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.
No-Show & Late Cancellation Fees: Clients can cancel or reschedule up to 48 hours before their scheduled appointments. A fee equal to the full cost of the scheduled service will be charged for missed appointments or cancellations made with less than 24 hours notice. A fee of $100 will be charged for cancellations within 48 hours of the appointment time. These fees are not covered by insurance and will be charged to the patient’s credit card.
Late Arrivals: No-shows will result in being charged the full cost of the scheduled service. Clients with three no-shows will be discharged from the practice.
Rescheduling: Appointments will need to be rescheduled if more than 10 minutes late for a 30 minutes medication follow-up and more than 15 minutes late for a one-hour initial psychiatric evaluation appointment and will result in full cost of the scheduled service.
Payment for a cancelled or missed appointment is expected before any further treatment will be rendered.
Non-Urgent Concerns: You can call us, but please note that all calls will be responded to within 48 hours. Calls/messages left during the weekend will be responded to on the next business day.
Medication Refills for Established Clients (for med management): Clients will be given enough medications until their next appointment. However, due to certain circumstances, if a refill is needed before your next appointment, please call us and leave a voice message. Please allow 3 business days for us to respond to refill requests and do not leave these requests to the last minute. If you have not been seen in over three months, you will need to schedule an appointment to obtain a refill.
Controlled Medications: Please note that we do not typically offer new starts for Xanax. For all other controlled medications, we will not offer an early refill if they are lost or stolen. Please safeguard your controlled prescriptions and take these medications as prescribed. Do not increase or change your dose without specifically discussing with the practitioner. If, for any reason, the medication is not helping you, please talk to your provider for adjustments or a different medication.
Fees and Payment: Clients are responsible for fees associated with services rendered and are due and payable upon completion of visit, unless prior financial arrangements have been made. Payment is expected at the time the service is provided and will automatically be billed to the credit card on file after your appointment. Any collection, legal fees, or costs necessary to collect unpaid balances will be the client’s responsibility. Payment can be made by credit card (Visa, Mastercard, Amex), cash. Credit card details will be held for each client in the event of additional fees incurred such as missed sessions or late payments. Crisis interventions (such as extended telephone sessions) will be prorated at the agreed hourly rate.
Medical Insurance: The office does accept certain insurance carriers, as well as self-pay options. Patients are responsible for verifying coverage before scheduling an appointment. Insurance benefits will be verified prior to the appointment, but verification does not guarantee payment. Patients should confirm coverage details with their insurance provider. Copayments are due at the time of service. Patients are responsible for any applicable deductible and coinsurance amounts after insurance processing.
Full payment is required for out-of-network patients unless prior arrangements are made. A Superbill can be provided for patients to seek potential reimbursement from their insurance, as needed. Submit claim forms as soon as possible to your carrier and keep a copy.
Self-pay rates are available upon request.
Prior authorization: Some insurance plans require prior authorization for certain services. Our office will submit requests as needed, but lack of authorization may result in the patient being responsible for the cost of services. Payment is due within 30 days of receiving a billing statement. Unpaid balances over 60 days may incur a late fee and could be sent to collections if unpaid after 90 days.
Refunds: Refunds will be issued for any overpayments once insurance has processed the claim and confirmed final patient responsibility.
Financial Hardship Assistance: Patients experiencing financial hardship may contact our office to discuss payment plans or alternative payment options.
Forms to Fill: Please note that temporary disability/benefit forms can only be completed if you are seen regularly by this practice. The cost to complete any disability/benefit form starts at $50. Doctor’s notes are $15. Billing for services between appointments: Non-clinical phone or text contact (such as scheduling or billing questions) are not charged for.
