Appointments, Cancellation & Late Policy
What should I bring to my first psychiatric appointment?
Please bring the following items to your initial appointment:
1. Your completed New Patient consent forms. It is very important to have these forms completed before your appointment. You will not have sufficient time to complete it during your appointment, any time required for completion will be deducted from your appointment time.
2. Your insurance card.
3. A government-issued photo ID.
4. Cash or credit card to pay for your visit.
5. A list of your current medications and dosages (this includes non-psychiatric medications, over-the-counter medications, and all vitamins or supplements).
6. A copy of your previous mental health records, including neuropsychological evaluations and evaluations for academic accommodations.
7. If you have ever had any treatment for your psychiatric condition, bring a list of every medication and product you have ever used and the dates used.
When should I arrive at my appointment?
All patients should arrive 10 minutes prior to the scheduled appointment. This will allow adequate time to complete the check-in and payment process. Remember, your appointment will end at its scheduled time regardless of any time lost due to late arrivals or a delay at check-in.
I’m running late to my appointment. What should I expect once I arrive?
We understand that things come up that may delay your arrival, however, we must adhere to a strict Late Arrival policy. Late arrivals impede our ability to provide you with the best quality care and often make the mental health provider’s schedules run behind for the remainder of the day.
If you arrive 10 minutes late you will be offered the options to:
1.) wait for another appointment time on the same day (if one is available) with the same or different provider or
2.) be charged the late fee and reschedule for a different day. Those who choose to wait must be aware that the wait time may be considerable and unpredictable as priority is given to patients who arrive on time. Regardless of what your situation may be, if you arrive late and choose to wait, you must wait until an opening is available.
I need to cancel my appointment. What are your policies?
Please remember that scheduling an appointment involves the reservation of your mental health provider’s time specifically for you. If you fail to cancel or change an appointment 48 business hours in advance, your insurance will not cover for that time lost and we are unable to offer that time to another patient.
Appointments must be canceled or rescheduled 48 hours in advance in order to avoid a Late Cancellation fee.
Patients who have 2 late cancellations or fail to show up 2 times at any time during the course of treatment will be discharged from the practice. This is because patients who consistently miss and/or cancel their appointments can not receive the best quality care for their treatment.
I never received an appointment reminder. Am I still responsible for paying the no-show fee?
Yes you are responsible for the no show fee. Reminders via text message, e-mail, and telephone are a courtesy service only. You as the patient are responsible for your appointment whether or not your reminder was received.
In an effort to help remind you of your scheduled appointments our automated system will send you a total of 4 reminders. You will receive these reminders 3 business days, 2 business days, 1 business day and 1 hour before your appointment. Please be aware that you must call 2 business days (48 business hours) in advance to avoid the late cancellation fee. Weekends and holidays do NOT count as business days since the office will be closed on those days.
You will receive these automated reminders from the following email and phone number.
Automated Email: no-reply@valant.io
Automated Text Messages: 928-985-4438
Automated Phone Call: 833-731-2799
Please save information on your phone as Synergique Healing Reminders or Dr. Vargas’s Appointment Reminders to help you avoid disregarding the messages as spam. If you need to make changes to your appointment do not contact those numbers as they are not monitored by the office. To make changes please call 713-840-7956 or email us at admin@synergiquehealing.com . You may also use the contact us page to communicate with us.
You may also receive a courtesy phone call from the office staff directly. But this is not a guarantee as we are also addressing incoming calls, messages and attending to patients in the office as well.
Why do I have to attend a follow-up appointment?
Follow-up appointments ensure the patient’s safety who are continuing medication maintenance therapy. The frequency of these appointments depends on your treatment plan and the medications utilized.
What will happen if I fail to follow up as scheduled?
You may be discharged from the practice if you fail to follow up for greater than 4-6 months after your recommended follow-up time frame.
Billing, Fees & Payment
Which insurances are accepted?
We are currently in-network with the following insurance carriers: Ambetter EPO, Aetna, Blue Cross Blue Shield, PPO, My Blue Health, Blue Advantage Plus, BCBS Blue Advantage, Cigna, Compsych, Magellan, Oscar, Tricare & United Healthcare. More insurances will be listed at a later time. But if you have any questions please do not hesitate to contact us.
We do not accept any Medicaid,or Medicare insurance plans.
What if I am unable to pay for my appointment in full?
Payment of copayments, coinsurance, deductibles, or self-pay rates is due in full at the time of service. If you are unable to pay for your appointment at the time of service, you may qualify to make a payment arrangement. If you cannot or will not make a payment arrangement, we will have no choice but to reschedule your appointment.
