Frequently Asked Questions

Who does Koa Mind treat?
Koa Mind provides individualized psychiatric care for children, adolescents, adults, and older adults. Care is tailored to each person's age, needs, goals, medical history, and circumstances.


What conditions do you treat?
Koa Mind provide evaluation and treatment for a range of mental health concerns, including anxiety, depression, panic disorder, bipolar disorder, ADHD, OCD, PTSD and trauma-related conditions, psychotic disorders, autism-related concerns, grief, stress, and other behavioral health conditions.

Who do you work with?
Koa Mind provides psychiatric care for patients ages 6 and older, including children, adolescents, adults, and older adults, offering a safe, inclusive, and affirming space for individuals from diverse backgrounds and communities.

Do I need a referral to schedule an appointment?
No. A referral is generally not required to schedule an appointment.

How do I schedule an appointment?
Appointments are scheduled through Headway. You can book an appointment through the Koa Mind website or directly through Headway. You will complete the scheduling and registration process through Headway.

How do I schedule an appointment?
Yes, we offer a 15-minute complimentary call to see if we would be a good fit! Please get in touch today to see what we can do for you.


What can I expect during my first appointment?
Your first appointment is an opportunity for us to understand what brings you to care and develop an individualized treatment plan. We may discuss your current concerns, symptoms, medical and psychiatric history, medications, previous treatment, lifestyle, goals, and other factors that may be relevant to your mental health.

Depending on your needs, treatment recommendations may include medication, psychotherapy, behavioral strategies, coordination with other healthcare providers, or additional evaluation.

You will have an opportunity to ask questions and participate in decisions about your care.

How long is the first appointment?
Your initial psychiatric evaluation is typically 60–90 minutes, depending on your individual needs and the complexity of your evaluation.

What should I prepare before my first appointment?
Before your appointment, please have the following information available when possible:
- A list of current medications, including doses
- Allergies and relevant medical conditions
- Previous psychiatric medications and treatments
- Relevant medical or psychiatric records
- Names and contact information for other healthcare providers, if applicable
- Any questions or goals you would like to discuss

You do not need to have everything perfectly organized. We can work through the information together during your appointment.

Do you offer medication management?
Yes. Koa Mind provides individualized psychiatric medication management when clinically appropriate. Medication is not always automatically prescribed at an initial appointment. Treatment recommendations are made collaboratively based on your individual needs.

Do you provide psychotherapy?
Koa Mind may incorporate supportive therapeutic interventions, psychoeducation, behavioral strategies, and other evidence-informed approaches as part of psychiatric care.

When ongoing psychotherapy is indicated, Koa Mind may also coordinate care with your existing therapist or help you identify appropriate psychotherapy resources.


Can medication management and therapy be provided together?
Yes. Koa Mind takes an integrated approach to mental health care and may incorporate therapeutic interventions alongside medication management. Depending on your needs, ongoing psychotherapy may also be provided by or coordinated with another qualified mental health professional.


How often will I need appointments?
The frequency of appointments varies depending on your symptoms, treatment plan, medications, clinical needs, and progress. Some patients may initially be seen more frequently (ie. monthly) while establishing or adjusting treatment, followed by less frequent follow-ups (ie. bimonthly) once symptoms and treatment are stable.

How do I contact Koa Mind?
You can contact Koa Mind through the contact information provided on this website.

Direct contact with the provider will be provided once provider-client relationship is established.

For appointment scheduling, insurance verification, and billing matters handled through Headway, you may also need to use the appropriate Headway support or patient portal.

Please do not use email or website contact forms for emergencies or urgent psychiatric concerns.

How quickly will you respond?
Koa Mind makes reasonable efforts to respond to non-urgent messages during regular business hours.

Response times may vary depending on the nature and urgency of the request. Messages are not continuously monitored and should not be relied upon for emergencies or urgent clinical situations.


Is my information confidential?

Yes. Your privacy is an important part of your care at Koa Mind. Information you share with us as part of your care is handled in accordance with applicable privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA), when applicable. We use reasonable safeguards to protect your health information and limit access to those who need it to provide, coordinate, or manage your care.

Who can access my psychiatric records?

Your health information is generally accessible only to individuals and organizations authorized to receive it or who are permitted to access it under applicable law. This may include members of your treatment team, your insurance company when necessary for payment or health care operations, or other parties when you provide appropriate authorization.

Can my family access my records?

Generally, family members, partners, or other individuals cannot access your psychiatric records without your permission, except in circumstances permitted or required by law. You may choose to authorize Koa Mind to communicate with a family member, caregiver, or another person involved in your care.

Can my employer access my psychiatric records?

Generally, your employer does not have access to your psychiatric records simply because you receive care from Koa Mind. Your health information is protected by applicable privacy laws. There may be limited exceptions or circumstances where information may be disclosed as permitted or required by law.

