Practice Policies
Clear Expectations. Thoughtful Care.
These policies are designed to support clear communication, continuity of care, appropriate scheduling, and a respectful treatment relationship. Please review them before beginning services.
APPOINTMENTS & TELEHEALTH
Services are provided via telehealth to adults age 18 and older. Patients must be physically located in the state of Florida at the time of each appointment.
Please attend appointments from a private, appropriate location with a reliable internet connection and compatible device. Your physical location may be confirmed at the beginning of each telehealth visit.
CANCELLATIONS & MISSED APPOINTMENTS
At least 48 hours' notice is required to cancel or reschedule an appointment.
Late cancellations and missed appointments are subject to the full scheduled appointment fee, except when an emergency or other exception is approved by the practice.
PAYMENT & INSURANCE
Nicola Gagliano Psychiatry & Wellness, PLLC is a private-pay practice and does not bill insurance directly. Payment is due at the time of service.
A superbill may be provided upon request for submission to your insurance plan for possible out-of-network reimbursement. Reimbursement is determined solely by your individual insurance plan and is not guaranteed by the practice.
MEDICATION REFILLS
Please request routine medication refills at least 3–5 business days before your medication is expected to run out.
Refill requests are reviewed during normal business operations. Refills are not intended to address urgent or emergency medication needs, and medication changes generally require an appropriate clinical evaluation.
CONTROLLED MEDICATIONS
Controlled medications are prescribed only when clinically appropriate following an adequate evaluation and in accordance with applicable federal and state requirements and practice prescribing policies.
Completion of an evaluation does not guarantee that a controlled medication—or any particular medication—will be prescribed, continued, or refilled.
When clinically appropriate, treatment involving controlled medications may require additional monitoring, medical records, laboratory testing, prescription-monitoring review, more frequent follow-up, or other safety measures.
COMMUNICATION
Email and website forms should be used for routine administrative communication only. Please do not send sensitive clinical information or protected health information through unsecured communication channels.
Clinical concerns, medication questions, and other protected health information should be communicated through the practice's designated secure communication method when appropriate.
Routine messages are reviewed during normal business operations and should not be used for urgent or emergency concerns.
FORMS, LETTERS & RECORD REVIEW
Forms, letters, reports, family consultations, and record-review services may require additional professional time and associated fees.
Requests are evaluated individually. Completion of a requested form, letter, report, accommodation, certification, or particular clinical conclusion is not guaranteed and depends upon clinical appropriateness, sufficient supporting information, and the nature of the treatment relationship.
EMERGENCIES
Nicola Gagliano Psychiatry & Wellness, PLLC is an outpatient telehealth practice and does not provide emergency or crisis services.
If you are experiencing an immediate medical or psychiatric emergency, call 911 or go to the nearest emergency department.
For a mental health or suicide-related crisis in the United States, call or text 988 to reach the Suicide & Crisis Lifeline.
Do not use email, voicemail, website forms, routine messaging, or the patient portal for an emergency.
POLICY UPDATES
Practice policies may be updated periodically to reflect changes in clinical operations, professional standards, or applicable requirements. Current policies provided by the practice and within patient onboarding materials govern care.