Office Procedures and Financial Policies

For Office Treatment hours and Business Office hours click here. Office Hours


Telephone Contact Procedures (available 7 days a week/24 hours a day):

Emergencies: Call the office (423-899-0024) and follow the menu instructions. Your provider will be paged and will return your call as soon as possible. On weekends, a psychiatrist is on call for all clinical staff. If you are unable to contact BHA staff, please call 911 or go to your nearest hospital emergency room.

Non-Emergencies: Call the office (423-899-0024). You may leave a message with the office staff or follow the menu instructions to leave a voice mail message. If you know your provider’s voice mail extension (on the back of your appointment card), you may bypass the menu options and enter the voice mail number at any time.


Fees and Payment Policies:

Please refer to our list below of policies that will incur personal responsibility charges.

You have a right to a detailed explanation of charges and payments. Staff will discuss this with you when you start treatment and as needed thereafter. Please notify the Business Office if you have any questions or concerns.

Payment is required at the time of service. Payment can be by cash, check, or credit/debit card.

Some insurance carriers require that we bill them directly. In these cases, you will be responsible for your deductible and/or co pay only. We do not bill other carriers, but we will provide you assistance in completing the required forms. You will then be reimbursed by your insurance company for their portion of your treatment cost. BHA staff can tell you which companies we are required to bill directly. Please be aware that insurance companies sometimes give incorrect information about benefits. If your insurance company later changes their information, we will notify you to correct your account.  If you fail to give correct insurance information or notify us of any changes to your policy, you will be liable for any denied charges due to the delay.

As noted previously, failure to pay your bill will result in the account being turned over to a collection agency.


Scheduling Appointments:

Your first visit will be arranged by our staff. It may be necessary to obtain approval for your visit from your insurance company before your appointment. Later appointments can be scheduled by contacting the Business Office.



We require that all cancellations be made at least 24 hours, 1 business day in advance. Failure to give a 24 hour business day notice will result in a charge that is the patient’s responsibility to pay.


Prescription Refills:

For your convenience, you may leave a message on our voice mail to obtain a refill. Please leave your name; phone number; medication name, strength, and amount; and the pharmacy name and number. To keep from being without medication, please allow 72 hours for all refills. Refills will NOT be called in on Fridays or weekends.  There may be a $25 charge for refills after missed or late cancellation appointments.


Personal Responsibility Charges:

Payment due at the time of service. You will be expected to pay the full allowable charges until the deductible has been satisfied.  Anything outside of your 30-45 minute appointment with your provider may incur an additional charge.  Listed below are common additional charges, but this is not an all-inclusive list.

  • A $100 deposit is required to reschedule if the initial appointment is not cancelled within 24 hours of the scheduled time.
  • A $25 refill charge due to cancelled or missed appointments.
  • A $25 charge for extended or repetitive phone consultations.
  • A $25 charge for repeated "transfers" of prescriptions to different pharmacies.
  • A $20 medical records copying fees (over 40 printed pages will incur additional cost).
  • A $25 fee (per page) for miscellaneous forms or letters regarding the patient.
  • A $50 charge for follow-up appointments missed or cancelled without a 24-hour notice.
  • A $25 returned check fee for any "bounced" checks. 
  • Any court related costs if your provider is subpoenaed for any reason.  Minimum retainer is $1500 due 72 hours in advance.