Patient Policies

Fees and Cancellation Policies (please read carefully)

To “hold” the initial appointment, patients are asked to provide a credit card.  We charge a fully refundable deposit of $75.00 for the initial session. This amount is applied to the cost of the first session. If the session is cancelled, or the patient does not show up, a $75.00 fee is non-refundable.

Patients are charged for missed and/or cancelled sessions.  There is a charge of $50.00 for missed or cancelled follow-up sessions.

AXIS participates with most insurances and accepts insurance assigned rates. In case services are denied by insurance or your insurance is not participating with AXIS, please call our office at 202-360-4787 for a fee quote for the following services:

  • 45 min initial psychiatric assessment
  • 80 min initial psychiatric assessment
  • 45 min psychotherapy session with MD
  • 45 min psychotherapy session with SW
  • Psychological testing average fee is (actual fee depends on the testing necessary)
  • 15-20 min psychiatric consultation session with MD
  • 15-20 min psychiatric consultation session with PA (under MD supervision)
  • 45 min psychiatric medication management and other consultation fee

Patients are responsible for payments for the treatment provided. All payments are due within 20 days from receiving a bill unless special arrangements are agreed upon.  If special arrangements are not made for partial payment, your balance will be forwarded to collections after 120 days. After the account is forwarded to collections, we are unable to assist the patient any more. We work very hard to make payment plans with our patients that are reasonable and affordable.

Frequency of Visits, Cancellations and Termination of Treatment

After the initial assessment, patients and their psychiatrist will develop a treatment plan that may include individual therapy, group therapy, medication management and/or other interventions. For some cases, especially in cases with children, adolescents, developmental disabilities or elderly, more than one assessment session may be required.

Individual and group psychotherapy visits are done once a week at a minimum.

Psychiatric medication management visits are done based on clinical need. If medications are changed, patients may have to be seen weekly or every other week. Until stable, AXIS standard of care is monthly medication followup visit. When patents are stable visits are reduced to every other month. At a minimum visits are done every 90 days.

If we are unable to reach you and establish contact and a plan, we may terminate your case as we don’t feel that the therapeutic relationship is adequate to support treatment. We accept our terminated patients back into treatment with few exceptions. Similarly, if there are several unexcused cancellations and/or missed sessions, we may terminate our treatment relationship. Furthermore, if our providers recommend a treatment plan and the patient does not agree with the treatment plan and one cannot be developed with mutual agreement, treatment relationship would be terminated.

In all cases of termination, we will provide medication coverage for 90 days and offer any and all assistance to help our patients find alternate sources of care.

Refills

We do not provide refills after business hours. The best way to effectively and quickly get your medication orders refilled is by requesting that your pharmacy fax a refill order to 301-685-0277. Our staff will obtain a physician approval and will authorize the refill.

Please keep track of your medication supply regularly. For nearly all medications, if you run out  your pharmacy will provide you with a 1-3 days supply while the refill is being ordered.

We at AXIS take prescribing psychotropic medication very seriously as it is a complex and serious intervention that requires close monitoring by qualified professionals. Our standard of care is seeing patients at least monthly until psychiatrically stable. Once a patient is deemed stable without major medication changes being anticipated, we reduce frequency of visits to every other month. We will not authorize refills of medications for patients that have not been seen within 90 days without patient being seen by one of our psychiatrists.

Patients who have obtained care through one of our facilities need to contact the facility where they received care to get advice on how to obtain refills. After patients are discharged from programs such as inpatient service, partial hospital programs, etc. they have to obtain refills from their own providers and can only obtain refills through our providers at the Kensington Clinic or the Lexingtong Park Clinic if they choose to become the patient at either of the Kensington Clinic or the Lexington Park Clinic locations.

Privacy of Your Records

AXIS is committed to maintaining and protecting the confidentiality of our patients’ personal and sensitive information. We are required by federal and state law to protect the privacy of your individually identifiable health information and other personal information and to send you this Notice about our policies, safeguards and practices. When we use or disclose your confidential information, we are bound by the terms of this Notice or the revised notice, if we revise it.

