Clinic Policy

Essential Mind Healthcare (EMH) Mental Health Outpatient Clinic Policy

I. Mission Statement

Essential Mind Healthcare is committed to providing compassionate, high-quality mental health care to individuals of all ages. Our mission is to foster mental well-being through innovative therapies, patient-centered care, and community engagement, while respecting the dignity and autonomy of everyone.

We offer diagnosis, treatment planning, continuous medication management, and behavioral and supportive care. We see clients with Depression, anxiety, PTSD, panic disorder, obsessive compulsive disorder, sleep disorders, ADHD, bipolar disorder, Schizophrenia, and addiction issues are among the many mental health issues we treat.

Ongoing mental health care, including cognitive behavioral therapy (CBT), is available for individuals who express interest, with decisions made upon completion of the initial assessment. Additionally, referrals for psychotherapy or talk therapy can be provided to licensed providers, who will coordinate session frequency and scheduling on a weekly or biweekly basis. We provide appointments for telepsychiatry at your convenience. You will be able to attend your psychiatric visit from the convenience of your home thanks to this videoconferencing solution. Telepsychiatry visits may not be reimbursed by all insurance providers.

• We do not make disability decisions or complete worker’s compensation or short- or long-term disability claims paperwork.
• As regards bariatric surgery, we do not provide neuropsychological or psychoeducational tests or examinations.
• We only complete paperwork for any organization if you have been a patient for six months or more, or you have been seen a minimum of six times.
• Letters endorsing an Emotional Support Animal are not something we do.

II. Scope and Applicability

This policy applies to all staff members, including administrative personnel, mental health professionals, and any other individuals associated with Essential Mind Healthcare outpatient mental health clinic.

III. Clinical Services

1. Assessment and Diagnosis

• Comprehensive mental health assessments will be conducted to determine the appropriate diagnosis and treatment plan.
• Diagnostic procedures will adhere to DSM-5 (Diagnostic and Statistical Manual of Mental Disorders) standards.

2. Treatment Plans

• Individualized treatment plans will be developed collaboratively with each patient, incorporating evidence-based practices.
• Treatment options may include initial psychiatric assessment, medication management, care planning / collaboration with care providers /specialists as needed and education on lifestyle modification interventions.

3. Crisis Intervention

• Emergency mental health services will be available during business hours, with protocols in place for handling urgent situations.
• After-hours crisis support will be provided through referrals to local emergency services or crisis hotlines.

4. Confidentiality and Record Keeping

• Patient records will be maintained confidentially in accordance with HIPAA (Health Insurance Portability and Accountability Act) regulations.
• Written consent will be obtained for the release of any patient information.

5. Privacy Concerns

Due to therapeutic and privacy concerns, please be advised that recording audio or video during any session is not permitted. An unapproved recording can result in provider / patient partnership termination immediately.

By completing this contract, you give your provider permission to communicate pertinent mental health information to other healthcare providers, clinicians, or social workers involved in your treatment as deemed clinically appropriate. If relevant, this contract includes the name of the healthcare practitioner that is recommended to you.
Furthermore, if we recommend that you seek therapy from another provider inside or outside of Essential Mind Healthcare (EMH), that provider may have access to your clinical data and contact with your former therapist after signing a Release of Information (ROI). It is important to highlight that therapy notes require a distinct ROI.

Your clinical data will also be available to covering providers in the event that you require care while your primary provider is unavailable.

6. Consent for Treatment/Treatment Concerns

You are under no obligation to continue receiving treatment, and you are free to discontinue it whenever you desire. It is your duty to let your healthcare provider know about any issues you may be having with your care or prescription.

7. Mental Health Records

The law mandates the keeping of medical records. Currently, EMH stores and records patient data in an electronic health record (EHR). In addition to being safe, this EHR system conforms with HIPAA rules and regulations. But just like with every technological system, there are occasionally uncontrollable circumstances. We will constantly work to guarantee that your information is kept private and complies with HIPAA laws. We maintain the right to switch electronic health record systems whenever we see fit.

8. Customer Etiquette

Patients that exhibit disrespectful, aggressive, or harassing behavior toward office personnel or providers will be promptly dismissed from the practice.

