Cancellation and Rescheduling Policy
At Her Haven Mental Wellness, we value your time and our ability to provide the best care possible. To ensure we can accommodate all clients effectively, please review our cancellation policy:
Notice Requirements:
- All cancellations and rescheduling requests must be made with at least 48 hours advance notice
- Notice must be provided during regular business hours
Cancellation Fees:
- New Intake Appointments: Cancellations with less than 48 hours notice will incur a $75 fee
- Follow-Up Visits: Cancellations within 24 hours will incur a $75 fee
- No-Show Appointments: Failure to attend your scheduled appointment will result in a $75 fee
This policy ensures that we can offer your reserved time to another client in need of support and helps us maintain quality care for all patients.
Medication Policy
Her Haven Mental Wellness provides holistic and patient-centered psychiatric care with a comprehensive approach to mental health treatment.
Important Notice: We do not prescribe any controlled medications.
Our Treatment Approach May Include:
- Non-controlled prescription medications when clinically appropriate
- Evidence-based nutritional supplements
- Lifestyle and wellness recommendations
- Therapy services tailored to each client’s individual needs
- Collaborative care planning focused on your overall well-being
All treatment recommendations are made based on thorough clinical assessment and are designed to support your mental health journey safely and effectively.
Payment and Billing Policy
Credit Card Information:
- A valid credit card must be kept on file for all clients
- Credit card information is securely stored through our Optimantra system
- For insurance billing, your payment information is transferred to Alma or Headway platforms as needed
Accepted Payment Methods:
- Self-pay options available
- Insurance plans accepted:
- Aetna
- Quest Behavioral Health
- Ascension/SmartHealth
- Carelon Behavioral Health
- Cigna
- A limited number of income-based, reduced-fee appointments are available each month for self-pay clients. Please ask during your intake if you’d like to be considered for the sliding scale.
Payment Terms:
- Co-pays and deductibles are due at the time of service
- Outstanding balances must be paid within 30 days of service
- Returned payments will incur additional processing fees
Communication Policy
To ensure secure and efficient communication, all correspondence between Her Haven Mental Wellness and our clients must occur through our designated patient portal.
Communication Guidelines:
- All non-emergency communications should be submitted through the Optimantra patient portal
- Messages are typically reviewed and responded to within 24-48 hours during business days
- The patient portal ensures HIPAA-compliant, secure messaging for your privacy protection
Emergency Situations: If you are experiencing a mental health emergency, please contact emergency services (911) or go to your nearest emergency room immediately. Do not use the patient portal for urgent or emergency communications.
Privacy and Confidentiality Policy
Her Haven Mental Wellness is committed to protecting your privacy and maintaining the confidentiality of your personal health information in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and all applicable state and federal laws.
Protected Health Information (PHI):
- We collect, use, and disclose your health information only as necessary for treatment, payment, and healthcare operations
- Your written authorization is required before we share your information for any other purpose
- You have the right to request restrictions on how your health information is used or disclosed
Information Security:
- All electronic health records and communications are maintained on secure, encrypted systems
- Physical records are stored in locked, secure locations with limited access
- Staff members receive regular training on privacy and confidentiality requirements
Your Rights:
- Right to access and review your medical records
- Right to request amendments to your health information
- Right to receive a copy of our complete Notice of Privacy Practices
- Right to file a complaint if you believe your privacy rights have been violated
For a complete copy of our Notice of Privacy Practices or to exercise any of your privacy rights, please contact our office.
Discharge and Termination of Services
Details regarding the discharge and termination of services policy will be provided in your intake paperwork and reviewed during your initial appointment.
Failure to attend four (4) scheduled appointments without notice (“no-shows”) or failure to maintain any contact with the practice for four (4) consecutive scheduled visits will be considered a withdrawal from treatment.
Contact Information
Her Haven Mental Wellness
- Patient Portal: Optimantra system
Questions or Concerns: If you have any questions about these policies or need clarification on any procedures, please don’t hesitate to contact our office or message us through the patient portal.
Cookies
If you opt-in to saving your name, email address, and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
Who we share your data with
If you request a password reset, your IP address will be included in the reset email.
These policies are effective as of August 2025 and may be updated periodically. Clients will be notified of any significant policy changes.