Harmonious Mind LLC — Outpatient Psychiatric & Counseling Services — Wilmington, DE
Welcome to Harmonious Mind LLC (HML). We are an outpatient psychiatric and counseling practice founded in 2006, dedicated to providing compassionate, evidence-based mental health care for children, adolescents, adults, and families across the tri-state area. Our goal is to create a nonjudgmental, patient-centered environment where you feel comfortable discussing your concerns.
You do not become an established patient of HML until both you and your clinician mutually agree that the treatment relationship is clinically appropriate. All treatment is voluntary. You may stop treatment at any time.
| Monday | 9:00 AM – 6:00 PM |
| Tuesday – Wednesday | 9:00 AM – 5:00 PM |
| Thursday | 9:00 AM – 6:00 PM |
| Friday | 9:00 AM – 4:00 PM |
| Saturday – Sunday | Closed |
Closed on federal holidays (except Veterans Day) and the Friday after Thanksgiving. We primarily offer TeleMedicine appointments — please call before arriving at the office.
Children are typically seen monthly. All patients on psychiatric medications must be seen at least every three months — no exceptions. Medication stability does not eliminate the need for ongoing clinical evaluation.
If you arrive more than 10 minutes late, you will need to reschedule and remain responsible for the missed session fee. If your appointment runs beyond the scheduled time, you will be billed for the additional time at the prorated rate.
The practice cannot supervise unattended children in the waiting area. Please make childcare arrangements prior to your appointment.
Your appointment time is reserved exclusively for you. We do not overbook. Please provide adequate notice so we may offer your slot to another patient in need.
Two consecutive no-shows will result in automatic discharge from the practice. We reserve the right to waive fees in documented exceptional circumstances (e.g., verified medical emergency).
You must call or send a portal message at least 3 hours before your appointment to cancel without penalty. If you do not contact us and do not appear, the standard no-show fee applies regardless of weather conditions.
Use our secure patient services portal for all clinical and administrative matters. Messages are reviewed Mon–Fri during business hours. Allow 1–2 business days for a response. The portal is not for urgent or emergency matters.
Calls under 5 minutes are not charged. Calls over 5 minutes are billed at $50 per 10-minute increment. After-hours calls are billed at twice the standard rate.
You may text us at (302) 633-6001 or (302) 565-4818 for administrative matters only (scheduling, billing, document requests). Do not send clinical questions via text — these channels are not encrypted.
Email: Support@HarmoniousMind.com — administrative matters only.
Fax: (302) 295-6289
The office does not schedule appointments, process refills, or address clinical questions after hours, on holidays, or on weekends. For non-emergency concerns, leave a voicemail and we will return your call the next business day.
HML does not provide crisis management or emergency psychiatric services. If you are in crisis, please use the resources below immediately.
HML clinicians do not have hospital admitting privileges. If your safety is at risk, you will be directed to the nearest emergency room for evaluation and possible inpatient admission.
HML exercises careful clinical judgment when prescribing controlled substances. The following policies apply to all patients receiving controlled substance prescriptions.
Patients prescribed controlled substances agree to random urine drug screenings completed within 5–7 days of a prescription. We also reserve the right to require a pill count at any time. Failure to comply within 48 hours of a request may result in discharge from the practice.
Lost or stolen controlled substance prescriptions will not be replaced without a police report.
It is a felony to accept a controlled substance prescription from another prescriber in the same drug class without the knowledge and consent of both prescribers. Obtaining psychiatric medications from another provider without notifying HML will result in discharge from the practice.
HML does not co-manage psychiatric conditions with outside prescribers. While under HML care, all psychiatric medications are expected to be prescribed exclusively through HML. Obtaining psychiatric medications from another provider will be interpreted as a transfer of care.
Medications are prescribed in quantities sufficient to last until your next recommended follow-up visit. Refills are provided only to patients actively engaged in treatment.
Check with your pharmacy after 7:00 PM on the final business day. You will not receive a separate call to confirm. Refills are not processed after hours, on weekends, or on holidays.
Rates are calculated per CPT code against the CMS Medicare Physician Fee Schedule (MPFS) and updated annually. Ask the office for the current rate for your specific service.
