New Patients
Starting care can feel like a big step, but you’re not alone. At Mindful Oasis, we’re here to meet you with compassion, not judgment. Whether you’re struggling with anxiety, depression, or life transitions, our goal is to help you feel supported and empowered. To begin, please complete the new patient forms below—this helps us understand how to best support you from the very first visit.
Let’s Get You Scheduled
We currently provide services to adults ages 18 and older only.
Step 1: Review Accepted Insurance and Payment Options
Before getting started, please review the insurance plans and payment options we accept to ensure we’re a good fit for your care.
Provider Mariam Bouanane Smith, PMHNP-BC, is currently accepting new patients with the following insurance plans:
Aetna
UnitedHealthcare
Cigna
Anthem Blue Cross and Blue Shield of Virginia
Oscar Health
Carefirst
Anthem HealthKeepers Plus
Sentara Health Plans (including Medicaid)
Aetna Better Health of Virginia
TRICARE
Medicare is not accepted.
Dr. Deborah Story, PsyD, is currently accepting new patients with the following commercial insurance plans:
Aetna
UnitedHealthcare
Cigna
Anthem Blue Cross and Blue Shield of Virginia
Oscar Health
Oxford Health Plans
Carefirst
Sentara Health Plans
TRICARE
Medicaid and Medicare are not accepted.
We also offer flexible self-pay options for patients who prefer to pay out of pocket or whose insurance is not listed above.
Initial Psychiatric Evaluation
Psychiatric Diagnostic Evaluation: $255
Psychiatric Diagnostic Evaluation with Medical Services: $275
Medication Management
Medication Management Follow-Up (flat fee): $155
Medication Management with Psychotherapy Add-On
(Medication management fee applies, plus one add-on below during the same session)
Psychotherapy add-on (15–20 minutes): $55
Psychotherapy add-on (30–45 minutes): $75
Psychotherapy add-on (45–60 minutes): $100
Psychotherapy (No Medication Management)
Individual Psychotherapy, 30 minutes: $125
Individual Psychotherapy, 45 minutes: $165
Individual Psychotherapy, 60 minutes: $185
Family Therapy
Family Therapy (with or without patient present): $185
Additional Professional Services
Document Preparation: $80 base fee + $80 per additional 15 minutes
Consultation with Third Party (20 minutes): $175
Medical Testimony (including travel): $400 per hour
Step 2: Submit the New Patient Appointment Request Form
Click here to read the following disclaimer prior to completing the New Patient Appointment Request Form
Type Of Visits:
We offer both in-person and virtual telemedicine visits, giving you the flexibility to choose the option that best suits your needs and preferences.
New Patients Type Of Visits:
- All new patients must complete the new patient paperwork within 7 days of receiving it.
- If paperwork is not completed within the first 7 days, patients will be granted an additional 7-day grace period to complete it.
- If the paperwork is not completed within 14 days total, the paperwork will expire, the request for an appointment will be canceled, and the patient will be marked as inactive. Patients who become inactive must submit a new request to restart the scheduling process.
- New patients’ appointments will not be scheduled until all required paperwork, consents, and documents are submitted in full.
- If you choose not to sign the required intake forms, Mindful Oasis cannot proceed with treatment. You will be referred to appropriate external providers.
- Cancellations or rescheduling for new clients must occur at least 48 hours prior to the scheduled date via your patient portal or by contacting us at 757-720-1040, or Text 757-891-5166
In-Person Appointments & Prescribing Policy
- All new medication management appointments requiring prescriptions must include an initial in-person evaluation and prescribing visit. For new patients, medications will not be initiated solely through telehealth. Once a treatment plan is established, telehealth may be used for follow-up visits if it is clinically appropriate.
- New psychotherapy-only appointments are offered both virtually and in person.
- A new patient evaluation does not guarantee a prescription or continuation of any previous medications.
- Controlled medications will not be prescribed during Initial new medication management appointments without appropriate documentation, labs, and provider discretion.
- Required labs must be completed before any refills are given and may be requested before follow-up visits.
Medication Management policies:
Medication management is a collaborative treatment process that may include psychiatric evaluations, follow-up visits, medication adjustments, and lab monitoring. I understand that compliance with appointments, lab tests, medication instructions, and communication is required for safe treatment.
Parents/guardians of minors must attend all medication appointments or provide written, notarized updates. I understand that noncompliance, repeated missed appointments, or failure to disclose relevant medical history may result in discontinuation of services.
Initial Psychiatric Evaluation
The first appointment is an evaluation. At the end of the initial psychiatric evaluation, the Mindful Oasis LLC provider may determine that it would be best for you to be referred to another provider based on your clinical needs and/or treatment goals. Attending the initial psychiatric evaluation is not a guarantee that you will be scheduled for a second appointment or that any medication will be prescribed.
Insurance:
If you have health insurance, it may offer some coverage for mental health services. However, coverage varies by plan, and many services require prior authorization.
