Sound Reign Optimal Behavioral Health – Office Policies.
Cancellations, No-Shows, and Rescheduling
We ask that you notify us at least 24 hours in advance if you need to cancel or reschedule an appointment. This courtesy allows us to offer the appointment time to another patient who may be waiting.
Urgent or Emergency Appointments
We make every effort to accommodate patients experiencing urgent concerns. However:
- Same-day or emergency appointments cannot always be guaranteed.
- You may need to call back regularly to check for cancellations if immediate openings are unavailable.
- Missed appointments cannot always be rescheduled right away.
Medical Records
A signed Release of Information (ROI) is required before we can send your records to another provider. Please provide the full name, address, and phone number of the recipient to ensure timely processing.
Arriving Late to Appointments
We strive to honor everyone’s time by keeping appointments on schedule.
- If you arrive late, your session will still end at the originally scheduled time.
- If the provider is running behind, you will receive the full duration of your scheduled visit.
- If you arrive after your session has already ended, we may only be able to see you if another patient cancels — otherwise, the visit will be considered a no-show.
Services Provided Outside of Scheduled Appointments
Our goal is to use appointment time efficiently and focus on your care. If you need forms, letters, or paperwork completed:
- Please bring them to your scheduled visit and fill out your portion beforehand.
- Requests requiring significant time outside of your appointment (letters, detailed forms, record reviews, or coordination with outside agencies) may incur a fee of $50 per half-hour.
- Routine tasks such as prescription refills, brief clinically focused phone calls, and coordination with other clinicians directly involved in your care are not subject to this fee.
Prescription Refills
Medication management is best handled during your scheduled appointments.
- Please bring your medication list with you to each visit.
- Refill requests require at least 48 hours’ notice.
- Long-term or chronic medications typically require an in-office appointment before refills are provided.
- For most refills, please contact your pharmacy first — they will send our office the necessary request.
Notice of Privacy Practices
THIS NOTICE DESCRIBES HOW MEDICAL, MENTAL HEALTH, AND SUBSTANCE USEDISORDER INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
Your Rights:
- Get a copy of your medical record
- Request a correction
- Request confidential communication
- Ask us to limit what we share
- Get a list of those we've shared with
- Get a copy of this notice
- Choose someone to act for you
- File a complaint without retaliation
Our Responsibilities:
- Maintain your privacy and security
- Inform you of our practices
- Follow the terms of this notice
- Notify you of any breachesHow We Use and Share Information:
- Treatment, Payment, Operations
- Emergency care, legal requirements
Special Protections:
Mental health and substance use records are protected under WA law (RCW 70.02) and 42 CFR Part 2. These are not disclosed without written consent unless allowed by law. Minors in WA (13+) can consent to treatment and control access to their records.
Complaints:
Contact the U.S. Department of Health and Human Services if you believe your rights have been violated.
We may change this notice and make it available in our office and on our website.