Clinically related services provided between scheduled appointments are billed at the rates listed here. Phone calls requiring 10 minutes or more of the provider's time will be charged as a minimum visit ($40 per 10-minute increment for more time involved calls). Special letters, forms, and documents require significant provider time and will be charged an administrative fee. Paperwork such as letters, forms, or prior authorization paperwork, time spent preparing medical records to transfer between providers are billed at $75 per letter or form OR $75 per 10-minute increment for more time involved forms. Please be aware that you have a right to request a copy of your medical records at any time; there is no additional administrative fee to release records to you, although we require that you schedule a follow up appointment to review and discuss your records prior to releasing them to you. Fees must be paid in advance. Some documentation may require extensive time / complexity and may justify a higher fee. If so, this fee will be disclosed to you prior to preparing the documents.
Limits of Service: The practitioner does not provide certain services including legal services or testimony. Should you require legal testimony at some point during our treatment together, you will need to retain an independent forensic psychiatrist.
If you are not getting our emails. Please make sure you check your junk/spam folder before contacting us.
Past Due Accounts: If your account becomes past due, we will take the necessary steps to collect this debt. At the time of your initial office visit, a copy of your credit card will be taken. If your account becomes past due over 60 days, you will incur a late fees and your credit card will be charged. If the credit card declines or there are any other problems, your account will be referred to our collection agency. You will be charged for this service in addition to your current account balance. If payment is not received, your credit report will be blemished. If we have to refer the collection of the balance to a lawyer, you agree to pay all of the lawyer's fees which we incur, plus all court costs.
Copies: For services provided in-person, the cost for copies of lab work, chart notes, imaging, and invoices will be 50 cents per page, EXCEPT if requested at the time of the visit. Lab work, chart notes, imaging, and invoices pertinent to the visit will be provided free of charge on the day of the visit. Most documents will also be available for you on the patient portal.
Special Letters, Forms, and Documents: Completing special insurance forms, workplace documentation, writing letters of medical necessity, etc. require significant provider time and will be charged an administrative fee of $25 per document/letter.
If you are not getting our emails: Please make sure you check your junk/spam folder before contacting us.
Welcome to the CHARIS CARE LLC website. Kindly read our policy and if you have any questions, please email us at info@chariscarelc.com.
No-Show & Late Cancellation Fees: Clients can cancel or reschedule up to 48 hours before their scheduled appointments. A fee equal to the full cost of the scheduled service will be charged for missed appointments or cancellations made with less than 24 hours notice. A fee of $100 will be charged for cancellations within 48 hours of the appointment time. These fees are not covered by insurance and will be charged to the patient’s credit card.
Late Arrivals: No-shows will result in being charged the full cost of the scheduled service. Clients with three no-shows will be discharged from the practice.
Rescheduling: Appointments will need to be rescheduled if more than 10 minutes late for a 30 minutes medication follow-up and more than 15 minutes late for a one-hour initial psychiatric evaluation appointment and will result in full cost of the scheduled service.
Payment for a cancelled or missed appointment is expected before any further treatment will be rendered.
Non-Urgent Concerns: You can call us, but please note that all calls will be responded to within 48 hours. Calls/messages left during the weekend will be responded to on the next business day.
Medication Refills for Established Clients (for med management): Clients will be given enough medications until their next appointment. However, due to certain circumstances, if a refill is needed before your next appointment, please call us and leave a voice message. Please allow 3 business days for us to respond to refill requests and do not leave these requests to the last minute. If you have not been seen in over three months, you will need to schedule an appointment to obtain a refill.
Controlled Medications: Please note that we do not typically offer new starts for Xanax. For all other controlled medications, we will not offer an early refill if they are lost or stolen. Please safeguard your controlled prescriptions and take these medications as prescribed. Do not increase or change your dose without specifically discussing with the practitioner. If, for any reason, the medication is not helping you, please talk to your provider for adjustments or a different medication.
Fees and Payment: Clients are responsible for fees associated with services rendered and are due and payable upon completion of visit, unless prior financial arrangements have been made. Payment is expected at the time the service is provided and will automatically be billed to the credit card on file after your appointment. Any collection, legal fees, or costs necessary to collect unpaid balances will be the client’s responsibility. Payment can be made by credit card (Visa, Mastercard, Amex), cash. Credit card details will be held for each client in the event of additional fees incurred such as missed sessions or late payments. Crisis interventions (such as extended telephone sessions) will be prorated at the agreed hourly rate.
