Appointment Requests-New Patients (18 and up only)
For commercial insurance or Fee Schedule rates, we’ve got you covered.
Provider Smith accepts the following insurance plans: Aetna, United Healthcare, Oscar Health, Anthem Blue Cross and Blue Shield of Virginia, Oxford, and Cigna. We also offer convenient self-pay options to meet your needs.
For ALL OTHER Insurances
For those with Medicare, Medicaid, or Sentara Health Plans (formerly Optima), Provider Smith proudly accepts these plans. Currently, we are out-of-network with TRICARE but are happy to assist you in exploring Self-Pay options.
Why We Are the Best Option
- You’re looking for care that goes beyond standard psychiatry, offering a holistic and tailored approach.
- You value a provider who builds genuine, trusting relationships and truly understands your needs.
- You are committed to long-term healing and personal growth through expert-driven strategies.
- You seek comprehensive care that addresses both immediate challenges and lasting well-being.
- You appreciate consistent access to a supportive care team for guidance and reassurance.
Why We May Not Be the Right Fit
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You rely solely on medication and are not open to addressing the root causes of your challenges through therapy or lifestyle changes.
- You are actively focused on obtaining benzodiazepines or stimulants as the primary aspect of treatment.
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You are currently struggling with heavy substance use and are not prepared to approach it as part of your treatment plan.
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You are not ready to actively engage in developing personalized strategies for lasting improvement.
- You are looking for immediate approval of disability or FMLA documentation without undergoing a proper evaluation.
New Patient Appointment Request
“Please complete the form below to request a New Patient Appointment. Our goal is to respond to your request within 3 business days. While we are currently receiving a higher volume of requests, rest assured your inquiry is important to us and will not be overlooked. We will call you back. If you do not hear from us within 3 business days, please call or text our office between 10 AM and 4 PM, Monday through Thursday, for assistance.”
Click here to read the following disclaimer prior to scheduling an appointment
TYPE OF VISITS:
We offer both in-person and virtual telemedicine visits, giving you the flexibility to choose the option that best suits your needs and preferences.
NEW CLIENTS:
At Mindful Oasis, all new clients are required to have a credit card on file, stored securely in our HIPAA-compliant system. A one-time $50 reservation fee will be charged to hold your scheduled date and time. This fee will be applied toward any initial copay, coinsurance, deductible, or labs. If no out-of-pocket expenses are incurred, the fee will be refunded. However, in the event of a no-show, this fee will not be reimbursed.
Cancellations or rescheduling for new clients must occur at least 48 hours prior to the scheduled date via your patient portal or by contacting us at 757-720-1040.
New clients are required to complete their New Client Paperwork at least 48 hours prior to their appointment. Failure to do so may result in the rescheduling of your visit.
Initial Psychiatric Evaluation
The first appointment is an evaluation. At the end of the initial psychiatric evaluation, the Mindful Oasis LLC provider may determine that it would be best for you to be referred to another provider based on your clinical needs and/or treatment goals. Attending the initial psychiatric evaluation is not a guarantee that you will be scheduled for a second appointment or that any medication will be prescribed.
INSURANCE:
We proudly accept Aetna, United Healthcare, Oscar Health, Anthem Blue Cross and Blue Shield of Virginia, Oxford, Cigna, Medicare, Medicaid, and Sentara Health Plans (formerly Optima). Currently, we are out-of-network with TRICARE but are happy to assist you with exploring your care options.
A comprehensive psychiatric evaluation is an in-depth process used to diagnose emotional, behavioral, and cognitive disorders. At Mindful Oasis, we focus on adult clients (18 and older) and take a holistic approach, assessing mental health in relation to physical health, environmental factors, lifestyle, family history, and overall well-being.
POLICIES:
All visits require prior payment authorization for any out-of-pocket expenses. Missed appointments or cancellations with less than 24 hours’ notice will be charged a $100 no-show/late cancellation fee. Copays/self-pay dues will be automatically collected at 24 hours in advance of my scheduled appointment via Credit Card On File. Payment for all services must be completed prior to the start of the visit.
For Medicaid patients only:
New patient appointments will be canceled without the option to reschedule in the event of a no-show, late cancellation,or failure to complete required paperwork at least 48 hours prior to the scheduled appointment.
