Financial Responsibility Policy

Effective Date: January 29, 2026

At The Brain Hack Psychiatric Consulting & Coaching, financial policies are thoughtfully established to support a professional, transparent, and respectful care experience. Clear expectations help protect the therapeutic relationship and ensure that clinical time remains available for those seeking services.

Payment for Services

Payment is due at the time services are rendered unless alternative arrangements have been made in advance. An active payment method may be kept securely on file to facilitate a smooth administrative process and prevent disruptions in care.

You are ultimately responsible for understanding your financial obligations, including fees not covered by insurance when applicable.

Insurance

If we participate with your insurance plan or submit claims on your behalf, please note:

Coverage is determined by your insurance provider, not the practice.
You are responsible for copayments, deductibles, and any non-covered services.
Balances remaining after insurance processing are your responsibility.

Any verified overpayments will be refunded promptly.

Cancellation & Missed Appointment Fees

Appointment times are reserved exclusively for you. We respectfully request at least 24–48 hours notice for cancellations or rescheduling.

Late Cancellations: Appointments canceled with insufficient notice may incur a fee of $75.
Missed Appointments (No-Shows): The full session fee may be charged when an appointment is missed without notice.
Late Arrivals: Sessions will typically end at the scheduled time to avoid impacting other clients. The full fee will apply.

Repeated missed appointments may affect ongoing scheduling, as consistency is an important element of effective treatment.

Refunds

Because healthcare services involve dedicated clinical time and professional expertise, refunds are not typically provided for completed appointments.

If a billing error occurs, we are committed to resolving it promptly and with full transparency.

Prepaid Services

Fees for prepaid services — such as evaluations, consultation packages, or specialized assessments — are generally non-refundable once the service has been scheduled or initiated. Exceptions may be considered in rare circumstances at the discretion of the practice.

Financial Communication

We believe financial conversations should be handled with clarity, professionalism, and respect. If financial hardship or unexpected circumstances arise, we encourage proactive communication so that appropriate options may be explored when possible.

Agreement

By scheduling an appointment, you acknowledge and accept responsibility for the financial policies outlined above.

Billing Questions:
holly@thebrainhackpsych@gmail.com

(904) 849-9825