Can you communicate with my therapist or PCP?
Yes. With your permission, Koa Mind may communicate with your therapist, primary care provider, therapist, specialist, or other healthcare professionals involved in your care.

Care coordination may help support treatment consistency, medication safety, and continuity of care.

What happens if I want my records sent to another provider?

With your authorization, Koa Mind can generally share relevant health information with another healthcare provider involved in your care. You may also have the right to request access to and copies of your health information, subject to applicable laws and certain exceptions.

What are the limits of confidentiality?

Confidentiality is an important part of psychiatric care, but it is not absolute. There are circumstances in which disclosure of information may be permitted or required by law. These may include certain situations involving an imminent risk of serious harm, suspected abuse or neglect when reporting is legally required, certain court or legal proceedings, or other circumstances established by law.

If you have questions about confidentiality or how your information may be used or disclosed, we encourage you to discuss them with your Koa Mind provider.

How is my health information protected?

Koa Mind takes reasonable administrative, technical, and physical measures to protect your health information. Your information may be maintained and processed through secure healthcare technology platforms and other service providers used to support the delivery and administration of care.


Please review Koa Mind's Privacy Policy and Notice of Privacy Practices for additional information.

What insurance plans does Koa Mind accept?
Koa Mind currently accepts select insurance plans through Headway, our insurance and billing platform.
We accept Aetna, BlueCross BlueShield, Cigna Healthcare, Carelon Behavioral Health, Oscar by Optum, Oxford by Optum, United Healthcare

How does insurance billing through Headway work?
Koa Mind partners with Headway to support insurance credentialing, eligibility verification, claims processing, and billing. You will continue to receive your psychiatric care directly from Koa Mind, while Headway may handle certain insurance and billing-related administrative functions.

How can I verify that my insurance covers psychiatric services?
You can contact the member-services number on the back of your insurance card and ask whether outpatient psychiatric services are covered under your plan. We also recommend confirming your deductible, copay, coinsurance, and any applicable behavioral-health requirements. Insurance verification is not a guarantee of coverage or payment.


How much will I have to pay?
Your out-of-pocket cost depends on your individual insurance plan and may include a copay, coinsurance, deductible, or other patient responsibility. Headway may provide information regarding your expected cost based on the insurance information available at the time of verification. Your insurance company ultimately determines your coverage and financial responsibility.

What is a copay, coinsurance, or deductible?
Copay is a fixed amount you pay for a covered service.
Coinsurance is the percentage of the allowed amount that you are responsible for after applicable requirements are met.
Deductible is the amount you may need to pay toward covered services before your insurance begins paying according to your plan.
Your specific amounts depend on your insurance policy.

Will I have to pay anything at my first appointment?
Possibly. Depending on your insurance plan, you may have a copay, coinsurance, deductible, or other patient responsibility at the time of your appointment. Headway may provide information about your expected responsibility before your appointment when that information is available.

What happens if my insurance doesn't cover my appointment?
If your insurance does not cover a service, you may be responsible for the applicable charge. Headway may contact you regarding insurance-related balances or claims. If you have questions about why a service was not covered, you may also need to contact your insurance company directly.

Do you offer self-pay appointments?
Yes. Self-pay options may be available for patients who do not have an accepted insurance plan or who choose not to use insurance. Koa Mind offers private-pay appointments at a rate of $250 for initial session and $150 for standard sessions.

Can I use my out-of-network benefits?
Possibly. If your insurance plan provides out-of-network mental-health benefits, you may be able to receive reimbursement for eligible services. Coverage and reimbursement vary by plan, and reimbursement is not guaranteed. Please contact your insurance company to confirm your out-of-network benefits.

What happens if my insurance changes?
Headway may need to verify your new insurance and determine whether it is accepted. A change in insurance may also change your copay, deductible, coinsurance, or other financial responsibility.


What happens if my insurance denies a claim?
If an insurance claim is denied, Headway may assist with applicable insurance billing or claims-related processes. However, your insurance company ultimately determines whether a claim is covered and paid. Depending on the reason for the denial, you may be responsible for the resulting balance.


What is your cancellation and no-show policy?
We understand that unexpected circumstances may arise. If you need to cancel or reschedule an appointment, please provide at least 24 hours' notice. A $75 fee per session may be charged for appointments cancelled with less than 24 hours' notice or for missed appointments. Cancellation and no-show fees are not billed to insurance and are the patient's responsibility.


Who should I contact if I have a billing question?
For questions about your Koa Mind appointment, treatment, cancellation policy, or practice-related charges, please contact Koa Mind.

For questions about insurance eligibility, claims, insurance billing, or insurance-related balances, Headway may be the appropriate point of contact.

For questions about your benefits, deductible, coverage, or why your insurance denied a claim, contact your insurance company directly using the member-services number on your insurance card.

