FAQs
Intakes & Assessments
What can I expect on an adult intake appointment?
Your first appointment is a telehealth consultation that usually lasts about 45–60 minutes. It’s a chance for you and your provider to talk through what’s bringing you in – your symptoms, past history, current life circumstances, and what you hope to achieve with treatment.
By the end of this visit, our goal is for you to have a clear sense of whether and how we can help. In many cases, we can also start mapping out an initial treatment plan during this first session. Sometimes, though, it takes an extra appointment or two to gather all the information we need to create the best plan for you.
For example, ADHD evaluations usually involve at least two appointments so we can do a careful, accurate assessment. We’ve found that taking the time to understand your needs thoroughly leads to better results and a higher chance of success – often helping us find the right treatment faster and more effectively.
Our goal is to make this first visit feel collaborative and supportive, and to set you up with a care plan that truly works for you.
What is the process for an adult ADHD evaluation?
Our goal is to make the ADHD evaluation process thorough, thoughtful, and supportive – and to help you understand yourself better along the way.
For adults, the evaluation typically includes two telehealth appointments, each lasting about 45–60 minutes.
Step 1: Comprehensive evaluation
In your first 45–60 minute appointment, you’ll meet with one of our psychiatric providers for a comprehensive interview and evaluation. This step is really important because many conditions – like anxiety, depression, or trauma – can look similar to ADHD or occur alongside it. We want to make sure we understand the full picture of what’s going on for you.
If ADHD seems likely, we’ll ask you and someone who knows you well (like a partner, family member, or close friend) to complete an online questionnaire called the Conners’ Adult ADHD Rating Scales (CAARS). This gives us valuable insight into how your symptoms show up in everyday life.
Step 2: Review and treatment planning
At your second appointment, we’ll go over your results together and discuss next steps. If ADHD is diagnosed, we’ll take time to educate you about what that means and work together to create a treatment plan tailored specifically to you. This plan may include medication, therapy, lifestyle and behavioral strategies, or work/school accommodations – often a combination that best supports your needs.
We’ll also talk through any other conditions or symptoms we may have identified (such as anxiety or depression) and make sure your treatment plan addresses those too.
Most of the time, we can start treatment at this second visit. In more complex cases, we may recommend extra steps or appointments to gather more information – and we’ll walk you through that if needed.
What is the intake process for child or adolescent psychiatric evaluations?
We’ve designed our process to be thoughtful, family-centered, and easy to navigate. All visits are by telehealth so you can join from home.
1) Parent/Guardian visit (45–60 min) – no child present
We start by meeting with you to understand what’s going on for your child. We’ll talk through concerns, history, stressors, symptoms, and goals, and review any questionnaires you completed. By the end of this visit, you’ll have a clear sense of whether – and how – we can help.
2) Child/Teen visit (45–60 min)
Next, we meet with your child or adolescent. Some older kids prefer to meet without a parent present; we’ll discuss options and confidentiality with you during the first visit so everyone is comfortable and informed.
3) Parent/Guardian feedback visit (25–30 min)
Finally, we regroup with parents/guardians to review the assessment and personalized recommendations. We’ll also let you know whether it makes sense for your child to join this visit.
Why three visits?
Taking time to understand the full picture – together with you and your child – helps us choose the right plan from the start. This careful approach often speeds up progress and increases the chances of success, whether that includes therapy, skill-building, school accommodations, medication, or a combination that fits your child best.
What if you cannot help me after the evaluation?
Our priority is making sure you get the care that’s right for you – even if that means it’s not with us. If, after your first appointment, our providers feel that your needs would be better met elsewhere, we’ll talk that through with you openly and compassionately.
We’ll do our best to recommend next steps and share helpful resources or referrals to support you in finding the right care. You can also request a copy of your consultation note (for yourself or another provider) at any time – just let us know in writing or submit an online request, and we’ll make sure you have it.
Our goal is to support you on your mental health journey, even if that means pointing you toward the care that fits you best.
Why am I seeing more than one provider?
At Well Coast Medical, we’ve designed a care model that puts you at the center of a high-quality, coordinated, and accessible mental health experience. You’ll work with a dedicated care team through convenient telehealth visits, with every treatment plan overseen by a board-certified psychiatrist to make sure you’re getting the best care possible.