9. Fraternization

It is crucial that you and your provider have a therapeutic and professional relationship and not any other kind of social or personal contact. If you believe that a close friend, member of your family, or other relationship could influence your choices, you should think about seeing a different nurse practitioner, healthcare provider or psychiatrist. Before beginning active care, it must be discussed and decided upon if you feel that you have no other realistic therapeutic options. Moreover, a romantic relationship between a patient and provider or nurse practitioner is never appropriate.

IV. Patient Rights and Responsibilities

1. Rights

• Patients have the right to receive respectful, non-discriminatory care.
• Patients are entitled to informed consent regarding their treatment options.
• Patients have the right to privacy and confidentiality of their medical information.

2. Responsibilities

• Patients are responsible for providing accurate information about their health and adhering to treatment plans.
• Patients are expected to comply with clinic policies and participate actively in their care.

V. Staff Qualifications and Training

1. Qualifications

• All clinical staff must hold appropriate licensure and certifications relevant to their professional roles.
• Continuous professional development is required to stay current with best practices and emerging trends in mental health care.

2. Training

• All staff will undergo training in cultural competence, trauma-informed care, and ethical practices.
• Regular training sessions will be held to ensure adherence to clinic policies and state regulations.

VI. Health and Safety Protocols

1. Sanitation and Hygiene

• The clinic will adhere to stringent sanitation protocols to ensure a clean and safe environment.
• Personal protective equipment (PPE) will be provided and used as necessary.

2. Emergency Procedures

• Emergency procedures for fire, natural disasters, and medical emergencies will be in place and regularly reviewed.
• Staff will be trained in emergency response protocols.

VII. Patient Access and Scheduling

1. Appointment Scheduling

• Initially Wednesdays and Saturday 9am – 7pm.
• Hours on Sunday 01:00pm – 06:00pm
• Patients can schedule appointments via phone, online portal, or in-person.
• Initial consultations will be prioritized to ensure timely access to care.
• Every month, we also provide Saturday hours for our regular patients.
• Patients typically have 60- minutes for their initial or consultation visits.
• Usually, there is enough time during the first meeting to finish the evaluation, but occasionally, two or more appointments are required.
• It could be necessary to postpone starting treatment until the evaluation is finished.
• On your first appointment, please remember to bring all of your medication bottles.
• Please bring copies of any previous testing or laboratory results, as well as your medical and mental health records, to your visit, if they are available.
• For us to get records, should the necessity arise, kindly supply the contact details for your prior mental health practitioners and other medical professionals.
• The duration of follow-up appointments is shorter (30 minutes).
• It is expected that appointments will begin and end on schedule.
• Kindly note that in the event that your appointment goes longer than the scheduled duration due to any circumstance, you will incur additional costs at the prorated hourly rate.
• Time with the provider is facilitated by appointments. A scheduled appointment does not guarantee the provision of any drugs, therapies, or letters.
• No appointment is overbooked by us. This appointment time is reserved only for you.
• Please use the patient portal to reschedule if you are unable to make it to your appointment, or call the office during business hours to do so.
• You can reschedule your appointment at no extra cost, and the slot will be offered to someone else, provided you notify the office within 24 working hours (excluding weekends and holidays) of the original appointment time.

2. Cancellation and No-Show Policy

• A 24-hour notice is required for appointment cancellations to avoid fees.
• Repeated no-shows may result in a review of the patient’s ongoing care plan.

3. Inclement Weather Policy:

You are not charged to cancel your appointment if bad weather forces you to do so.
If you need to cancel, you must do so by phone or through the site at least three hours in advance of your appointment. It doesn’t matter what kind of weather; if you don’t show up or cancel after your scheduled time, you will be charged a missed appointment/late cancellation fee.

4. Messages & Holidays

Every day from Monday through Friday from 9:00 am to 5:00 pm, messages sent through the portal are reviewed.

The following working day is dedicated to reviewing messages received on weekends, holidays, or after hours.

Kindly give responses to portal communications a minimum of one to two business days.

Emergency or urgent matters are not appropriate for portal communication.

Please be aware that after hours, on weekends, or on holidays, we do not make appointments, cancel them, or renew prescriptions.