Please remember that account balances will not be allowed to accrue. You will not be eligible to check-in for your next appointment until outstanding balances are paid in full or a payment plan has been arranged. Overdue balances will be sent to collections if not paid in a timely manner.
I paid my copayment at the time of my visit but I had a balance later. What happened?
Unfortunately, your insurance carrier is only required to provide us with a “general quote of benefits” prior to your appointment. This is essentially an estimate of your costs and is subject to change until you have received an Explanation of Benefits (EOB) from your carrier.
My insurance company is declining coverage for certain services. Why didn’t this clinic inform me that this would happen?
Your health insurance contract is between you and your insurance carrier. We cannot guarantee that all services or therapies we recommend are covered by your insurance company. It is your responsibility to understand your insurance benefits. Any questions or complaints regarding coverage should be directed to your carrier.
Who should I notify if I change insurance plans or carriers?
It is your responsibility to notify our office if your insurance coverage changes. Please call or email us 3 business days in advance regarding any changes.
Your appointment may be processed as self-pay on the day of your visit if your changes are not submitted on time.
Prescriptions & Refills
Will my clinician complete a Prior Authorization for my insurance carrier?
Yes, but we ask you to remember that prior authorizations are a courtesy. We make every effort to secure coverage for prescribed medications but it is ultimately your responsibility to contact your insurance company to determine which medications are covered or to request appeals for coverage decisions.
How and when should I request a refill?
Refills may be requested by email and fax. Refills must be requested at least 3 business days prior to running out of medication. Please use admin@synergiquehealing.com to request your refills. Please include the patient’s full name, date of birth, the medications and strength, and the pharmacy we will be using.
Refill requests are not reviewed by your provider until the end of the business day so please plan accordingly. Under no circumstances will medications be refilled after hours, on weekends, or on holidays.
A $55.00 fee is assessed for resending a controlled substance, if you allow the prescription to expire.
I’m overdue for a follow-up appointment but I need a medication refill. What should I do?
Medications will only be refilled for current patients who maintain their regularly scheduled appointments. Your request will be denied if you have not been seen within the recommended follow-up time frame set by your medical provider. If you are overdue for follow-up and are in need of a refill please call to schedule an appointment; at that time your clinician may authorize a temporary refill. Temporary refills will not be granted for controlled substances.
What do I do if my prescription was sent to the pharmacy and the pharmacy is out of stock of my medication?
If you are in this situation, please call the pharmacies near you to find your medication in stock. It is best to confirm with the pharmacy before calling the office to change locations. Once you have the pharmacy’s confirmation the patient should call us at 713-840-7956 or email us at admin@synergiquehealing.com with the following information:
– The patient’s full name, date of birth & the name and strength of the medication/s.
– The pharmacy’s name, complete address, and phone number.
Please be aware if you have already switched pharmacies earlier without confirming there is a fee of $25 per request that must be collected before changing the prescription to another location again.
Contacting the Clinic
I called but reached voicemail. How can I get in touch with the clinic?
Our goal is to answer all incoming phone calls, however at times heavy call volume may prevent us from answering your call at that time. If you reach a recording, please leave a message that includes your name, date of birth, a brief description of your message and the best number to contact you. Allow up to 24-48 business hours for a return call.
Are there any limitations to the types of questions that can be addressed by telephone?
Yes, when it comes to emergencies or crisis matters we advise the patients to call 911 or go to the closest emergency room. An emergency is defined as a life threatening situation or if the patient is capable of doing harm to themselves or those around them. We are not an acute clinic or an inpatient facility. We would not have the necessary equipment & items to address these matters effectively as a hospital or emergency room.
The clinic is closed but I have an urgent question. Who should I call?
At this time, we do not offer an after call service. In the event of an urgent psychiatric matter outside of regular clinic hours you are advised to call 911 or go to the closest emergency room or hospital. You may leave a message on the after hours voicemail. When calling please select the appropriate prompts on our telephone greeting. You will be connected with the voicemail box and you may leave a brief message with your name, phone number, and the nature of the question. You will get a callback during our regular business hours.
Non-urgent issues (e.g., medication refills, scheduling, billing issues) will be addressed during our regular scheduled hours.
What should I do in the event of a life-threatening emergency?
In the event of a life-threatening emergency please call 911 or go to the nearest emergency room. Do not delay care by waiting for our response.
Other Services
I need my clinician to complete forms or write a letter on my behalf. What should I do?
All requests are to be discussed during your appointment with your clinician. The clinician will not be able to determine if you are eligible for your requested document/s over the phone or email.