It is the client’s responsibility to confirm all mental health coverage details with your insurance company before your visit. This includes:
- Whether Mindful Oasis, LLC is in-network or out-of-network
- Whether preauthorization is required
- Whether telehealth or specific services are covered
- Your copay, coinsurance, and deductible obligations
- Any limitations on the number of sessions
Mindful Oasis, LLC may verify benefits as a courtesy, but this does not guarantee coverage or payment. Patients are responsible for understanding their own benefits and for all charges not covered by insurance.
Payment & Authorization Requirements
- All patients of Mindful Oasis, LLC are required to maintain a valid and active credit card on file at all times. Patients must use the link provided https://33856.portal.athenahealth.com/ to create a patient portal account and add a credit card on file under the Appointments section prior to being seen.
- All visits require payment collection on the day of the scheduled appointment, including copays, deductibles, and self-pay fees.
For existing patients:
All visits require prior payment authorization for any out-of-pocket expenses. Missed appointments or cancellations with less than 24 hours’ notice will be charged a $120 no-show/late cancellation fee. Payment for all services must be completed prior to the start of the visit.
For follow-up appointments, Medicaid patients are allowed up to 2 missed appointments or cancellations with less than 24 hours’ notice ONLY; any additional no-shows will result in dismissal from the practice.
Controlled Substance Prescription Policy
At Mindful Oasis, LLC, we look forward to being a part of your healthcare team and value your well-being. Because of this, please be advised that our prescribers:
- Initial In-Person Requirement
Controlled substances will NOT be initiated for new patients through telehealth visits alone. The first prescribing appointment must take place in person. Once a treatment plan has been established, telehealth visits may be used for follow-up if clinically appropriate and approved by the provider.
- No Automatic Continuation of Medications
Being prescribed a controlled substance by another provider does NOT guarantee continuation of that prescription at Mindful Oasis. Prescribing decisions are made only after prior records are reviewed, required labs are completed, and the provider has performed a comprehensive evaluation.
- Comprehensive Initial Evaluation
Controlled substances will NOT automatically be prescribed at the first appointment. A full psychiatric evaluation is required, including:
- Review of prior psychiatric and medical records from previous providers.
- Review of the Virginia Prescription Monitoring Program (PMP).
- Laboratory tests or diagnostic evaluations when clinically indicated.
- Records and Laboratory Requirements
Patients are responsible for ensuring that records from prior prescribers are sent to Mindful Oasis. Prescriptions will NOT be initiated or refilled until all required records are reviewed and appropriate laboratory testing is completed. This may include urine drug screens, baseline bloodwork, or other diagnostic studies.
- ADHD Medication Requirements
Patients requesting stimulant medication for ADHD must understand the following:
- Stimulant prescriptions will NOT be automatically continued just because they were prescribed by another provider.
- Prescriptions will NOT be initiated or refilled until laboratory testing is completed and records from prior providers are obtained.
- For adult patients, documentation of an ADHD diagnosis may be required on a case-by-case basis, which may include psychological testing performed by a licensed clinical psychologist within the last five years.
- Even with documentation, stimulant prescribing is only at the provider’s discretion based on medical necessity, safety, and judgment. Scheduling an evaluation does NOT guarantee an ADHD diagnosis or stimulant prescription.
- Mindful Oasis will NOT prescribe or continue concurrent daily use of stimulants and benzodiazepines (for example, Adderall and Klonopin together).
- Benzodiazepine Policy
- Providers at Mindful Oasis do NOT initiate or maintain the long-term use of benzodiazepines such as Xanax, Ativan, Klonazepam, or Valium.
- Benzodiazepines may only be used for short-term treatment or tapering, at the provider’s discretion.
- Benzodiazepines will NOT be prescribed in combination with daily stimulant use.
- Patients prescribed benzodiazepines elsewhere should understand these prescriptions will NOT automatically be continued at Mindful Oasis.
- Prescription Monitoring
All controlled substance prescribing is monitored through the Virginia Prescription Monitoring Program (PMP). Providers will review PMP records at each visit to ensure safe and appropriate prescribing.
- Controlled Substance Agreement
All patients receiving controlled substances are required to sign this Controlled Substance Agreement at the start of treatment and renew it annually.
- Refill Policy
- Patients are responsible for safeguarding their medications. Lost or stolen prescriptions will NOT be replaced.
- Early refills are NOT provided.
- ADHD medications and benzodiazepines require monthly follow-up visits. If a follow-up is missed or canceled, medications will NOT be refilled until the next appointment.
- Refill requests must be made during business hours (Monday–Thursday, 10 AM–4 PM) and may take up to two business days to process.
- Urgent or after-hours refill requests may result in additional fees.
- Abuse or Misuse Policy
If at any time it is determined that a patient is not taking prescribed controlled substance medications as directed or is overtaking the medication, this will be discussed with the patient. The provider reserves the right to:
- Immediately discontinue controlled substance prescriptions.
- Refer the patient to a substance abuse or detox program.
- Dismiss the patient from the practice.
Providers are NOT required to provide a 30-day supply in cases of misuse or dismissal.
- Drug Testing Requirements
- Patients prescribed controlled substances must agree to random drug testing (urine, hair, or blood).
- Tests must be completed within 24 hours of request.