If you’re in California, your journey begins with a thorough initial visit led by a highly trained nurse practitioner or physician assistant, working closely with our board-certified psychiatrist. Your psychiatrist may join your initial visit or be involved in future appointments, depending on your needs. After that, you’ll continue meeting with your nurse practitioner or physician assistant for ongoing care, while your psychiatrist stays involved behind the scenes – reviewing your progress and stepping in for consultations whenever needed.
If you’re in Oregon, you’ll work directly with a nurse practitioner who provides care independently but remains closely connected with our psychiatric team for support and collaboration. This team-based approach also means that even if your main provider is away, there’s always someone available to continue your care.
With the Well Coast Medical Care Model, you receive personalized mental health care that’s coordinated, expert-guided, and designed to support you every step of the way.
Who does psychiatric assessments?
California
For psychiatric assessments and treatment, the patient will receive care from a team of dedicated providers via telehealth, under the oversight of a board-certified psychiatrist. For patients in California, the initial appointment will be conducted by highly trained nurse practitioner or physician assistant, working closely with our board-certified psychiatrist. Your psychiatrist may join your initial visit or be involved in future appointments, depending on your needs. . The nurse practitioner or physician assistant will then work directly with the patient to address their mental health needs after a treatment plan is established. The psychiatrist will oversee the nurse practitioner or physician assistant’s work, and will consult with the patient as needed. Having a dedicated mental health treatment team ensures that you receive the highest quality treatment and accessibility to care.
Oregon
For patients in Oregon, the psychiatric mental health nurse practitioner typically operates independently, but they still receive consultation as needed from our psychiatrists and they work as part of our team to ensure patients have the highest level of expert guidance and access to a covering provider when needed.
Can another provider be selected after the initial intake appointment?
All of our providers are highly trained and experienced, and we recognize the importance of finding the right fit in mental health care. If you feel that your provider may not be the best match after your initial intake appointment, you are welcome to request a change. Your current provider will collaborate with our team to assess whether a transfer is appropriate and whether we can accommodate your request. Your comfort and well-being are our priority, and we are here to support you in your care journey.
How do I become a patient and schedule an intake appointment?
Getting started with care at Well Coast Medical is simple and designed to put you at ease from the very beginning.
If you’re an adult, you’ll request your own intake appointment and complete the consent forms yourself – unless you have a legal guardian who handles those things on your behalf. For children and teens, a parent or legal guardian will take care of requesting the appointment and filling out the necessary treatment consents.
You can request an appointment by clicking the “Find a Provider” button accessible from every page of this website, by emailing intake@wellcoastmedical.com, or by calling (833) 931-1716 – whichever is easiest for you. Once we hear from you, our Patient Intake Coordinator will reach out directly to you (or to the parent/guardian if the patient is a minor) to learn more about your needs and make sure our practice is the right fit.
If it looks like we’re a good match, the Intake Coordinator will then verify your insurance and send you all the forms and questionnaires you’ll need to prepare for your first appointment. We’re here to make the process as smooth and supportive as possible, so you can focus on what matters most: your mental health and well-being.
Do you have an earlier new patient appointment?
Please contact our intake coordinator at (833) 931-1716 or at intake@wellcoastmedical.com if you do not see an intake appointment that works for you. We occasionally have cancellations and may be able to accommodate your request.
Can I speak to a provider before scheduling an appointment or have a free consultation?
Due to high demand, we are unable to offer pre-appointment consultations with providers, but you are welcome to ask any questions during your initial intake appointment . You can also contact our Intake Coordinator at (833) 931-1716 or intake@wellcoastmedical.com if you have questions before booking.
Can I see a provider in-person for the intake appointment?
Most of the time, we conduct intake appointments and therapy sessions by telehealth (videoconference). This makes care more accessible, flexible, and convenient – you can meet with your provider from wherever you feel most comfortable.
If an in-person psychiatric evaluation is needed, we can usually accommodate that. Just keep in mind that wait times for in-person appointments may be a bit longer.
For medication follow-up visits, you have the option to choose what works best for you – those can be scheduled either in person or by telehealth.
Our goal is to make it as easy as possible for you to get the care you need, in the way that works best for your life.
What do I need to do before the initial appointment?
