Financial Policy & Practice Policies

These policies are designed to support thoughtful, consistent care and to set clear expectations from the start. MoonPhase is intentionally paced and built around clinical depth, privacy, and safety.

Practice Scope and Safety Boundaries

• MoonPhase is an outpatient psychiatric practice designed for menopause-informed, integrative care for women located in Massachusetts.

• Care is intentionally paced and designed for clinical depth—integrating psychiatric evaluation, medication strategy when appropriate, therapeutic support, and education aligned with midlife neurobiological change.

• MoonPhase has limited office hours and is not structured to provide rapid-access or crisis-oriented treatment. If your needs require intensive support, frequent contact, or a higher level of care, MoonPhase may recommend referral to resources better suited to that level of support (for example: intensive outpatient programs, higher-frequency psychotherapy, or specialized services).

MoonPhase does not provide emergency services, crisis response, or on-call coverage. If you are experiencing a crisis, feel unsafe, or need urgent support, call 911, call/text 988, or go to the nearest emergency department.

For urgent medical concerns, contact your primary care clinician, urgent care, or your local emergency department.

Cancellations and Missed Appointments

MoonPhase is intentionally paced and designed for depth rather than volume. Late cancellations and missed visits impact clinical continuity and reduce availability for other clients.

• Cancellation Window and Fees: Please provide at least 48 hours’ notice to cancel or reschedule an appointment. Appointments cancelled outside the notice window, as well as missed appointments, may be billed at the full session fee.

• How to cancel/reschedule: To cancel or reschedule, please use your scheduling link or contact MoonPhase as directed in your appointment confirmation message. Cancellations are considered effective once confirmed.

• Clients are responsible for tracking appointment dates and times once scheduled.

• The card on file may be used for applicable late-cancellation or missed-appointment fees.

• Exceptions: Exceptions for illness or unexpected emergencies may be considered at the clinician’s discretion.

Medication and Refill Policy*

Medication decisions at MoonPhase are made thoughtfully and conservatively, guided by careful assessment and evidence-informed clinical reasoning. When medication is part of care, changes are made over time with attention to benefit, side effects, and your goals.

Prescribing is provided only when you are located in Massachusetts at the time of the visit.

• Refills are part of ongoing care, and are planned within scheduled sessions and are prescribed for the duration until the next appointment, based on clinical monitoring and your treatment plan.

• MoonPhase does not provide one-time prescriptions or refills for medications that were not originally prescribed within this practice. If controlled medications are part of care -additional monitoring and structured refill timelines apply and will be reviewed clearly.

  • Refill Request Timing: Please plan refill requests well in advance of weekends, travel, holidays, and any announced practice closures or time away, otherwise. Please request refills at least 3 business days in advance. This helps ensure refills can be handled thoughtfully during regular business hours. Refills are typically reviewed within follow-up visits, and MoonPhase does not provide after-hours urgent refills.

  • Refills are planned in scheduled sessions and for the duration until the next appointment, based on clinical monitoring and. your treatment plan.

  • Plan ahead for predictable gaps: If you anticipate being away, out of state, or out of the country—or if you have upcoming travel, school schedules, holidays, or pharmacy access issues—please request refills earlier. Last-minute requests are not always possible to accommodate.

    Examples

    • If you will run out Monday, request the refill by Wednesday of the prior week.

    • If you will run out Friday, request the refill by Monday.

    • If you anticipate travel, school schedules, time away, being out of state, or leaving the country, request refills 1–2 weeks in advance when possible to allow for pharmacy processing and coordination.

    • Business hours only; Refills are handled during regular business hours. MoonPhase does not provide after-hours, weekend, or urgent refills.

*Prior Authorizations and Pharmacy Availability:

• Some medications require prior authorization, insurance review, or may be intermittently out of stock. MoonPhase will complete clinically appropriate prior authorizations during regular business hours, but approval timelines are determined by your insurer and cannot be guaranteed.

• Pharmacy inventory and backorders are outside the practice’s control. Clients are responsible for selecting a pharmacy and confirming availability. If a medication is unavailable, please notify MoonPhase with your preferred alternative pharmacy (and, when possible, confirmation that the medication is in stock ahead of scheduled sessions -the prescription will be sent there at that appointment and thereafter).

• MoonPhase is not able to call multiple pharmacies to locate inventory. Repeated pharmacy transfers and same-day changes may require an appointment and cannot be accommodated urgently.

• MoonPhase does not provide change of pharmacy on a monthly or refill basis.

