Practice Policy

Welcome to Transcend Functional Health. Our goal is to provide a calm, respectful, and patient-centered experience while delivering high-quality psychiatric, functional health, wellness, and performance-focused care. The following policies are designed to help ensure clear communication, transparency, and a smooth experience for all patients.

Appointments & Scheduling

Appointments are strongly encouraged to ensure adequate time for comprehensive evaluation and personalized treatment planning. Certain specialty services — including psychiatric evaluations, functional medicine consultations, TMS services, advanced wellness therapies, and performance optimization visits — require extended appointment times and preparation.

Patients are asked to arrive:

• 15 minutes early for established patient visits
• 30 minutes early for new patient appointments

Please Note: Late arrivals may require rescheduling if sufficient appointment time is no longer available to safely provide care.

Cancellation & No-Show Policy

Because many of our visits involve reserved extended appointment times, we kindly request at least:

• 24 business hours’ notice for standard appointments
• 48 business hours’ notice for specialty consultations, TMS mapping sessions, or longer appointments

Missed appointments or late cancellations may result in a cancellation fee permitted under Colorado law. Repeated missed appointments may affect future scheduling availability. Patients experiencing emergencies or unavoidable circumstances are encouraged to contact the office as soon as possible.

Insurance, Self-Pay & Financial Responsibility

Transcend Functional Health accepts many major commercial insurance plans for medically necessary covered services. Coverage varies significantly by plan, carrier, deductible status, and medical necessity requirements. Patients are responsible for:

• Co-pays
• Deductibles
• Co-insurance
• Non-covered services
• Any balances not paid by insurance

Payment is due at the time services are rendered unless prior arrangements have been made. As a courtesy, our office will submit claims to participating insurance carriers whenever applicable. Insurance reimbursement decisions are determined solely by the patient’s insurance plan and carrier policies.

Services That May Not Be Covered by Insurance

Some services offered by Transcend Functional Health may be considered elective, wellness-based, investigational, performance-focused, or not medically necessary under certain insurance plans. Examples may include:

• Functional medicine consultations
• Executive wellness services
• Performance optimization programs
• Certain laboratory testing panels
• IV therapies
• Red light therapy
• Supplements and nutraceuticals
• Cash-pay psychiatric optimization services
• Certain TMS-related evaluations or enhancement protocols not approved by insurance
• Lifestyle, longevity, or preventive optimization services

These services may require self-pay and are typically due at the time of service. Whenever possible, our team will discuss anticipated costs, insurance eligibility, and available payment options prior to treatment so patients can make informed decisions regarding their care. For uninsured or out-of-network patients, transparent self-pay pricing is available upon request.

Good Faith Estimates & Patient Billing Protections

Under federal law, uninsured and self-pay patients have the right to receive a Good Faith Estimate explaining the expected cost of medical items and services prior to scheduled care. Patients may request a Good Faith Estimate at any time before scheduling or receiving services.  Transcend Functional Health complies with the federal No Surprises Act and applicable Colorado balance billing protections. Patients are protected from certain unexpected out-of-network medical bills in accordance with federal and Colorado law.  Additional information regarding patient billing rights and protections is available upon request.

New Patients

We welcome new patients and strive to make the onboarding process simple and comfortable. Prior to your first visit, patients may be asked to complete:

• Intake paperwork
• Medical history forms
• Medication lists
• Insurance verification forms
• Mental health screening questionnaires, when appropriate

Please bring:

• A valid government-issued photo ID
• Current insurance card
• Medication list
• Relevant medical records, if applicable

Certain specialty services may require outside records or prior authorization before scheduling.

Prescription Refill Policy

Prescription refill requests should be submitted through your pharmacy whenever possible. Please allow:

• Up to 72 business hours for routine refill processing
• Additional time for controlled substances, prior authorizations, or specialty medications

Some medications require:

• Follow-up appointments
• Laboratory monitoring
• Periodic psychiatric or medical reassessment

Controlled substances are prescribed in accordance with federal law, Colorado regulations, and clinical judgment. Early refill requests may not be approved.

Communication & Patient Portal

For non-emergency communication, patients are encouraged to use the patient portal whenever available. Portal messages, refill requests, and administrative questions are generally addressed during normal business hours.

Please do not use email or portal messaging for urgent or emergency medical concerns.

After-Hours & Emergency Care

Transcend Functional Health is an outpatient practice and does not provide emergency services.

If you are experiencing:

• A medical emergency
• Suicidal thoughts
• Severe psychiatric distress
• Chest pain
• Difficulty breathing
• Any life-threatening condition

Please call 911 or go to the nearest emergency room immediately. If you require urgent after-hours guidance for a non-emergency concern, please contact our office and follow the after-hours instructions provided on the voicemail system.

Respectful Environment Policy

We are committed to maintaining a safe, respectful, and welcoming environment for patients and staff alike. Aggressive behavior, harassment, discrimination, threats, or inappropriate conduct toward staff or other patients may result in dismissal from the practice when clinically appropriate and legally permissible.

Privacy & Confidentiality

Transcend Functional Health maintains compliance with HIPAA and applicable Colorado privacy laws. Patient information is kept confidential and shared only as permitted by law or authorized by the patient. Additional privacy practices and notices are available upon request or through our patient forms documentation.