To make the most of your first appointment, there are some steps you will need to do beforehand. Prior to your first appointment, please check your email for the invitation to register for our patient portal at https://phr.charmtracker.com. After registering for the portal, please go to the Appointment Questionnaires and complete all required forms before their initial appointment. Send a message in the patient portal to “Contact Us” and attach a copy of your insurance card (front and back sides) and a government-issued photo identification (eg, driver’s license or passport).
On the day of your appointment, check that you have a good wi-fi connection and ensure that you have a private, quiet space to speak with your provider(s). We recommend using a computer (rather than a smart phone) for the best experience. You will get a reminder beforehand with a Zoom link for the appointment, but you can also join by logging into your patient portal and going to your Appointments. Please log in 10 minutes before your appointment start time to ensure everything is working smoothly for you. If you are having issues joining your appointment, please call us at (833) 931-1716.
How do I set up my patient portal (PHR)?
Check your email for an invitation to register for the Well Coast Medical patient portal (PHR). It will come from noreply@agent1accounts.charmtracker.com. If you cannot find the invitation, first check your email spam folder and then call us at (833) 931-1716 or email us at intake@wellcoastmedical.com if you need us to resend your invitation.
When you receive the email invitation, click on the invite link to go to the portal set up page. Enter the patient’s date of birth (mm-dd-yyyy format) and click “Next”. Enter your preferred “Password” (follow the password instructions shown), fill in the CAPTCHA, and accept Charm PHR’s privacy policy, terms, and conditions, then click “Submit”. You will then be sent a verification code by email – enter this verification code and click on the “Verify OTP” button. You will also receive a Welcome Mail from Charm with the portal sign-in link for future use.
Here are more detailed instructions if needed:
I made an appointment on the website, but now I can't meet with the provider. What happened?
Patients can request an appointment with a provider through this website. This request is NOT an actual appointment. The practice will review the appointment request and the information provided by the patient. If the appointment is confirmed, the patient will receive a notification through text and email.
Can my child fill out an intake request if they are under 18 years of age?
Parents or guardians are required to complete the intake request form for any patient under 18 years of age. If the parents/guardians are legally separate or divorced, we request that both parties consent or the consenting parent/guardian provide documentation (such as a court order) that they are the party who is able to consent for their child’s mental health treatment.
Can I fill out an intake request for my child or someone else if they are over 18 years of age?
Patients who are over 18 years of age are required to complete their own intake request form.
How do I join my intake appointment?
We recommend that you sign in for your intake appointment on a computer rather than a phone. You will get an appointment reminder with a link for your Zoom session, but you can also join by logging into your patient portal at https://phr.charmtracker.com/, going to your appointments and selecting “Check In” 30 minutes before your appointment.
Please be in a quiet, private area for your appointment and ensure you have access to stable internet/wifi.
We recommend that you complete all appointment questionnaires before signing in for your appointment. If you have not completed your appointment questionnaires, you may be asked to do these prior to joining your appointment.
On your initial appointment, if we do not have your ID on file, you may be asked to upload or take a picture of your photo ID prior to being able to join your appointment. For patients under age 18, we ask for the ID of the parent or guardian. You can skip this step if you have already sent us a copy of your photo ID either by emailing it to intake@wellcoastmedical.com or by sending it in a message to “Message Front Office” in your patient portal (https://phr.charmtracker.com/).
Medication Management
Will I get a prescription on the first visit?
Not always – and that’s okay. We know it can feel frustrating to wait, and we want you to know that our goal is always to get you the right treatment as soon as possible. In many cases, this means we’re able to start treatment by your second or third visit.
Here’s why we don’t rush: taking a little more time at the start helps us truly understand your symptoms, your history, and your goals. With that fuller picture, we can create a personalized treatment plan that’s more likely to work well for you from the beginning. That means better results, faster progress, and fewer changes down the road.
We’re committed to helping you feel better – and that starts with getting it right from the start.
What if I already had an assessment and I just need to continue my medication?
If you have had a prior assessment, please send us your records prior to your initial appointment so our providers can review these. Our providers will conduct their own evaluation, but in some cases, they may be able to continue your medication at the first appointment with documentation of your past assessment and prescriptions. You can send a message to “Message Provider” in your patient portal (https://phr.charmtracker.com/) and attach your records, or you can fax them to us at (866) 519-5427.