Does Koa Mind provide emergency or crisis services?
No. Koa Mind is an outpatient psychiatric practice and does not provide emergency, crisis, or 24-hour psychiatric services. Our services are not a substitute for emergency medical or psychiatric care.

What should I do during a mental-health emergency?
If you are experiencing an immediate danger to yourself or someone else, severe psychiatric symptoms, or another emergency, call 911 or go to the nearest emergency department.

You can also call or text 988 to reach the Suicide & Crisis Lifeline for immediate crisis support.

Do not wait for a response from Koa Mind during an emergency.

What happens if I need help outside of business hours?
Koa Mind does not provide 24/7 or after-hours emergency coverage.

For urgent or emergency concerns outside of business hours, use appropriate emergency or crisis resources, including 911, the nearest emergency department, or 988.

Routine messages can be addressed when Koa Mind is available during regular business hours.

What is your cancellation policy?
Appointments cancelled or rescheduled with at least 24 hours' notice generally will not incur a cancellation fee.

Appointments cancelled with less than 24 hours' notice or missed without notice may be subject to a $75 cancellation/no-show fee per session.

Cancellation fees are the patient's responsibility and are not submitted to insurance.

What happens if I miss an appointment?
A missed appointment may be considered a no-show and may result in the $75 no-show fee. If you miss an appointment, please contact Koa Mind as soon as possible. Repeated missed appointments or frequent late cancellations may affect continued scheduling or availability.

What happens if I need to transfer care?
If Koa Mind determines that another level or type of care would better meet your needs, or if you choose to transition to another provider, we can work with you on an appropriate transition of care when clinically appropriate.

With your authorization, relevant records may be coordinated with your new provider. You should continue prescribed medications and follow-up care as directed until care has been appropriately transferred.

If a higher level of care or emergency evaluation is needed, you may be directed to appropriate emergency, crisis, or specialty services.

Where can I find your Privacy Policy, Notice of Privacy Practices, Terms, and Financial Policy?
These policies are available through the links in the footer of the Koa Mind website. They provide additional information about privacy, patient rights, website use, financial responsibilities, cancellations, payments, and other practice policies.

Please review these policies before beginning treatment.

How do I know if psychiatry is right for me?

You don't need to have a specific diagnosis or know exactly what's wrong to seek psychiatric care. Psychiatry may be helpful if changes in your mood, thoughts, behavior, sleep, attention, or daily functioning are affecting your quality of life or relationships.

An initial evaluation can help clarify what you're experiencing and determine whether medication, therapy, lifestyle changes, further evaluation, or another type of support may be appropriate.

Do I need a diagnosis before making an appointment?

No. You do not need to know your diagnosis before reaching out. Part of the psychiatric evaluation is understanding your symptoms, history, and goals and determining what may be contributing to what you're experiencing.

What if I'm functioning but still struggling?

You don't have to be in crisis to seek psychiatric care. Many people continue to work, attend school, maintain relationships, and meet their responsibilities while experiencing significant anxiety, depression, difficulty concentrating, mood changes, burnout, or other concerns.

What if I'm not sure what kind of mental health care I need?

That's okay. You don't need to figure it out on your own. A psychiatric evaluation can help determine what type of support may be most appropriate. Depending on your needs, that may include medication management, psychotherapy, collaboration with your primary care provider or therapist, or referral to a different level or type of care.

Do I have to take medication if I see a psychiatrist?

No. Medication is one potential component of psychiatric treatment, but it isn't automatically the answer. Treatment recommendations are individualized and based on your symptoms, history, preferences, goals, and overall health.

What if I've had a bad experience with psychiatry before?

A previous difficult experience doesn't mean you can't have a different experience with care. At Koa Mind, we believe treatment should be collaborative, respectful, and individualized.

You are encouraged to share what has and hasn't worked for you in the past, including concerns about medications, diagnoses, communication, or previous treatment experiences.

What if I'm embarrassed to talk about my symptoms?

You are not expected to have everything figured out before your appointment. Mental health concerns can be difficult or uncomfortable to discuss, and there is no judgment for what you share.

Your provider's role is to listen, ask questions, and help you understand what you're experiencing—not to judge you for it.

What if I just don't feel like myself anymore?

Feeling unlike yourself can be an important reason to seek support. Changes in mood, motivation, sleep, energy, concentration, relationships, or everyday functioning can have many possible causes.

A psychiatric evaluation can provide a space to explore what's changed and identify appropriate next steps.

When should I seek psychiatric care?

Consider reaching out when symptoms are persistent, becoming more difficult to manage, interfering with your daily life, or causing distress—even if you aren't sure whether they are "serious enough."

You don't have to wait until things become overwhelming to ask for help.

What if Koa Mind isn't the right fit for me?

Finding the right provider matters. If your needs fall outside the scope of Koa Mind's services, your provider can discuss appropriate next steps and, when appropriate, help connect you with additional resources or a different level of care.