- Failure to comply may result in immediate discontinuation of prescriptions and dismissal from the practice.
- Failure to Disclose / Failed Drug Test
- Patients must disclose all medications and substances they are taking, including prescriptions from other providers, over-the-counter medications, and supplements.
- Testing positive for undisclosed substances, testing positive for illicit drugs, or testing negative for prescribed medications may result in discharge from the practice.
Non-Voluntary Discharge Policy:
A non-voluntary discharge may be given to the patient at any time via a mailed termination letter.
Reasons for termination include, but are not limited to:
- Non-compliance with treatment
- Violence or perceived threat of violence
- Physical or verbal intimidation
- Abuse towards any staff, clients, persons including family or friends associated with Mindful Oasis, LLC
- Failing to complete necessary labs or urine drug screens as requested.
- Failure to Pay for services
- Failing to disclose full and accurate medical history, including recent hospitalizations or updates to my care.
- Withholding important information that may impact my treatment plan.
- Engaging in inappropriate behavior, whether in person or virtually, toward any employee of Mindful Oasis.
- Failing to attend follow-up appointments within the recommended time frame.
- Failing to take medications as prescribed.
- Failing to follow through with referrals or recommended higher levels of care.
- Not adhering to patient responsibilities
- Cancelling or failing to show for 2 appointments without a valid reason
- Refusing to be an active participant in the treatment process
- If necessary, local law enforcement may be contacted.
Telephone Communication: Calls and Voicemails are attended to Monday through Thursday between 10:00 AM and 4:00 PM, and responses are provided within two business days. Overuse of provider availability will be managed directly between the patient and provider.
Patient Portal, Klara & Email Communication:
For secure communication, patients are encouraged to use Klara (757-891-5166) or the Athena Patient Portal. Both systems are encrypted and HIPAA-compliant. If you wish to opt out of Klara messaging, you may inform your provider.
Patient Portal & Klara:
- Any communication containing protected health information (PHI) should be sent via the patient portal or Klara, our secure messaging platform.
- The portal and Klara should only be used for non-emergent clinical matters.
- Messages will be returned within two business days.
- Not all matters can be resolved via messaging—your provider may request that an appointment or phone call be scheduled to discuss a clinical matter.
- If PHI is transmitted electronically, it is the responsibility of the patient to protect their end of the information, including keeping their phone, email, fax, or other form of communication secure.
Social Media Engagement: We refrain from engaging with current or former patients on social media to safeguard confidentiality and uphold the therapeutic relationship.
Paperwork/Letters:
Completion of paperwork may take up to 10 business days, including Social Security Disability Insurance (SSDI) and Emotional Support Animal (ESA) paperwork. A minimum of six sessions must be completed with the patient before assistance with SSDI paperwork can be provided.
Emergency Coverage:
Mindful Oasis, LLC does not provide care outside of regular business hours. Patients experiencing an emergency should call 911 or visit the nearest emergency room.
Telehealth Appointments:
We offer confidential, HIPAA-compliant video appointments. In-person visits may be required depending on the medication being prescribed (e.g., psychostimulant medications).
Non-Voluntary Discharge Policy:
A non-voluntary discharge may be given to the patient at any time via a mailed termination letter.
Reasons for termination include, but are not limited to:
- Non-compliance with treatment
- Violence or perceived threat of violence
- Physical or verbal intimidation
- Abuse towards any staff, clients, persons, including family or friends associated with Mindful Oasis, LLC
- Failing to complete necessary labs or urine drug screens as requested.
- Failure to Pay for services
- Failing to disclose full and accurate medical history, including recent hospitalizations or updates to my care.
- Withholding important information that may impact my treatment plan.
- Engaging in inappropriate behavior, whether in person or virtually, toward any employee of Mindful Oasis.
- Failing to attend follow-up appointments within the recommended time frame.
- Failing to take medications as prescribed.
- Failing to follow through with referrals or recommended higher levels of care.
- Not adhering to patient responsibilities
- Cancelling or failing to show for 2 appointments without a valid reason
- Refusing to be an active participant in the treatment process
- If necessary, local law enforcement may be contacted.
QUESTIONS?
If you have any additional questions about our policies, scheduling, or services, please don’t hesitate to reach out to our team at 757-720-1040, or Text 757-891-5166 for assistance.
Please complete the form below to request a New Patient Appointment.
Click here for the New Patient Appointment Request Form
By providing my phone number to Mindful Oasis LLC, I consent to receive text messages for purposes such as appointment reminders, important updates, and urgent notifications. Standard message and data rates may apply. We value your communication preferences and will send a single response message unless further interaction is required. You can opt out at any time by replying “STOP.”
Step 3: What Happens After You Submit the Form
Once we receive your request, we’ll call you to schedule your new patient appointment. Our current availability is typically 2–4 weeks from receipt of the initial submission.
Our goal is to respond to your request within 3 business days. While we are currently receiving a higher volume of requests, rest assured, your inquiry is important to us and will not be overlooked. If you do not hear from us within 3 business days, please call or text our office between 10 am and 4pm, Monday through Thursday, for assistance.