*Pharmacy and Continuity:

• For safety and continuity, MoonPhase prescribes medications only within an established treatment relationship and with appropriate clinical follow-up. MoonPhase does not provide one-time prescriptions or refills for medications that were not originally prescribed within this practice.

• Requests related to lost, stolen, damaged, misplaced, or “running out early” medications may require an appointment and additional clinical review.

• Replacement prescriptions are not guaranteed and may be declined when they cannot be supported safely or clinically.

• MoonPhase is not able to provide “bridge” prescriptions for new clients outside of an established care relationship. When appropriate, MoonPhase may recommend consolidation to a single pharmacy to reduce errors, duplication, and safety risks.

*Controlled Medication*

• If controlled medications are part of care, refill timing and monitoring are more structured and will be reviewed clearly during appointments and in person.

• Controlled medication refills are typically addressed within scheduled visits and are not handled urgently.

*Medication Safety and Monitoring:

• Medication prescribing requires ongoing clinical monitoring. When indicated—particularly for higher-risk medications—MoonPhase may require additional safety steps such as more frequent follow-ups, coordination with other clinicians, review of relevant records, or other monitoring measures appropriate to the medication and clinical context.

• MoonPhase reserves the right to modify, pause, taper, or discontinue medications when clinical safety or treatment integrity requires it.

• MoonPhase is not able to accommodate urgent refills, early refills, or requests for controlled medications as a primary focus of care.

• Medications must be taken only as prescribed. If there are concerns about misuse, unsafe use, diversion, or escalating risk, MoonPhase may require additional monitoring, more frequent visits, coordination of care, or changes to the treatment plan—including tapering or discontinuation of medication—when clinically indicated.

• MoonPhase may also recommend a higher level of care when safety requires it

Communication and Response Times

• Business hours: MoonPhase responds during regular business hours on Tuesdays and Wednesdays, 10:00 AM–5:00 PM (ET).

• Response Time: Messages are typically answered within 2–3 business days. Please note that messages submitted outside business hours are reviewed on the next available business day. MoonPhase does not provide same-day responses.

• What Messaging is For: Messaging is intended for scheduling and administrative needs. Clinical concerns, medication changes, and complex decision-making are best addressed during appointments so care remains thoughtful, clinically grounded, and well documented.

• Planned Time Away and Practice Closures: MoonPhase is an outpatient practice with limited office hours and does not provide after-hours or on-call coverage. There may be times when the practice is closed due to travel, holidays, or planned time away. When closures occur, MoonPhase will provide advance notice whenever possible.

• Clients are encouraged to plan ahead—especially around travel and time away—during scheduled visits.

• Medication Side Effects Outside Office Hours: If you experience concerning side effects outside office hours, seek urgent medical care as needed. For severe symptoms, call 911 or go to the nearest emergency room. For urgent but non-emergency concerns, contact your primary care clinician, urgent care, or your pharmacist. You may also message MoonPhase; messages are reviewed on the next available business day.

• If you require emergency support while MoonPhase is unavailable, please contact 911, call/text 988, or go to the nearest emergency department.

• For urgent medical concerns, you may also contact your primary care clinician or local urgent care.

Telehealth and Location

• Location Requirement: MoonPhase provides Telehealth services for clients who are located in Massachusetts at the time of the visit. If you are traveling or temporarily out of state, sessions may need to be rescheduled.

• Third-party: Telehealth visits are one-to-one. Others may join -only with prior discussion and your consent.

• Technology and Privacy: Telehealth includes unique privacy and technology considerations. You are encouraged to join sessions from a private location and to use a secure internet connection whenever possible. While standard safeguards are used, no digital platform can be guaranteed fully secure.

• If privacy cannot be maintained (e.g., driving, public spaces, others in the room), the session may be paused or rescheduled.

• Clients are responsible for ensuring they have a reliable connection and a private setting for sessions.

• AI-Assisted Documentation: MoonPhase may use HIPAA-aligned, BAA-covered documentation tools (including AI-assisted drafting) to support accurate clinical notes and reduce administrative burden. These tools assist with documentation only and do not replace clinical judgment. All AI-generated notes are reviewed and edited by the clinician before signing. When using AI-assisted tools, MoonPhase uses only the minimum necessary information and avoids entering unnecessary identifying details .

• Telehealth Safety: At the start of Telehealth visits, MoonPhase may confirm your current location and an emergency contact as needed for safety planning.

• If you are experiencing a crisis, feel unsafe, or need urgent support, call 911, call/text 988, or go to the nearest emergency room

Collaboration and Referrals

• With your written consent, MoonPhase may coordinate care with other clinicians involved in your treatment (for example: primary care, gynecology, endocrinology, therapy, or specialty providers). Collaboration is used to support clarity, safety, and continuity—especially when multiple factors are contributing to symptoms.