We will not disclose confidential information without your authorization unless it is medically necessary and if not disclosing the information may slow down or prevent delivery of life saving medical care. When we need to disclose individually identifiable information, we will follow the policies described in this Notice to protect your confidentiality.

Locations that maintain confidential information have procedures for accessing, labeling and storing confidential records. Access to our facilities is limited to care providers and authorized personnel. We restrict internal access to confidential information to employees who need to know that information to conduct our business. We train employees on policies and procedures designed to protect your privacy.

We will not use your confidential information or disclose it to others without your authorization, except for the following purposes:

  • Treatment: We may disclose your confidential information to your health care provider (e.g., internist) if the information necessary to provide medically necessary care and if the delay in providing such information would slow down or prevent delivery of life saving medical care.
  • Payment: We may use and disclose your confidential information to obtain payment of premiums for your coverage and to determine and fulfill my responsibility to provide your health plan benefits. The information disclosed is typically your diagnosis and proposed treatment plan.
  • Public Health Activities: We may disclose your confidential information for the following public health activities and purposes; (1)  to report health information to public health authorities that are authorized by law to receive such information for the purpose of preventing or controlling disease, injury or disability; (2) to report child abuse or neglect to a government authority that is authorized by law to receive such reports; (3) to report information about a product or activity that is regulated by the U.S. Food and Drug Administration (FDA) to a person responsible for the quality, safety or effectiveness of the product or activity; and (4) to alert a person who may have been exposed to a communicable disease, if we are authorized by law to give this notice.
  • Health Oversight Activities. We may disclose your confidential information to a government agency that is legally responsible for oversight of the health care system or for ensuring compliance with the rules of government benefit programs, such as Medicare or Medicaid, or other regulatory programs that need health information to determine compliance.
  • To Comply with the Law. We may use and disclose your confidential information to comply with the law.
  • Judicial and Administrative Proceedings. We may disclose your confidential information in a judicial or administrative proceeding or in response to a legal order.
  • Health or Safety. We may disclose your confidential information to prevent or lessen a serious and imminent threat to your health or safety or the health and safety of the general public.

Please note that the above is related to the disclosure of the patient record. Our psychiatrists and therapists, keep minimal information that is required by regulatory agencies as part of the patient record. If any personal process notes are recorded, these are kept separate from the record. In this form these are protected under the Federal Law and are not shared with anyone. We will not use or disclose your confidential information for any purpose other than the purposes described in this Notice, without your written authorization.

Your individual rights

  • Right to Request Additional Restrictions. You may request restrictions on my use and disclosure of your confidential information for the treatment, payment and health care operations purposes explained in this Notice. While we will consider all requests for restrictions carefully, we are not required to agree to a requested restriction.
  • Right to Inspect and Copy your Confidential Information. You may ask to inspect or to obtain a copy of your confidential information that is included in certain records we maintain. Under limited circumstances, we may deny you access to a portion of your records. If you request copies, we may charge you copying and mailing costs.
  • Right to Amend your Records. You have the right to ask us to amend your confidential information that is contained in your records. If we determine that the record is inaccurate, and the law permits us to amend it, we will correct it. If another person created the information that you want to change (e.g., a copy of a psychological assessment performed by another professional), you should ask that person to amend the information.

Upon request, you may obtain an accounting of disclosures we have made of your confidential information. If you wish to make any of the requests listed above under “Individual Rights,” you must complete and mail a request to our attention.

If you want more information about your privacy rights, do not understand your privacy rights, are concerned that we have violated your privacy rights or disagree with a decision that we made about access to your confidential information, you may contact us. You may also file written complaints with the Secretary of the U.S. Department of Health and Human Services. We will not take any action against you if you file a complaint with the Secretary or us.

We may change the terms of this Notice at any time. If we change this Notice, we may make the new notice terms effective for all of your confidential information that we maintain, including any information we created or received before we issued the new notice. If we change this Notice, we will send you the new notice if you are an active patient of ours at that time.