible for all fees associated with services received.

Patients may choose to submit claims to their insurance carrier for possible out-of-network reimbursement. Reimbursement is not guaranteed.

Superbills are available through the patient portal for eligible services.

A valid credit or debit card must remain on file. Card will be charged the morning of service and must be paid before service is provided. 

Outstanding balances must be resolved before additional appointments or prescription services can be provided.

CURRENT FEES

Initial Psychiatric Evaluation: $450

Follow-Up Appointment: $225

Late Cancellation or No-Show Fee: 100% of scheduled appointment fee

Fees are subject to change with notice.

RECORDS REQUESTS

Patients requesting copies of medical records or transfer of care must submit a written authorization.

Processing times may vary depending on the volume and complexity of the request.

The practice will comply with applicable state and federal regulations regarding medical records.

NO RECORDING POLICY

To protect privacy, confidentiality, and the integrity of the therapeutic relationship, recording of clinical interactions is prohibited without prior written authorization.

This prohibition includes:

• Audio recordings
• Video recordings
• Screenshots
• Screen recordings
• Photographs
• Livestreams

The policy applies to:

• Telehealth visits
• In-person appointments
• Telephone conversations
• Interactions with providers or staff

Unauthorized recording may result in termination of services and other actions permitted by law.

SINGLE PSYCHIATRIC PRESCRIBER POLICY

To promote safe and coordinated psychiatric treatment, patients receiving medication management through Vita Psychiatry are expected to maintain a single primary psychiatric prescriber.

Patients must notify the practice if they begin treatment with another psychiatrist, psychiatric nurse practitioner, physician assistant, telepsychiatry provider, or online prescribing service.

Failure to disclose outside psychiatric prescribing may result in suspension of prescription services or dismissal from the practice.

Exceptions may be approved on a case-by-case basis.

TERMINATION OF CARE

The practice may discontinue treatment when clinically and legally appropriate.

Reasons may include:

• Repeated missed appointments
• Failure to follow treatment recommendations
• Non-payment of fees
• Threatening or abusive behavior
• Harassment of staff
• Unauthorized recording
• Failure to comply with practice policies
• Obtaining psychiatric medication management from another provider without disclosure

Except in situations involving safety concerns or other circumstances permitted by law, written notice will generally be provided.

When appropriate, up to thirty (30) days of medication coverage may be provided to allow transition of care.

ZERO-TOLERANCE BEHAVIOR POLICY

Vita Psychiatry is committed to maintaining a safe environment for patients and staff.

The following conduct may result in immediate dismissal:

• Threats or acts of violence
• Harassment
• Intimidation
• Inappropriate sexual conduct
• Repeated abusive behavior
• Unauthorized recording of clinical interactions

DOCUMENTATION AND LETTER REQUESTS

Patients may request letters, forms, or clinical documentation for matters such as:

• Workplace accommodations
• Educational accommodations
• FMLA requests
• Disability-related documentation
• Medical leave requests

A separate appointment may be required before documentation can be completed.

Documentation requests are evaluated according to:

• Clinical appropriateness
• Medical necessity
• Available records
• Professional judgment
• Ethical and legal standards

Completion of a form or letter is not guaranteed.

Current administrative fee for forms and letters: $30 per document.

Please allow up to fourteen (14) business days for processing.

CHANGES TO THESE POLICIES

Vita Psychiatry reserves the right to revise these policies at any time.

Updated versions will be made available through the practice website, patient portal, or upon request.

Continued participation in treatment constitutes acknowledgment of the most current version of these policies.

Effective Date: July 1, 2026