Do not submit forms directly to our clinician unless you have been otherwise instructed to do so. Please be aware our clinicians do not fill out forms for FMLA, Short Term Disability or write letters for service animals. If our clinician determines you are eligible to have your requested document completed they will make you aware during your appointment. Please be aware there will be a charge for the completion of document/s. These charges will be your responsibility and will be collected before starting on your document/s.These fees are based on the complexity and the time it takes the clinician to complete your document/s.
If you have been instructed by our clinician to obtain certain forms, please fill & sign all of the required information that corresponds to you before submitting them to the administration staff.
How long will it take for my clinician to complete forms or write a letter on my behalf?
On average the clinician can take anywhere from 7 – 14 business days to complete letters or forms. All documents are completed in a first come first serve manner. Please plan accordingly by submitting your request at least 7-14 business days prior to the desired submission date. Under no circumstances will we complete forms or letters on the same day.
Will my clinician provide legal testimony?
Synergique Healing, PA clinicians are unable to provide forensic services. Because legal testimony can often be damaging to the relationship between a patient and his or her clinician, we require our patients to employ independent forensic psychiatric services should this type of evaluation or testimony be required. We do not conduct custody evaluations or parental assessments for use in determining custody or visitation, CPS evaluations, or disability or medical leave evaluations. We encourage you to locate a forensic professional to assist you with these services.
It is often unforeseen, but legal matters requiring testimony of a mental health professional can and do arise. If for any reason any of our clinicians is deposed or subpoenaed on your behalf and required to testify or appear in court, you will be responsible for our court fees and will not be prorated (because attending court necessitates blocking the clinician’s schedule for the entire day). This fee must be paid upfront and in full.
Controlled Substances & Drug Screens
Are there any specialized policies in place for patients taking controlled substances?
Yes. Controlled medications (i.e., benzodiazepines, stimulants, hypnotic sleep aids) have a high potential for misuse and are, therefore, closely regulated by local, state, and federal governments. Our clinicians must observe strict rules in order to minimize the risks of abuse and misuse. All patients at Synergique Healing, PA must agree to follow the policies outlined in our Controlled Substances Agreement as a condition of the provision of controlled substance medications.
I’ve misplaced my controlled medication. Can I get a refill?
Absolutely no premature refills will be granted regardless of the circumstances (i.e., stolen, misplaced, mislaid, exceeding prescribed dosages, losing a handwritten prescription prior to filling, etc.). You must wait until the next eligible fill date to receive another prescription.
You may be discharged from the clinic if you request an early refill secondary to lost, damaged, or stolen prescriptions twice within one year.
I’m taking controlled medication. Why did my provider ask me to submit a urine toxicology screen?
Our clinic follows state and federal recommendations regarding the use of urine toxicology screens to monitor controlled substances use. We order these screens prior to prescribing a controlled substance and randomly during the course of treatment. Refusal to consent to toxicology screens, the presence of non prescribed or illicit substances in my sample, or the absence of prescribed medications in my sample will result in discontinuation of controlled substances and may result in termination of care.
Physician Assistants
What is a Physician Assistant (PA-C)?
Physician Assistants are licensed and board-certified health care providers who practice medicine in partnership with physicians. They are not medical assistants, nor are they studying to become physicians. PAs practice in every state, specialty, and setting to deliver high quality health care to patients like you. PAs are held to the same standard of care that is expected of physicians. They also help make healthcare more accessible by extending the reach of physicians, allowing you to feel confident that you and your family are getting the care you deserve when you deserve it. Most importantly, PAs are trusted by doctors and employers to care for the most important person in their practice: you.
Am I receiving the same quality of care if I’m treated by a PA instead of a doctor?
Yes! PAs are held to the same standard of care that is expected from physicians. They are also licensed by the same medical board that confers physician licenses. PAs earn the PA-C credential by graduating from an accredited post-grad-level PA program. Their education is based on the medical model and includes classroom studies and clinical rotations, similar to physician education. They complete rotations in internal medicine, family medicine, surgery, pediatrics, obstetrics and gynecology, psychiatry, emergency medicine and geriatric medicine.
Following graduation, PAs pass a rigorous national certification exam that tests them on everything from taking a patient’s history to diagnosing and treating complex medical issues; this exam covers all organ systems and infectious disease. But rest assured that the learning continues! The career of a PA is one of continuous education. In order to maintain certification, they’re required, like physicians, to earn Continued Medical Education credits on an annual basis and pass a rigorous recertification exam every 6 to 10 years. It is a career that requires continual medical education and ongoing updates to new drugs and therapies, procedures, and techniques.