• Referrals may be recommended when additional medical evaluation or specialized care would best support your goals. When appropriate, MoonPhase can help you identify next steps and coordinate care within the scope of a psychiatric practice.

• MoonPhase does not coordinate care without your consent except as required for safety or legal obligations.

Records, Forms, and Administrative Requests

• MoonPhase may consider clinically appropriate records requests, coordination letters, and limited administrative paperwork within the scope of care. Requests are reviewed on a case-by-case basis according to clinical appropriateness, time required, and practice capacity.

• Please allow adequate time for administrative requests, as these are handled during business hours and may require review of records or a scheduled appointment. Some requests may require an administrative fee depending on complexity and time required.

• To protect privacy, clinical integrity, and the therapeutic relationship, MoonPhase does not provide active or retroactive medical-legal documentation (including sick notes, ESA letters, FMLA/disability paperwork, custody/divorce statements, or court-related documentation/medical-legal evaluations.). Requests that fall outside the scope of treatment may be declined. MoonPhase supports clinically appropriate records requests and routine paperwork directly related to treatment continuity.

Financial Policy

• Self-pay model: MoonPhase operates as a self-pay practice. This model allows for longer visits, thoughtful pacing, and clinical flexibility—so care can be tailored to your needs rather than constrained by insurance-based requirements. Clients are responsible for payment at the time of service and for reviewing the practice’s fees and financial policies in advance.

• Payment and Balances
  Payment is due at the time of service. MoonPhase does not carry ongoing balances. If a balance remains after a session (for example, due to a declined card), we will reach out to resolve it promptly before the next appointment.

• Out-of-Network Responsibility

  Clients who wish to pursue out-of-network reimbursement are responsible for verifying their own eligibility, benefits, and reimbursement terms directly with their insurance carrier. MoonPhase Wellness does not verify benefits, communicate with with. insurers on client’s behalf, guarantee reimbursement, or assume responsibility for insurance determinations, denied claims, or reimbursement outcomes.

• Card on file: A card on file is required and may be used for session fees and applicable late-cancellation or missed-appointment fees in accordance with the policies on this page.

• MoonPhase accepts major credit/debit cards (including HSA/FSA cards when applicable).

• Fees are provided prior to scheduling and are confirmed at booking.

• Superbill: Upon request, a superbill may be provided for clients who wish to pursue out-of-network reimbursement independently, depending on their insurance plan.

• Good Faith Estimate: As a self-pay practice, MoonPhase can provide a Good Faith Estimate upon request, in accordance with the No Surprises Act.

Fees at a Glance

• MoonPhase operates in Massachusetts as a self-pay practice. Fees are shared clearly in advance so you can make informed decisions about fit, pacing, and investment in care.

• What Visit Fees May Reflect
  Fees may reflect not only appointment time, but also the clinical assessment, formulation, documentation, treatment planning, and, when applicable, thoughtful, medication management and prescribe that support psychiatric care.

• Separate Costs May Include
  Labs, supplements, genetic testing, specialty testing, pharmacy-related expenses, and non-routine administrative or clinical requests.

Initial Evaluation

• 90-minute initial psychiatric evaluation — $495

Follow-Up Visits

• 15-minute brief clinical check-in — $125

• 30-minute follow-up visit — $225

• 45-minute follow-up visit — $275

• 60-minute extended follow-up visit — $350

Additional Clinical Services

• Additional clinical services, including extended record review, forms, letters, or other non-routine requests, may incur a separate fee and will be discussed in advance when applicable.

Please Note

• Payment is due at the time of service.

• A card on file is required for booking.

• Superbills are available upon request for clients seeking possible out-of-network reimbursement.

• Labs, supplements, genetic testing, specialty testing, and pharmacy-related costs are separate from visit fees unless otherwise noted.

Brief check-ins are reserved for focused follow-up and may not be appropriate for new concerns, complex medication changes, therapy-oriented discussion, or multiple active issues.

Good Faith Estimate

• As a self-pay practice, MoonPhase can provide a Good Faith Estimate upon request, in accordance with the No Surprises Act. This estimate outlines expected charges for scheduled services based on the information available at the time it is prepared.

  • Because care is individualized, actual charges may change if the scope of services changes. You may request a Good Faith Estimate at any time before scheduling or treatment.

  • Fees are subject to change. Any updates to fees will be communicated in advance and will apply prospectively.