Clinic Policy
Introduction
Welcome to the CHARIS CARE LLC website. Kindly read our policy and if you have any questions, please email us at info@chariscarelc.com.
CHARIS CARE, LLC OFFICE POLICY STATEMENT
Cancellation and Missed Appointment Policy: We understand that rescheduling may sometimes be necessary. Clients may cancel or reschedule appointments up to 48 business hours in advance without penalty. However, we require at least 48 business hours’ notice prior to your scheduled appointment for cancellations.
A missed appointment fee will be charged as follows:
Rescheduling Policy: For appointments missed, canceled, or rescheduled due to lateness or no-shows, clients are expected to reschedule and attend a follow-up appointment within 30 days to remain active in the practice. If we do not hear from you within 30 days following a missed appointment, it will be assumed that you have sought care elsewhere, and you may be administratively discharged from the practice. Additionally, clients who accumulate three missed appointments within a three-month period—including no-shows, late cancellations (less than 48 business hours’ notice), or appointments canceled due to excessive lateness—may also be subject to administrative discharge, regardless of whether contact is maintained. Rejoining the practice following discharge is not guaranteed and will be determined at the sole discretion of the provider.
Non-Urgent Concerns: For non-urgent matters, you may contact our office by phone. Please allow up to 48 hours for a response. Messages left over the weekend or on holidays will be returned on the next business day.
Medication Refills for Established Clients (Medication Management): Clients will be prescribed enough medication to last until their next scheduled appointment. In cases where a refill is needed prior to the next visit, please call and leave a voicemail request. Allow up to three business days for a response to your request. Refill requests made at the last minute may not be accommodated. If you have not been seen in over three months, an appointment is required before a refill will be provided.
Controlled Medications: We generally do not initiate treatment with alprazolam (Xanax). For all other controlled substances, early refills will not be issued for lost or stolen prescriptions. Please store medications securely and follow the prescribed dosage. Do not alter your dose without direct discussion with your provider. If the medication is ineffective or causing issues, contact the provider to discuss alternatives or adjustments.
Fees and Payment: Patients are responsible for all fees associated with services rendered and are due at the time of the visit unless prior financial arrangements have been made. Payments will be automatically charged to the credit card on file following the appointment. Any collection, legal fees, or costs necessary to collect unpaid balances will be the client’s responsibility. We accept Visa, Mastercard, American Express, and cash. Clients are responsible for any fees incurred due to missed appointments, late cancellations, or collection efforts. Extended telephone sessions and other crisis interventions will be billed and prorated according to the provider’s hourly rate. Credit card information will be securely retained for billing purposes.
Medical Insurance: Our office accepts certain insurance carriers as well as self pay options. Patients are responsible for verifying their coverage before scheduling an appointment. While insurance benefits will be verified prior to your appointment, verification does not guarantee payment. Patients should confirm coverage details directly with their insurance provider. Copayments are due at the time of service. Patients are responsible for any applicable deductibles and coinsurance amounts after insurance processing. Full payment is required for out-of-network patients unless prior arrangements have been made. A Superbill can be provided upon request to assist with potential reimbursement from your insurance. Please submit claim forms to your insurance carrier promptly and retain a copy for your records. Self-pay rates are available upon request.
Prior authorization: Some insurance plans require prior authorization for specific services. Our office will submit authorization requests as necessary; however, if authorization is not obtained, the patient will be responsible for the full cost of the services. Payment for all services is due within 30 days of receiving a billing statement. Balances unpaid after 60 days may incur a late fee, and accounts unpaid after 90 days may be referred to collections.
Refunds: Refunds will be issued for any overpayments once insurance claim has been processed and the final patient responsibility is confirmed.
Forms to Fill: Please note that temporary disability and benefits-related forms can only be completed if you are actively and regularly engaged in treatment with this practice. The fee to complete any disability or benefit form starts at $50, depending on complexity. Doctor’s notes are $15.
Billing for services between appointments: Non-clinical communication (e.g., scheduling or billing inquiries by phone, text, or portal) is not billable and are not charged for. However, clinically-related services provided outside of scheduled appointments will be billed at the standard rates listed here. Phone calls requiring 10 minutes or more of the provider's time will be billed at a minimum of $40, with additional time billed for more time involved calls in $40 per 10-minute increments.
Special Letters, Forms, and Documents: Requests for documentation such as prior authorizations, insurance forms, school accommodations (504/IEP), workplace forms, letters of medical necessity, or the preparation of medical records for transfer between providers require significant provider time. These services will incur an administrative fee of $75 per letter/form, or $75 per 10-minute increment for more complex or time-intensive documents. Fees must be paid in advance. If the required documentation involves greater complexity or time, the adjusted fee will be disclosed prior to the work being performed. Please note that while you may request a copy of your medical records at any time without charge for the records themselves, a follow-up appointment must be scheduled to review and discuss the records prior to their release. There is no administrative fee for releasing records directly to you.