Medical Insurance: The office does accept certain insurance carriers, as well as self-pay options. Patients are responsible for verifying coverage before scheduling an appointment. Insurance benefits will be verified prior to the appointment, but verification does not guarantee payment. Patients should confirm coverage details with their insurance provider. Copayments are due at the time of service. Patients are responsible for any applicable deductible and coinsurance amounts after insurance processing.
Full payment is required for out-of-network patients unless prior arrangements are made. A Superbill can be provided for patients to seek potential reimbursement from their insurance, as needed. Submit claim forms as soon as possible to your carrier and keep a copy.
Self-pay rates are available upon request.
Prior authorization: Some insurance plans require prior authorization for certain services. Our office will submit requests as needed, but lack of authorization may result in the patient being responsible for the cost of services. Payment is due within 30 days of receiving a billing statement. Unpaid balances over 60 days may incur a late fee and could be sent to collections if unpaid after 90 days.
Refunds: Refunds will be issued for any overpayments once insurance has processed the claim and confirmed final patient responsibility.
Financial Hardship Assistance: Patients experiencing financial hardship may contact our office to discuss payment plans or alternative payment options.
Forms to Fill: Please note that temporary disability/benefit forms can only be completed if you are seen regularly by this practice. The cost to complete any disability/benefit form starts at $50. Doctor’s notes are $15. Billing for services between appointments: Non-clinical phone or text contact (such as scheduling or billing questions) are not charged for.
Clinically related services provided between scheduled appointments are billed at the rates listed here. Phone calls requiring 10 minutes or more of the provider's time will be charged as a minimum visit ($40 per 10-minute increment for more time involved calls). Special letters, forms, and documents require significant provider time and will be charged an administrative fee. Paperwork such as letters, forms, or prior authorization paperwork, time spent preparing medical records to transfer between providers are billed at $75 per letter or form OR $75 per 10-minute increment for more time involved forms. Please be aware that you have a right to request a copy of your medical records at any time; there is no additional administrative fee to release records to you, although we require that you schedule a follow up appointment to review and discuss your records prior to releasing them to you. Fees must be paid in advance. Some documentation may require extensive time / complexity and may justify a higher fee. If so, this fee will be disclosed to you prior to preparing the documents.
Limits of Service: The practitioner does not provide certain services including legal services or testimony. Should you require legal testimony at some point during our treatment together, you will need to retain an independent forensic psychiatrist.
If you are not getting our emails. Please make sure you check your junk/spam folder before contacting us.
Past Due Accounts: If your account becomes past due, we will take the necessary steps to collect this debt. At the time of your initial office visit, a copy of your credit card will be taken. If your account becomes past due over 60 days, you will incur a late fees and your credit card will be charged. If the credit card declines or there are any other problems, your account will be referred to our collection agency. You will be charged for this service in addition to your current account balance. If payment is not received, your credit report will be blemished. If we have to refer the collection of the balance to a lawyer, you agree to pay all of the lawyer's fees which we incur, plus all court costs.
Copies: For services provided in-person, the cost for copies of lab work, chart notes, imaging, and invoices will be 50 cents per page, EXCEPT if requested at the time of the visit. Lab work, chart notes, imaging, and invoices pertinent to the visit will be provided free of charge on the day of the visit. Most documents will also be available for you on the patient portal.
Special Letters, Forms, and Documents: Completing special insurance forms, workplace documentation, writing letters of medical necessity, etc. require significant provider time and will be charged an administrative fee of $25 per document/letter.
If you are not getting our emails: Please make sure you check your junk/spam folder before contacting us.
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
10 GREEN ST UNIT 4-126
Woodbridge, NJ 07095
929-625-1366
info@chariscarelc.com
Date last updated: 2025
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
10 GREEN ST UNIT 4-126
Woodbridge, NJ 07095
929-625-1366
info@chariscarelc.com
Date last updated: 2025