Attendance Policy
No-Show, Late Arrival & Late Cancellation Policy
At Nirvana Healthcare Services, we value your time and ours. To provide exceptional care while respecting our team’s and patients’ schedules, we have established the following policy. Lastminute changes disrupt our ability to offer appointments to other patients and affect the efficiency of our services. By scheduling with us, you agree to the terms outlined below. We appreciate your understanding and cooperation in helping us deliver the highest quality care.
Definitions
- No Show: Failure to arrive for a scheduled appointment.
- Late Cancellation: Canceling an appointment less than 48 hours before the scheduled time.
- Late Arrival: Arriving at the clinic or logging into a virtual visit more than 10 minutes after the scheduled start time.
Fees
- A valid credit card is required to be kept on file. Insurance co-pays will be charged at the time of the visit.
- A $100 fee applies to any “No Show,” “Late Cancellation,” or “Late Arrival.”
- If a late-arriving patient is still able to be seen, no fee will be charged.
Appointment Cancellations
- To cancel:
- Call 844-779-2437or 240-647-8262.
- Speak with a staff member or leave a voicemail.
Established Patients
- Appointments must be canceled at least 48 hours before the scheduled time.
- If a late-arriving patient cannot be seen on the same day, they will be rescheduled, and the $100 fee will apply.
- Patients with three (3) or more “No Shows,” “Late Cancellations,” or “Late Arrivals” may be dismissed from the practice or restricted to “Walk-In Only” status at the provider’s discretion.
New Patients
- Appointments must be canceled at least 48 hours in advance.
- If a new patient “No Shows” for their appointment, they will not be allowed to schedule an initial visit again and can only be seen on a walk-in basis.
- Late-arriving new patients may wait to be seen, as time permits, or return as a walk-in.
Virtual Visits
- Providers must be licensed in the state where the patient is physically located at the time of the appointment.
- Virtual sessions scheduled outside of Maryland or New Mexico will be postponed, and a $100 “No Show” or “Late Cancellation” fee will apply.
- Providers cannot conduct appointments while patients are in a moving vehicle. Sessions conducted in non-stationary vehicles will be postponed, and the $100 fee will apply.
- Please log into your appointment on time via Zoom using the provided link.
- To cancel or reschedule a virtual appointment, notify the office at least 48 hours in advance to avoid the $100 fee.
Deposits
- For services requiring ordered medications or products (e.g., weight loss injections, neurotoxins, ketamine treatments, IV infusions, stem-cell facials), a 50% non-refundable deposit is required.
- Reschedule within 30 days of the original appointment to retain your deposit. Failure to do so or canceling less than 48 hours in advance will result in a $100 fee.
- Deposits will not be refunded but can be applied toward a rescheduled appointment within the 30-day window.
Refunds and Treatment Outcomes
- Refunds: We do not provide refunds for any rendered services.
- Outcomes: Results can vary significantly between patients. While we strive to achieve the desired outcomes, they cannot be guaranteed. Any additional treatments required to meet patient goals will be the client’s responsibility.
Privacy Policy
At Nirvana Healthcare Services, we are committed to protecting the privacy and confidentiality of our patients’ personal and health information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information in accordance with HIPAA (Health Insurance Portability and Accountability Act) and other applicable privacy laws.
1. Information We Collect
We may collect the following types of information:
- Personal identifiers (name, date of birth, address, phone number, email, etc.).
- Medical history, treatment records, and mental health information.
- Insurance and billing details.
- Emergency contact and legal representative information.
2. How We Use Your Information
We use your information to:
- Provide high-quality mental health services.
- Manage appointments and communicate with you regarding your treatment.
- Process insurance claims and payments.
- Comply with legal, regulatory, and safety requirements.
- Improve our services through internal reviews and quality assessments.
3. How We Protect Your Information
We implement strict security measures, including encryption, secure data storage, and access controls, to protect your personal and health information from unauthorized access, disclosure, or misuse.
4. Information Sharing and Disclosure
We do not sell or share your personal information except in the following cases:
- With Your Consent – We will only share your information with third parties if you authorize us to do so.
- For Treatment, Payment, and Healthcare Operations – Your information may be shared with healthcare providers, insurers, or third-party service providers necessary for your care.
- As Required by Law – We may disclose information to comply with legal obligations, such as court orders or public health reporting requirements.
- In Emergency Situations – If necessary to protect your health and safety or the health and safety of others.
5. Your Rights Under HIPAA
You have the right to:
- Access and obtain a copy of your medical records.
- Request Corrections if you believe your records are incorrect.
- Request Confidential Communications to be sent to an alternative address or contact method.
- Limit or Restrict Use and Disclosure of your health information.
- File a Complaint if you believe your privacy rights have been violated.
6. Changes to This Privacy Policy
We reserve the right to update this Privacy Policy as needed. Any changes will be posted on our website, and the updated policy will be effective immediately.
Your privacy is our priority, and we are committed to maintaining the confidentiality of your health information while providing you with the best possible care. If you have questions about this policy or your privacy rights, please contact us.