| Service | Fee |
|---|---|
| Clinical Visits — Self-Pay (125% Medicare at time of service; 135% if invoiced) | |
| Initial Evaluation / Consultation (45–90 min) | Medicare-based |
| Short Follow-Up / Med Check (10–25 min) | Medicare-based |
| Standard Follow-Up (30–40 min) | Medicare-based |
| Extended Follow-Up (55 min) | Medicare-based |
| Psychotherapy Session (55 min) | Medicare-based |
| Psychotherapy Session (40 min) | Medicare-based |
| Telepsychiatry — same rate structure as in-person | |
| Telepsychiatry Short Follow-Up (25 min) | Medicare-based |
| Telepsychiatry Standard Follow-Up (40 min) | Medicare-based |
| Telepsychiatry Extended Follow-Up (55 min) | Medicare-based |
| Telepsychiatry Psychotherapy (55 min) | Medicare-based |
| Telepsychiatry Psychotherapy (40 min) | Medicare-based |
| Specialized Services | |
| TMS (Transcranial Magnetic Stimulation) — treatment-resistant depression | Contact office |
| Spravato (Esketamine) intranasal — in-office, FDA REMS protocol | Contact office |
| TOVA ADHD System — computer-based performance assessment | Contact office |
| Administrative & Miscellaneous | |
| Clinical Phone Call (per 10 min; first 5 min free) | $50 |
| Miscellaneous Physician Services (per 10 min) | $50 |
| No-Show Fee | $75 |
| Late Cancellation (same business day) | $50 |
| Interim Controlled Substance Refill Fee | $10 |
| Medical Record Release (Delaware Schedule) | |
| Pages 1–25 | $0.75 / page |
| Pages 26–100 | $0.50 / page |
| Pages 101+ | $0.25 / page |
| Minimum record release fee | $10.00 |
| Paperwork & Letters | |
| Straightforward Letter | $10 |
| FMLA — Simple / Straightforward | $25 |
| FMLA — Complex / Ongoing Certification | $50 |
| FMLA — Recertification | $25 |
| Disability or Other Complex Paperwork | $75–$150 |
| Court / Legal Documentation (per hour) | Contact office |
| Financial Penalties | |
| Returned / Bounced Check Fee | $25 |
Please verify in-network status with your insurer before your appointment. Most other insurers are affiliated with one of the above.
Payment in full is due at the time of service. Upon request, we will provide a superbill you may submit to your insurer for possible reimbursement. HML is not responsible for filing or guaranteeing reimbursement for plans we do not accept.
We reserve the right to cancel a scheduled appointment if you carry an outstanding balance of $50 or more. Please contact us in advance to make payment arrangements.
We accept cash (exact change), credit/debit cards, FSA, and HSA cards. A $25 fee applies to returned checks. A credit card on file is required for all patients. You may also pay via Zelle to (302) 633-6001 or HMSPay Online.
Please allow at least two weeks for processing of records, letters, and form requests. Some services carry fees not covered by insurance (see §8).
Available only to established patients seen at least 6 times or for at least 6 months. Fees are listed in §8. Rush processing is not guaranteed.
Please complete all forms at least 24 hours before a follow-up visit. For an initial evaluation, all paperwork must be completed within 3 days of the request being sent, or the appointment may be cancelled.
All information shared during treatment is strictly confidential and protected under HIPAA and applicable Delaware and federal law. We will not disclose your health information without your written consent except in the following legally mandated circumstances:
Audio or video recording of any session is strictly prohibited without explicit written consent. Unauthorized recording is grounds for immediate termination of the therapeutic relationship.
For patients under 18, parents or legal guardians are entitled to information about their child’s care as permitted by law. Clinicians may exercise professional judgment to protect confidentiality of minors in certain therapeutic contexts.
All treatment at HML is strictly voluntary. You may choose to stop treatment at any time. If you experience any problem with medication or therapy, it is your responsibility to notify your clinician promptly. Do not abruptly discontinue medications without first consulting your clinician, as some medications carry a risk of serious withdrawal if stopped suddenly.
A clinician may discontinue care for the following reasons:
You may discontinue treatment at any time by notifying us in person, by phone, or in writing. If you leave without notifying your clinician, the therapeutic relationship will be considered terminated 90 days after your last visit. You may re-enter treatment as long as your prior care ended in good standing.
Disrespectful, abusive, or harassing behavior toward any staff member or clinician will not be tolerated and will result in immediate discharge from the practice.
Your clinician must maintain a strictly professional and therapeutic relationship with you. Social, personal, or romantic relationships between patients and clinicians are never appropriate.
Laboratory work may be required to initiate or continue certain medications. The cost of laboratory testing is separate from your visit fee and is your financial responsibility. Referrals for psychological testing may also be made when clinically indicated and may carry additional costs.
HML does not perform forensic evaluations. However, if a clinician is subpoenaed to appear in court related to care provided at HML, fees will apply for all associated time, including preparation, travel, and court attendance. Forensic-related services are billed at a higher hourly rate. Contact the office for details.
HML reserves the right to amend this policy at any time. Material changes will be communicated in writing at least 30 days in advance. Amendments to this agreement must be made in writing and executed by both parties. If any provision is found to be void or unenforceable, all remaining provisions remain in full force and effect.
By signing below, I certify that:
For office use only — Date received: ________________ Clinician: ________________