Appointments & Time

• During your appointment, you have our full attention.

• At times, appointments may take longer than expected or need to be rescheduled because another patient is experiencing a serious mental health or medical emergency. These situations do not happen often, but they do occur.

• We would provide the same level of care to you or your child if you were the one in crisis. 

• Our goal is to treat every patient with the care they need in that moment.

How Often You Need to Be Seen

• Most patients do not need to be seen monthly

• Your provider decides how often follow-up visits are needed based on safety, stability, diagnosis, and treatment plan. Some patients are seen every few months, once or twice a year, or more often if clinically needed.

• Children are usually seen more frequently, especially when starting or changing medications. If a child is stable, the provider may space visits out after discussion. 

Stimulant Medications

• Stimulant medications are tightly regulated by the DEA & Oklahoma Law. These rules apply to all clinics and patients.

  • If you take a stimulant medication, you MUST meet ONE of the following options:​

    • Option 1: Monthly Visit​

      • You are seen every 30 days for medication management. ​

    • Option 2: Administrative Medication Review FEE​

      • If approved by your provider, you may pay a $35 administrative medication review fee instead of a visit.​

      • This fee pays the physician who:

        • Reviews your chart​

        • Reviews the Prescription Monitoring Program

        • Makes the clinical decision to send or not send the medication

      • This option is available only if APPROVED by the providerand is not guaranteed.​

  • Option 3: Short grace period with a scheduled appointment

    • If you are unable to be seen exactly at 30 days and do not wish to pay the $35 fee, you may have up to 7 days after the 30-day window to schedule a follow-up appointment. 

    • If an appointment is scheduled within those 7-days, the provider may send the medication with the understanding that you will attend the follow-up.

      • If you DO NOT attend the follow-up appointment

        • You will no longer be eligible for the administrative fee options.

        • You will no longer be eligible for the grace period option,

      • This policy exists to ensure safety and compliance.

    • Additional Stimulant Expectations

      • Refill requests must be made at least 5 business days before the medication runs out

      • Refills are processed Monday through Friday during business hours.

      • Providers have 24 to 72 hours to process refill requests

      • Sending repeated messages does not make refills faster

      • Patients are responsible for scheduling their own stimulant follow-up appointments

Benzodiazepine Medications

• Benzodiazepines are also tightly regulated

• Patients prescribed benzodiazepines:

  • Must be seen in person every 3 months.

  • Will have face-to-face visits with the physician as required by DEA rules.

• This process will be fully implemented over the next 4 to 8 weeks as physician scheduling expands.

• Long-term benzodiazepine prescribing is not offered by this clinic. If long-term use is your expectation, we may not be the right clinic for your care. ​​​​​​​​​​​​​

Urine Drug Screening 

• All patients prescribed controlled medication are required to complete a urine drug screening at least once per year. 

• Additional screening may be required based on the clinical judgement.

• This applies to adults and, when appropriate, adolescents.

Medication Changes & Side Effects

• Medication changes are addressed during appointments.

• We do not change medications through repeated calls or messages.

• If side effects are severe or dangerous, go to the emergency room and notify us afterward.

• If side effects are uncomfortable but not dangerous, a follow-up appointment is required. These concerns are typically reviewed during appointments when medications are started or adjusted.

• If medication needs to be stopped for safety reasons, this decision will be made by the provider based on the clinical judgement and prior education given during visits. 

• This approach follows CMS and standard medical guidelines to ensure safe and appropriate care. 

BrainView Results:

• Cannot be released

• Cannot be interpreted

• Cannot be discussed

• Without a scheduled provider appointment

• You must be seen by the provider to review BrainView results before receiving tem. 

• Questions after that visit are handled at a follow-up appointment. Providers do not make after-hours calls to re-review results.

Communication & Response Times​

• Medication requests are handled during business hours, Monday through Friday.​

• Patients are responsible for planning ahead for:

  • Weekends​

  • Holidays

  • Provider vacations

• Providers cover for one another when possible, but advance planning is required.​

• For non-medication questions, responses may take 3 to 5 business days.

• Once your message has been received, repeated calls or messages about the same issue are not appropriate.

• When calling, it helps to share:

  • Date of last appointment​

  • Whether a follow-up is scheduled

  • Which medication are you calling about

  • When will it run out

  • Which pharmacy do you use

  • Any new symptoms or side effects​​

Respectful Communication ​

• Our staff and providers communicarte proffessional and respectfully. We expect the same in return.​

• Yelling, cursing, harassment, or disrespect toward staff or providers may result in dismissal from the clinic.

• Concerns about care are always welcome and should be discussed during an appointment. 

Support Between Appointments​

• Our clinic provides psychiatric care during scheduled visits.​

• We are not able to provide:

  • Ongoing emotional regulation​

  • Crisis counselling

  • Repeated reassurance calls between appointments unless there is an emergency.

• If you need additional support, we encourage:​

  • Therapy​

  • Coping tools discussed during visits

  • Educational resources from our clinic

  • Emergency care when needed

• If there is an emergency, call 911 or go to the nearest emergency room.​

Transparency & Acknowledgment​

• These policies follow:​

  • Federal DEA regulations​

  • CMS guidelines

  • Oklahoma State laws and standards of care

• They are standard for psychiatric clinics led by nurse practitioners with collaborating physicians.​

• We are not trying to make care harder or take advantage of patients. We understand how frustrating medication rules can feel, and we appreciate your patience. 

• You matter to us even after you leave the appointment room. These guidelines exist so we can use our time together well, care for patients' safety, and continue providing high-quality care.

• If these policies do not meet your needs, we are happy to help you explore other care options.

• Thank you for partnering with us and trusting us with your care.

Reference Sources​

• For patients who would like to review where these rules come from:​

  • U.S. ​Drug Enforcement Administration

    • https://www.deadiversion.usdoj.gov​

  • Centers for Medicare & Medicaid Services​

    • https://www.cms.gov​

  • Oklahoma Bureau of Narcotics & Dangerous Drugs​

    • https://obndd.ok.gov​

  • Oklahoma Medical Board​

    • https://www.okmedicalboard.org​