Copies: For services provided in-person, copies of lab results, chart notes, imaging, and invoices are charged 50 cents per page, EXCEPT when requested at the time of the visit. Documents relevant to your visit, including lab results, chart notes, imaging, and invoices, will be provided free of charge on the day of your appointment. Most documents are also accessible through the patient portal for your convenience.
Past Due Accounts: If your account becomes past due, we will take necessary steps to collect this debt. At the time of your initial office or telehealth visit, a copy of your credit card will be requested and securely kept on file. If your account becomes past due over 60 days, you will incur a late fee and your credit card will be charged. If your credit card is declined or any other payment issues arise, your account will be referred to our collection agency. You will be will be responsible for all associated collection fees in addition to your current account balance. Failure to pay may negatively impact your credit report. If collection requires legal action, you agree to pay all attorney’s fees and court costs incurred by the practice.
Financial Hardship Assistance: Patients experiencing financial hardship are encouraged to contact our office to discuss payment plans or alternative payment options.
Email Communication: If you are not getting our emails, please check your junk or spam folder before contacting our office.
Limits of Service: The practitioner does not provide certain services including legal services or testimony. Should you require legal testimony at some point during your treatment, you will need to retain an independent forensic psychiatrist.
Clients Using Third-Party Platforms (e.g., Headway, Grow Therapy and Alma):
All Charis Care LLC policies apply unless otherwise noted below.
No-Show and Late Cancellation Fees: These policies are set by the provider and disclosed on the respective platforms (e.g., Headway, Grow Therapy and Alma). Fees will be billed directly by the platform. Charis Care LLC will not issue duplicate charges through our partner electronic medical record, Optimantra . Clients are responsible for understanding and adhering to these policies.
Welcome to the CHARIS CARE LLC website. Kindly read our policy and if you have any questions, please email us at info@chariscarelc.com.
CHARIS CARE, LLC OFFICE POLICY STATEMENT
Cancellation and Missed Appointment Policy: We understand that rescheduling may sometimes be necessary. Clients may cancel or reschedule appointments up to 48 business hours in advance without penalty. However, we require at least 48 business hours’ notice prior to your scheduled appointment for cancellations.
A missed appointment fee will be charged as follows:
- A fee equal to the full cost of the scheduled service will be charged for cancellations made with less than 24 business hours' notice or for no-shows (appointments missed without notice).
- A $100 fee will be charged for cancellations made within 48 hours but more than 24 hours before the appointment. These fees are not covered by insurance and will be charged to the patient's credit card on file.
Rescheduling Policy: For appointments missed, canceled, or rescheduled due to lateness or no-shows, clients are expected to reschedule and attend a follow-up appointment within 30 days to remain active in the practice. If we do not hear from you within 30 days following a missed appointment, it will be assumed that you have sought care elsewhere, and you may be administratively discharged from the practice. Additionally, clients who accumulate three missed appointments within a three-month period—including no-shows, late cancellations (less than 48 business hours’ notice), or appointments canceled due to excessive lateness—may also be subject to administrative discharge, regardless of whether contact is maintained. Rejoining the practice following discharge is not guaranteed and will be determined at the sole discretion of the provider.
Non-Urgent Concerns: For non-urgent matters, you may contact our office by phone. Please allow up to 48 hours for a response. Messages left over the weekend or on holidays will be returned on the next business day.
Medication Refills for Established Clients (Medication Management): Clients will be prescribed enough medication to last until their next scheduled appointment. In cases where a refill is needed prior to the next visit, please call and leave a voicemail request. Allow up to three business days for a response to your request. Refill requests made at the last minute may not be accommodated. If you have not been seen in over three months, an appointment is required before a refill will be provided.
Controlled Medications: We generally do not initiate treatment with alprazolam (Xanax). For all other controlled substances, early refills will not be issued for lost or stolen prescriptions. Please store medications securely and follow the prescribed dosage. Do not alter your dose without direct discussion with your provider. If the medication is ineffective or causing issues, contact the provider to discuss alternatives or adjustments.
Fees and Payment: Patients are responsible for all fees associated with services rendered and are due at the time of the visit unless prior financial arrangements have been made. Payments will be automatically charged to the credit card on file following the appointment. Any collection, legal fees, or costs necessary to collect unpaid balances will be the client’s responsibility. We accept Visa, Mastercard, American Express, and cash. Clients are responsible for any fees incurred due to missed appointments, late cancellations, or collection efforts. Extended telephone sessions and other crisis interventions will be billed and prorated according to the provider’s hourly rate. Credit card information will be securely retained for billing purposes.
