Clinic Policies

Mood and Memory Clinic Policies

Thank you for choosing Mood and Memory Clinic for your psychiatric care. To ensure clarity and smooth coordination of services, the following policies outline our expectations and procedures. Throughout this document, “office” refers to Mood and Memory Clinic, and “you” or “patient” refers to the individual receiving care or their parent, legal guardian, or guarantor.

Office Information

Mood and Memory Clinic

1603 Medical Parkway, Suite 320,
Cedar Park, TX 78613

Telephone: (512) 774-3900

Weekly Availability

  • All visits are by appointment only.
  • Walk-ins cannot be accommodated.
  • We will make every effort to offer earlier appointments when possible.
  • Office Hours: Monday–Friday, 8:00 AM – 6:00 PM
  • Late Evening and weekend appointment may be available.

Insurance & Payment Policy

Mood and Memory Clinic does not participate in any insurance plans and is considered out-of-network for all insurance carriers.

  • Payment is due at the time of service.
  • We provide a superbill that you may submit to your insurance; reimbursement depends on your individual plan.

Standard Consultation and Follow-Up Fees

Service
Duration
Fee
Initial Psychiatric Evaluation
60 minutes
$400
Psychotherapy+ Medication follow up
30 minutes
$250
Medication follow up
15 minutes
$175
Paperwork / Form Completion (FMLA, Return to Work, other forms)
N/A
$200

No-Show / Late-Show / Late-Canceling/ Late-Rescheduling (NLCR) Fees

  • NLCR fees apply to no-shows, late canceling, late rescheduling, and late arrivals (>10 minutes).
  • Fees are automatically charged to the credit card on file and cannot be reimbursed by insurance.
  • Appointment confirmation is mandatory. Failure to confirm may result in cancellation and/or NLCR fees.
  • Missing or canceling 3 appointments within a year may result in dismissal from the clinic.
No-Show
Fee
New patient appointment
$250
Follow-up appointment
$100

After-Hours Communication Fees

  • Non-urgent after-hour calls, including prescription refill requests, incur a fee of $100 per 15 minutes.
  • This fee is not reimbursable by insurance.

Emergencies and Urgencies

Mood and Memory Clinic provides outpatient mental health services only. This website and the services offered do not provide crisis intervention, emergency care, or immediate psychiatric treatment.

If you are experiencing a life‑threatening psychiatric or medical emergency including suicidal thoughts or urges, self‑harm behavior, violent or threatening behavior, or sudden severe mental or physical changes  call 911 immediately or proceed to the nearest emergency department.

If you are experiencing a mental health crisis or emotional distress, but it is not an emergency requiring 911, you may also contact the 988 Suicide & Crisis Lifeline for free, confidential, 24/7 support.

Call or text 988 

Information provided by Mood and Memory Clinic whether via this website, email, or other communication  is for general informational purposes only. It is not a substitute for professional evaluation, diagnosis, or treatment by a qualified and licensed provider, and does not establish a doctor–patient relationship.

Mood and Memory Clinic, its owners, staff, or affiliates shall not be liable for any injury, loss, or other consequences resulting from any person’s reliance on the website’s content, or for failure to seek emergency services when needed.

Privacy, Confidentiality, & HIPAA Compliance

  • Mood and Memory Clinic is committed to protecting the privacy of your health information.
  • All patient records are maintained in secure, confidential systems therapy notes.com in compliance with HIPAA regulations.
  • Information may only be released with your written consent or as required by law (e.g., imminent risk of harm to self or others, child/elder abuse, court order).
  • By receiving care, you acknowledge receipt of the Notice of Privacy Practices.

Informed Consent & Patient Rights

  • All patients must sign an informed consent prior to initiating treatment, including medication management, psychotherapy, ADHD testing, and urine drug screening.
  • Consent outlines treatment procedures, risks/benefits, alternatives, and limits of confidentiality.
  • Patients have the right to:
  • Access their medical records
  • Refuse or withdraw consent for treatment
  • Ask questions about treatment plans, medications, and clinic policies

Client Health & Safety Policies

Medical Record Release / Authorization Policy

  • Requests for copies of medical records must be submitted via written authorization.
  • Records will be released only to individuals or institutions specified in the authorization form.
  • A reasonable fee may apply for copying or administrative costs.

Returned Payment / Delinquency Policy

  • If a payment (e.g., check, credit card) is returned or fails, a returned-payment fee will be charged with an addition to $50. 
  • Accounts unpaid for more than 60–90 days may be sent to collections.
  • Future services may require prepayment or alternate payment methods until the account is resolved.

Patient Conduct / Safety Policy

  • Patients are expected to behave respectfully and safely toward clinic staff, providers, and other patients.
  • Any violent, threatening, or abusive behavior may result in termination of services.

Telehealth / Electronic Communication Policy

  • Mood and Memory Clinic Telepsychiatry sessions are private, secure location with stable internet connection.
  • Patients must consent to telehealth and understand its limitations (e.g., cannot be used in emergencies).
  • All electronic communications (patient portal messages) are secure and confidential.

Diagnosing ADHD & Treatment Involving Stimulants

Accurate diagnosis of ADHD, especially in adults, is a complex process.

  • Comprehensive clinical interview
  • Collateral information (family, school, workplace)
  • ADHD screening and clinical tools for measuring inattention

Records Requirement

  • Patients with prior ADHD diagnoses must bring all relevant medical and psychological records to their initial appointment.
  • Without prior testing or records, ADHD screening and clinical tools may be recommended and performed in the office.
  • Cost: $225 (not reimbursable by insurance)
  • Additional psychological testing may be required in some cases.

Urine Drug Screening

  • A urine drug screen (UDS) may be performed at the initial visit or before starting controlled medications.
  • Random UDS may be conducted during follow-up visits.

Stimulant Medication Policies

  • Frequent visits may be required when first starting stimulants.
  • Once stabilized, appointments must occur every 28–30 days.
  • Controlled substances are only prescribed during scheduled visits.
  • Paper prescriptions are not provided, except in rare system failures.

Legal, Custody, and Forensic Evaluations

  • Mood and Memory Clinic does not perform custody, forensic, or legal evaluations.
  • We do not provide reports or assessments for court, legal proceedings, or medico-legal purposes.
  • For all forensic or medico-legal evaluations, we recommend consulting a forensic psychiatrist who specializes in these assessments.

Discharge & Account Policy

At Mood and Memory Clinic, we strive to provide consistent, high-quality care to all our patients. In order to maintain this standard, we have the following policies regarding continued care:

1. Missed Appointments

  • Patients who miss or cancel three appointments within a 12-month period without prior notice may be asked to transition care to another provider.

2. Outstanding Balances

  • To continue receiving services, patients are asked to keep their account balances current.
  • If there is an outstanding balance, the clinic may pause scheduling new visits until the account is settled.

3. Medication Prescriptions

  • Prescriptions, including routine refill requests, may not be issued if there is an unpaid balance, until the account is cleared.
  • In cases where urgent medication management is needed, we will work with the patient to provide a safe, short-term solution while arranging account resolution.

4. Notification & Support

  • Patients affected by these policies will receive written notification explaining the situation and guidance for continuing care elsewhere if needed.
  • Our goal is to ensure patients are supported in a safe and smooth transition whenever necessary.

5. Flexibility & Communication

  • We understand that life circumstances can be challenging. Patients are encouraged to contact the clinic proactively if they anticipate difficulties with appointments or payments.
  • Open communication allows us to work together to maintain care and avoid interruption of treatment.