For follow-up appointments, Medicaid patients are allowed up to 2 missed appointments or cancellations with less than 24 hours’ notice ONLY; any additional no-shows will result in dismissal from the practice.
OUT-OF-POCKET FEES:
Clients paying out of pocket are billed at the time of service.
- Initial Evaluation (55 minutes): $350
- Medication Management Follow-up (15 minutes): $100
- Medication Management Visits with Psychotherapy (30 minutes): $150
- Therapy only, individual (45 minutes): $200
- Medication Management Visits with Psychotherapy (45 minutes): $250
- Document Preparation: $80 base fee + $80 for every additional 15 minutes
- Consultation with Third Party (20 minutes): $175
- Medical Testimony: $400 per hour, including travel
LENGTH OF VISITS:
Visit durations vary based on the type and complexity of your needs. Our appointments range from 15–55 minutes to ensure the appropriate time for each client.
Telephone Communication: Voicemails are attended to Monday through Thursday between 10:00 AM and 4:00 PM, and responses are provided within two business days. Overuse of provider availability will be managed directly between the patient and provider.
Patient Portal, Klara & Email Communication:
Email:
- To be used for issues related to scheduling/administrative matters only.
- Email is not appropriate for:
- Emergencies
- Therapeutic conversations
- If you give consent and if you choose to file with your insurance company for possible reimbursement, a document containing necessary information (including your name, dates of sessions, diagnosis, and billing code) will be emailed to you upon request at the end of each month. If you wish to receive this document as a hard copy, we can also make that available.
Patient Portal & Klara:
- Any communication containing protected health information (PHI) should be sent via the patient portal or Klara, our secure messaging platform.
- The portal and Klara should only be used for non-emergent clinical matters.
- Messages will be returned within two business days.
- Not all matters can be resolved via messaging—your provider may request that an appointment or phone call be scheduled to discuss a clinical matter.
- If PHI is transmitted electronically, it is the responsibility of the patient to protect their end of the information, including keeping their phone, email, fax, or other form of communication secure.
Social Media Engagement: We refrain from engaging with current or former patients on social media to safeguard confidentiality and uphold the therapeutic relationship.
Paperwork/Letters:
Completion of paperwork may take up to 10 business days, including Social Security Disability Insurance (SSDI) and Emotional Support Animal (ESA) paperwork. A minimum of six sessions must be completed with the patient before assistance with SSDI paperwork can be provided.
Prescription Refills:
No charge for refill requests made during regular business hours (Monday-Thursday, 10 AM-4 PM). Refill requests may take up to two business days to complete.
- A fee will be charged for:
- Urgent refill requests made outside of business hours (weekends/holidays).
- Refill requests when a patient has not scheduled or attended a follow-up appointment and needs medication until the next available appointment.
Emergency Coverage:
Mindful Oasis, LLC does not provide care outside of regular business hours. Patients experiencing an emergency should call 911 or visit the nearest emergency room.
Vacation Coverage:
Another provider may provide vacation coverage for non-emergency questions or concerns during regular business hours (Monday-Thursday, 10 AM-4 PM). ADHD/stimulant or other controlled medication refills may not be available during your provider’s vacation period.
Subpoena for Witness:
If a provider is subpoenaed for court or deposition, an hourly fee applies (see Fee Form). This fee covers preparation, travel, waiting, testifying, or any other time related to the subpoena. Payment in full is required five business days prior, with any remaining balance due within 48 hours after. If the court hearing or deposition is canceled less than five business days prior, the full fee will still be charged (including preparation time and two additional hours).
Medical Records/Documentation:
All communication and clinical treatment will be documented in the patient chart, per legal and professional standards. Patients are entitled to receive a copy of their records upon request. If the provider believes viewing the records may be harmful, a treatment summary may be provided instead. Records will only be released with a completed and signed Consent for Release of Confidential Information form, which must be submitted via fax, mail, or in person (email requests/attachments are not accepted).
Confidentiality:
There is no guarantee of confidentiality under the following conditions:
- If your provider suspects imminent danger of harm to self or others, or abuse/neglect of a child or elderly person (providers are mandated reporters). Protective actions may include notifying the potential victim, contacting the police, or seeking hospitalization.