What if I need a refill of my medication before my intake appointment with Well Coast?
You can ask your current prescriber or primary care provider to provide a refill for you. If that doesn’t work for you, please see our resource lists for information on walk-in clinics in your area. You can also locate walk-in clinics at https://findtreatment.gov/locator.
Can you prescribe ADHD stimulant medications (e.g., methylphenidate/Ritalin, Adderall) virtually?
The DEA has extended the telehealth flexibility waiver through 12/31/2026, so we are able to prescribe stimulant medications for ADHD virtually. We do ask for patients to be able to come in person (typically once a year) to monitor blood pressure on stimulant medications, but an in-person appointment prior to starting medication is not required at this time by the DEA. We have offices where we can schedule an in-person follow-up when needed in San Diego, Orange County, Los Angeles, San Francisco, Marin County, and Portland, Oregon.
Services
Do you provide in-person appointments?
Our practice provides its services primarily via telehealth. Patients who have Medicare or who are prescribed certain medications may need to be seen in person at least once per year, or as deemed clinically necessary by their provider.
How often will I need to be seen?
How often you meet with your provider depends on your unique needs and where you are in your treatment journey. Some people benefit from weekly visits – for example, during therapy, while adjusting medications, or when going through a stressful time.
For most patients, medication follow-ups happen about once a month, though they can be more or less frequent based on your treatment plan. Even if you’re feeling great and your medications are stable, we do require a check-in at least once every three months. These regular visits are essential for making sure you’re getting safe, effective care.
If you’re prescribed a controlled medication or if your situation or insurance requires it, you may also need to come in for an in-person visit about once a year. If that applies to you, your provider will go over the details and make sure you know exactly what to expect.
Our goal is to keep your care connected, personalized, and responsive – adjusting as your needs change and making sure you always feel supported.
Do you provide disability evaluations?
Our providers can make recommendations for disability or school/work accommodations if clinically necessary for patients who are under our care; however, we do not do assessments solely for the purpose of disability evaluations.
Do you treat long-COVID, chronic pain, chronic fatigue, or autonomic nervous system dysfunction (POTS)?
Our providers are very experienced in assessing and treating multiple psychiatric conditions, including ADHD, depression, bipolar disorder, anxiety, OCD, and PTSD. We can provide general recommendations and collaborate with other medical providers when needed; however, our clinic does not specialize in the treatment of long-COVID, chronic pain/fatigue, or autonomic nervous system dysfunction (POTS).
Do you provide buprenorphine or methadone treatment?
No, our clinic does not provide buprenorphine or methadone treatment. You can locate clinics specializing in chronic pain or substance abuse treatment here: https://findtreatment.gov/locator.
Do you offer TMS, ECT, or ketamine treatment?
No, we do not provide TMS, ECT, or ketamine treatment at this time; however, after your evaluation, we can make referrals for these treatments if clinically appropriate.
Insurance & Payment
How much does it cost?
We accept most PPO insurance plans, and the payments you will be responsible for will be determined by your insurance provider. Effective 5/1/2025, these are the self-pay rates you will pay if you’re not using insurance (along with CPT procedure codes):
Initial Adult Visit (MD)
- 99204 + 90838 Total = $550.00
Initial Adult Visit (NP/PA)
- 99204 + 90838 Total = $450.00
Adult ADHD Evaluation (California) – includes initial appointment with MD and 1st follow up appointment with NP
- 99204 + 90838 (intake)
- 99214 + 90836 or 90838 (1st followup and review of ADHD testing)
- Total = $875
Adult ADHD Evaluation (Oregon) – includes initial appointment with NP and 1st follow up appointment with NP
- 99204 + 90838 (intake)
- 99214 + 90836 or 90838 (1st followup and review of ADHD testing)
- Total = $775
Follow Up Medication Management Visits (MD)
- 99214 + 90833 (routine followup with MD, 15-30 minutes) Total = $300
- 99214 + 90836 or 90838 (extended followup with MD, 45-60 minutes) Total = $450
Follow Up Medication Management Visits (NP/PA)
- 99214 + 90833 (routine followup with NP/PA, 15-30 minutes) Total = $215
- 99214 + 90836 or 90838 (extended followup with NP/PA, 45-60 minutes) Total = $325
Therapy
- Routine Therapy appointments (up to 60 minutes)
- 90832, 90835, 90837, 90846, 90847 = $195
- Extended Therapy appointments (over 60 minutes) 90837 = $290
- Group therapy 90853: $50 / session
Please Note: Effective January 1st, 2022, the No Surprise Act entitles patients without insurance or any self-pay patients to receive an estimate of the cost of services anticipated to be provided over a twelve-month period. After you are formally scheduled, our billing office can provide you with a written Good Faith Estimate of your costs for a twelve-month period upon request. You can read more about Good Faith Estimates here.