Medical Insurance: Our office accepts certain insurance carriers as well as self pay options. Patients are responsible for verifying their coverage before scheduling an appointment. While insurance benefits will be verified prior to your appointment, verification does not guarantee payment. Patients should confirm coverage details directly with their insurance provider. Copayments are due at the time of service. Patients are responsible for any applicable deductibles and coinsurance amounts after insurance processing. Full payment is required for out-of-network patients unless prior arrangements have been made. A Superbill can be provided upon request to assist with potential reimbursement from your insurance. Please submit claim forms to your insurance carrier promptly and retain a copy for your records. Self-pay rates are available upon request.
Prior authorization: Some insurance plans require prior authorization for specific services. Our office will submit authorization requests as necessary; however, if authorization is not obtained, the patient will be responsible for the full cost of the services. Payment for all services is due within 30 days of receiving a billing statement. Balances unpaid after 60 days may incur a late fee, and accounts unpaid after 90 days may be referred to collections.
Refunds: Refunds will be issued for any overpayments once insurance claim has been processed and the final patient responsibility is confirmed.
Forms to Fill: Please note that temporary disability and benefits-related forms can only be completed if you are actively and regularly engaged in treatment with this practice. The fee to complete any disability or benefit form starts at $50, depending on complexity. Doctor’s notes are $15.
Billing for services between appointments: Non-clinical communication (e.g., scheduling or billing inquiries by phone, text, or portal) is not billable and are not charged for. However, clinically-related services provided outside of scheduled appointments will be billed at the standard rates listed here. Phone calls requiring 10 minutes or more of the provider's time will be billed at a minimum of $40, with additional time billed for more time involved calls in $40 per 10-minute increments.
Special Letters, Forms, and Documents: Requests for documentation such as prior authorizations, insurance forms, school accommodations (504/IEP), workplace forms, letters of medical necessity, or the preparation of medical records for transfer between providers require significant provider time. These services will incur an administrative fee of $75 per letter/form, or $75 per 10-minute increment for more complex or time-intensive documents. Fees must be paid in advance. If the required documentation involves greater complexity or time, the adjusted fee will be disclosed prior to the work being performed. Please note that while you may request a copy of your medical records at any time without charge for the records themselves, a follow-up appointment must be scheduled to review and discuss the records prior to their release. There is no administrative fee for releasing records directly to you.
Copies: For services provided in-person, copies of lab results, chart notes, imaging, and invoices are charged 50 cents per page, EXCEPT when requested at the time of the visit. Documents relevant to your visit, including lab results, chart notes, imaging, and invoices, will be provided free of charge on the day of your appointment. Most documents are also accessible through the patient portal for your convenience.
Past Due Accounts: If your account becomes past due, we will take necessary steps to collect this debt. At the time of your initial office or telehealth visit, a copy of your credit card will be requested and securely kept on file. If your account becomes past due over 60 days, you will incur a late fee and your credit card will be charged. If your credit card is declined or any other payment issues arise, your account will be referred to our collection agency. You will be will be responsible for all associated collection fees in addition to your current account balance. Failure to pay may negatively impact your credit report. If collection requires legal action, you agree to pay all attorney’s fees and court costs incurred by the practice.
Financial Hardship Assistance: Patients experiencing financial hardship are encouraged to contact our office to discuss payment plans or alternative payment options.
Email Communication: If you are not getting our emails, please check your junk or spam folder before contacting our office.
Limits of Service: The practitioner does not provide certain services including legal services or testimony. Should you require legal testimony at some point during your treatment, you will need to retain an independent forensic psychiatrist.
Clients Using Third-Party Platforms (e.g., Headway, Grow Therapy and Alma):
All Charis Care LLC policies apply unless otherwise noted below.
No-Show and Late Cancellation Fees: These policies are set by the provider and disclosed on the respective platforms (e.g., Headway, Grow Therapy and Alma). Fees will be billed directly by the platform. Charis Care LLC will not issue duplicate charges through our partner electronic medical record, Optimantra . Clients are responsible for understanding and adhering to these policies.
Resources
- Emergencies: Please call 911 or go to the nearest Emergency Room or crisis response center.
- 988 Suicide and Crisis Lifeline: Call/text 988. Available 24 hours a day and 7 days a week.
- National Domestic Violence Hotline: Call 800-799-7233 or text START to 88788. Available 24 hours a day and 7 days a week.
Languages Spoken: English and Yoruba. Other languages will be accessed using Language Line services at an additional cost.
How to Contact us: If you have any questions about this Clinic Policy, the practices of this site, or your dealings with this site, please contact us at:
CHARIS CARE LLC
100 Matawan Rd, Ste 325
Matawan, NJ 07747
929-625-1366
info@chariscarelc.com
Date last updated: 2025