- If a court orders the release of information.
- If a malpractice lawsuit or billing dispute is initiated by the patient.
- If the insurance company requests case details (e.g., for medication prior authorization).
- If payment is made by credit card, the practice name may appear on the statement.
- Between providers and administrative staff, or during professional consultations (identifying information will not be shared during peer consultations).
Telehealth Appointments:
We offer confidential, HIPAA-compliant video appointments. In-person visits may be required depending on the medication being prescribed (e.g., psychostimulant medications).
Controlled Substance Prescription Policy
At Mindful Oasis, LLC, we look forward to being a part of your healthcare team and value your well-being. Because of this, please be advised that our prescribers:
ADHD Medication Requirements:
- May require psychological testing validating a diagnosis of ADHD, completed within the last five years, prior to the initiation of psychostimulant medication.
- Psychostimulant medication will only be prescribed at the discretion of your provider based on their clinical decision-making.
- Scheduling an Initial Psychiatric Evaluation is not a guarantee of receiving an ADHD diagnosis and/or psychostimulant medication.
Benzodiazepine Policy:
- Do not initiate or maintain the long-term use of benzodiazepines (Xanax, Ativan, Clonazepam, Valium, etc.).
- We are happy to work with you to devise an effective treatment plan that incorporates therapies validated for long-term use.
Prescription Monitoring & Controlled Substances:
- The Virginia Prescription Monitoring Program (PMP) is used to obtain patient prescription histories.
- It is up to the prescriber to determine if a controlled substance should be prescribed, and there is no guarantee that any controlled substances will be prescribed.
Controlled Substance Agreement:
- Patients will be required to sign this agreement annually.
Refill Policy:
- The patient is responsible for their medication.
- If medication is lost or stolen, early refills will not be given.
- The provider reserves the right not to prescribe this medication again.
Abuse / Misuse Policy:
- If at any time it is determined that a patient is not taking prescribed controlled substance medications as directed or is overtaking the medication, this will be discussed with the patient.
- The provider reserves the right to:
- Non-voluntarily discharge the patient
- Refer them to a substance abuse/detox clinic
- Not refill the medication
- The provider is not required to give a 30-day supply of medication in the case of misuse.
Drug Testing Requirements:
- All patients taking controlled substances must be willing to take a random drug test.
- Patients may be required to go to LabCorp for a formal drug screen (hair, urine, or blood) within 24 hours of request.
- If non-compliant, the provider reserves the right to issue a non-voluntary discharge without a medication refill.
Failure to Disclose / Failed Drug Test Policy:
- If a patient tests positive for a substance (over-the-counter, legal, or illegal) with potential for abuse that was not previously disclosed to the provider, this will be discussed with the patient.
- The provider reserves the right to issue a non-voluntary discharge without a medication refill
Non-Voluntary Discharge Policy:
A non-voluntary discharge may be given to the patient at any time via a mailed termination letter.
Reasons for termination include, but are not limited to:
- Non-compliance with treatment
- Violence or perceived threat of violence
- Physical or verbal intimidation
- Abuse towards any staff, clients, persons including family or friends associated with Mindful Oasis, LLC
- Failing to complete necessary labs or urine drug screens as requested.
- Failure to Pay for services
- Failing to disclose full and accurate medical history, including recent hospitalizations or updates to my care.
- Withholding important information that may impact my treatment plan.
- Engaging in inappropriate behavior, whether in person or virtually, toward any employee of Mindful Oasis.
- Failing to attend follow-up appointments within the recommended time frame.
- Failing to take medications as prescribed.
- Failing to follow through with referrals or recommended higher levels of care.
- Not adhering to patient responsibilities
- Cancelling or failing to show for 2 appointments without a valid reason
- Refusing to be an active participant in the treatment process
- If necessary, local law enforcement may be contacted.
QUESTIONS?
If you have any additional questions about our policies, scheduling, or services, please don’t hesitate to reach out to our team at 757-720-1040 for assistance.
By providing my phone number to Mindful Oasis LLC, I consent to receive text messages for purposes such as appointment reminders, important updates, and urgent notifications. Standard message and data rates may apply. We value your communication preferences and will send a single response message unless further interaction is required. You can opt out at any time by replying “STOP.”
