We hope to see you at our upcomingOpen House!

Practice Policies

Patient Privacy

Please read the following Patient Privacy Notice

Appointments and Forms

Patients can book appointments online or over the phone with our team at 919-529-5920.

New Patients will be sent an Intake Package to complete prior to their first appointment. The package needs to be completed at least 48 hours prior to the appointment. The Intake Package will include Questionnaires and Consent Forms. Please complete the forms as fully as possible to enable our providers to get to know more about you and your circumstances.

If you are unable to complete the forms via the Portal please let the front desk know so that alternative arrangements can be made to assist you to complete these forms prior to your appointment.

The portal maintains confidentiality and HIPAA compliance for all of your information. A Release of Information (ROI) will need to be signed and dated by you if you would like to allow us to share information with those you select. This could include a medical provider, family member or friend. You can specify which information you would like each person to have access to. For example for one it might be medication only for another it might be the complete records. This is for you to decide.

No Show/Late Cancellation

There is a No-Show/Late Cancellation fee of $100 for all appointments.

  • Please aim to arrive 15 minutes prior to your appointment to complete the check-in process. If you arrive after your scheduled appointment time, you may be asked to reschedule and be charged a no-show fee.
  • It will be considered a late cancellation if you do not provide at least 24 business hours (1 business day) notice to cancel an appointment.
  • By signing the financial agreement, you authorize Cedar Oaks Clinic PLLC to charge your card on file for the No-Show and Late Cancellation fee if applicable. Please call with any questions about this policy.
  • NOTE: Emergencies arise from time to time and a late cancellation cannot be avoided. The Cedar Oaks Clinic team will review emergency situations on a case-by-case basis. This includes inclement weather or other unforeseen circumstances.

Please also note we will always do our best to see each patient in a timely manner. Sometimes mental health can be unpredictable. There may be an unavoidable waiting time if a patient before you needs crisis support or unexpected specialized care. Please come prepared. We have free wifi so you could work from your laptop or bring a book to read. We will always keep you as informed as possible. We know your time is valuable.

Medication Refills

Please check the label on your medication container to find out if you have a refill available. If you have no refills, please check with your pharmacy to find out if they have a new prescription for you.

We recommend requesting a refill when you have about one week of medicine remaining.

Refills will not be provided if:

  • They are requested too early
  • Patient cancels appointments
  • Patient is overdue for a follow-up appointment

Prescription refills may not be automatically given during appointments so if you need a refill, please ask at the start of your appointment.

Refills can be requested by telephone at 919-529-5920 however, we may ask you to schedule a 15 minute telehealth or face to face visit to discuss your medications and plan next steps.

All prescriptions will be sent to the pharmacy on file. Please notify us of pharmacy changes at the time of your refill request.

Release of Information

Patients are generally required to sign a release of information before we can share medical information with other providers or any other individuals.

Please note that we are unable to share any information about adult patients to anyone until or unless we have a signed ROI naming the individual. This also applies to parents and family of adult children so please ensure you sign an ROI for anyone who may be supporting you or participating in your care. At 18 years of age a person is considered an adult and so if they would like parents or guardians to have access to records, planning and updates an ROI will need to be completed with each parent or guardian listed.

Communication

The preferred method of communication with Cedar Oaks Clinic is for patients to call and speak to our Front Desk team or to leave a voicemail message. You can request to speak to the case manager for medical questions to be passed on to the provider.

Patients may also use our Patient Portal to communicate with our team.

Regular email is not HIPAA compliant, and therefore privacy and security of information cannot be guaranteed so please use another option as we will be unable to respond.

At times patients may receive text messages from us. Please do not reply to text messages as these will be information only and replies will not be read.

Financial Policy

The financial responsibility for services is the sole responsibility of the patient or their guardian/conservator.

We will make every effort to verify insurance coverage, but the patient should verify that their provider at Cedar Oaks Clinic PLLC is a contracted and active provider for insurance coverage for their mental health benefits.

A credit card must be held on file. The responsibility of the patient will be charged to this card at the appointment. Any changes to the payment method on file should be made prior to the appointment by calling the office at 919-529-5920.