Office Policies

FLORIDA PSYCHIATRY ASSOCIATES (FPA) OFFICE POLICIES

Please note: If you are experiencing a psychiatric emergency, call 911 or go to the nearest emergency room for urgent treatment.

Call in Policy:  To uphold the quality of care and in fairness to all, Providers cannot take time out of appointments to accept or return patient’s phone calls.  If you feel you must speak with your Provider, please make an appointment to allow your provider to give you the care and attention you deserve.  Thank you for understanding.

Deposits for initial appointments: A $100 deposit will be taken at the time you schedule an initial evaluation appointment.  If you no show or cancel less than 24 hours before your initial appointment, you forfeit the deposit to the No call-No show Fee.

Scheduling appointments: Patients are seen by appointment only.  Walk-ins will not be seen.  Our office is open Monday through Friday from 8 a.m. to noon and 1:00 to 4:30 p.m. for scheduling appointments.  We will make every effort to schedule your appointment as soon as possible.

What to bring to your initial evaluation appointment: Your initial appointment will consist of a consultation to explain your diagnosis and treatment options.  Please assist us by providing the following information at the time of your consultation, if applicable:

  • A completed New Patient Forms Packet.
  • A list of prior treating physicians, psychiatrists, psychologists and therapists.
  • You must bring in all prescription bottles before any prescriptions will be issued.
  • A copy of any laboratory results completed in the past six months.
  • If you have medical insurance, bring the cards issued by the insurance company.
  • A government-issued picture ID.
  • Your preferred form of payment.

Every effort will be made to see urgent referrals on a timely basis.  

Minimum Age:  We no longer accept new patients under the age of 18.

IMPORTANT!  PLEASE READ–Medication Refill Policy:  You must notify Dr. VanVleet or Nurse Hadler during your visit of any and all prescription refills needed before your next visit.  Our office will no longer issue medication refills over the phone.

Controlled Substances: Prescriptions for controlled substances (stimulants or benzodiazepines) WILL NOT BE REISSUED until the date the prescription is due to run out.  You are responsible for safeguarding your prescriptions and medications.

Benzodiazepine Use: We care about your overall safety, health and longevity.  We expect all patients to be willing to gradually wean themselves off benzodiazepines over time and to acquire other healthier coping mechanisms.

We participate in E-FORCSE®  The Florida Prescription Drug Monitoring Program, known as E-FORCSE® (Electronic-Florida Online Reporting of Controlled Substance Evaluation Program)  This is a database tool we use to improve patient care by identifying potentially hazardous or fatal drug interactions.  As a responsible health care provider, our goals include safe prescribing, in addition to reducing drug abuse and diversion.

Telephone policy: We take pride in answering your call in person whenever possible.  However, there are times when heavy call volume may prevent us from speaking with you directly.  If you get a recording, PLEASE FOLLOW THESE INSTRUCTIONS:

  • Do not call more than once per day for the same issue.
  • Keep your message as brief as possible (name, number and reason for call).
    For example; “Jane Doe, 555-1212, I need to reschedule my appointment.”
  • Allow up to 24 hours for a return call, especially if you call late in the day.
  • Medical issues will not be addressed over the phone. Please make an appointment.
  • Office Staff will be polite and respectful.  They deserve the same in return.
  • Calls may be recorded for quality control purposes.
  • Abusive or incessant calls are cause for termination.  All threats are reported.

Payment policy: Payment in full of all applicable charges is due when service is rendered.  If not, your appointment will be rescheduled.  For your convenience, our office accepts major credit cards, cash or personal checks.  We do not accept post-dated checks.  There is a $50 fee for checks returned for insufficient funds.

Insurance: FPA is an “in network” provider for Blue Cross/Blue Shield, aka New Directions, Cigna, Aetna, Medicare, and Tricare Standard.  We accept out of network benefits from most other plans.  On request, we provide proof of treatment and payment for insurance reimbursement.

No call – no show fee policy: To avoid fees for broken appointments, you must show up on time, or call at least 24 hours before your appointment to cancel or reschedule.  If you do not, the fee is $100 for initial visits and $50 for missed follow-up visits.   NOTE:  These fees are a patient’s responsibility, as insurance will not pay them.

FMLA/Legal paperwork charges: Payment ($50 per page) must be received before paperwork is started.  We do not process long-term disability applications.

Privacy Policy: Use of recording devices in the office is prohibited unless approved in advance in writing.  Violators are subject to termination.  The form, Notice of Privacy Practices (Long Form), presents the information federal law requires us to give our patients regarding our privacy practices.  This notice is a pdf document which requires Adobe Reader software.  It is most likely you already have this software on your computer; however, if you have difficulty click here to download and install Acrobat Reader for free.

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