Practice Policies & Procedures

Welcome to Vibert Psychiatric Solutions. To ensure the highest quality of care and clear communication, we ask that all clients review and follow the policies outlined below.

1. Client Confidentiality

We take your privacy seriously and strictly comply with HIPAA and all applicable laws:

  • Your health information is kept confidential and securely stored.

  • Any limitations to confidentiality will be clearly discussed and handled in accordance with legal standards.

2. Informed Consent

  • Informed consent is required before starting treatment.

  • You will receive and sign all necessary documents during your first intake appointment.

3. Appointment Scheduling

We offer flexible options to schedule appointments:

  • Appointments can be made by phone, email, or online through our website.

  • While we strive to meet your scheduling preferences, availability is not guaranteed and may vary.

4. Fees, Co-Pays & Payment

We believe in transparent billing and responsible financial practices:

  • All co-pays and payments are due at the time of service.

  • We can provide superbills or assist with insurance documentation if you're seeking reimbursement.

5. Cancellations & No-Shows

We understand that life happens, but consistency is key to effective care:

  • Please give at least 24 hours’ notice to cancel or reschedule an appointment.

  • A $50 no-show fee applies to late cancellations or missed appointments.

  • This fee must be paid before booking your next visit. Emergency exceptions may be considered on a case-by-case basis.

6. Medication Refill Policy

To ensure safe prescribing, we follow a strict refill policy:

  • Refills are not processed after hours, on weekends, or holidays.

  • Requests must be made during scheduled appointments.

  • Same-day or walk-in refill requests will not be honored unless an appointment is already scheduled.

  • Patients who have not been seen in over 3 months may be discharged from care.

  • Controlled substances (e.g., ADHD or anti-anxiety medications) require in-person evaluation—no exceptions for lost or expired prescriptions.

7. Missed Appointments & Medication Access

  • Refill requests may be denied if you’ve recently missed or canceled appointments.

  • All outstanding fees must be paid before rescheduling or continuing treatment.

8. Requesting Mental Health Records

We follow HIPAA regulations for the secure release of your health information:

  • Submit written requests in person or using our secure online form.

  • Include full name, date of birth, specific dates of service, and reason for the request.

  • Authorized representatives must submit legal documentation and a notarized signature.

  • Requests are processed within 30 days, and reasonable fees may apply.

  • Requests may be denied if they present a safety risk or violate another person's privacy.

  • You may also request corrections or amendments to your record; these are reviewed within 60 days.

9. Psychotherapy Notes

Psychotherapy notes are subject to special protections under HIPAA:

  • These notes are private, kept separate from your medical record, and not accessible for general review.

  • They are not used for billing or treatment coordination.

  • Access may only be granted under very limited legal exceptions (e.g., duty to warn or abuse reporting).

10. Policy Updates

We periodically review and update our policies to remain compliant with legal and clinical standards. The latest version is always available on our website.

Questions? Need Help?

If you have any questions about our policies or need assistance, please contact our office. We're here to support you every step of the way.

📅 Ready to Book?

You can schedule your appointment online, by email, or by calling our office.