Does Well Coast take insurance?
Well Coast Medical accepts many commercial insurance plans in the states we offer services (you can find a complete list here). If you don’t see your insurance carrier listed, please contact us at (833) 931-1716 or info@wellcoastmedical.com to see how we can help.
Do you verify insurance prior to the initial appointment?
Yes, the practice verifies whether the patient has active coverage and whether the provider is in-network for the patient’s insurance. The patient is responsible for verifying the specifics of their mental health coverage, including co-pays, deductibles, exceptions, outsourced services, and special circumstances that might affect the patient’s coverage and responsibility for payment.
Are therapy appointments covered by insurance?
Whether therapy appointments are covered by insurance depends on whether or not the individual provider is contracted with the patient’s insurance and whether their insurance plan has specific requirements for coverage for mental health benefits. The patient is responsible for verifying the specifics of their mental health coverage, including co-pays, deductibles, exceptions, outsourced services, and special circumstances that might affect the patient’s coverage and responsibility for payment.
What if I have multiple insurance plans?
Your insurance payers will determine which plan is the primary payer – this is not something you choose. You must provide all insurance plan information for us to bill claims to your insurance properly. If we do not have accurate and complete insurance information for all payers at the time of service, you may be responsible for all charges.
Why is a credit card needed?
We ask all patients to keep a valid credit card on file while they’re receiving care with us. This makes billing simple and stress-free for you – your information is stored securely and confidentially, and there’s no need to worry about invoices or missed payments.
Your card is only charged for costs you’re responsible for, such as co-pays, deductibles, or fees for missed or late-cancelled appointments.
It’s all part of making your care experience as smooth and seamless as possible, so you can focus on what really matters: your mental health.
How do I update my credit card on file?
To place a card on file for payment, go to your patient portal at https://phr.charmtracker.com and select the credit card icon. If you are replacing the card on file and need to remove the previous card, please send a message in your patient portal to “Contact Us” and provide the last 4 digits of the card you need removed.
What are the fees for late cancellations or no-shows?
As will be detailed in your client agreement, we have a strict 2-business-days (Monday-Friday) advance notice policy for cancellations and rescheduling. If you cancel or reschedule less than 2 business days before your scheduled appointment, or otherwise no-show to your appointment, you will automatically be charged the full cash rate applicable to your appointment, regardless of your insurance coverage. We do not make exceptions to this policy, and we ask that you respect your provider’s time, as well as the opportunity lost by other clients due to late cancellations or no-shows.
How do I pay my invoice?
If you have a credit card on file, we will charge the card on file as a courtesy. Co-pays, self-pay fees and no-show charges are typically charged on the day of your appointment. If your insurance determines you have other patient responsibility (e.g., deductible or co-insurance) these will be charged after your insurance processes the claim for the appointment. Please check your patient portal for receipts and invoices for any outstanding balances. If you have an outstanding balance, you can pay your invoice by clicking on the payment link in the invoice.
What if I can't afford to pay my bill?
We have several options for payment if you are experiencing financial hardship. Current patients can contact our billing department for information by sending a message in their portal (https://phr.charmtracker.com) to “Contact Us” and noting “Billing” in the subject line. You can also reach our billing department at billing@wellcoastmedical.com. Our billing staff will respond in 1-2 business days.
What if I have another question or concern about billing?
Current patients can contact our billing department for information by sending a message in their portal (https://phr.charmtracker.com) to “Contact Us” and noting “Billing” in the subject line. You can also reach our billing department at (833) 931-1716 or by email: billing@wellcoastmedical.com. Our billing staff will respond in 1-2 business days.
