ROJOLIE CLINIC LIMITED
CLINICAL POLICY
We would like to introduce you to the mental health care and treatment that you may expect to receive from the Rojolie Clinic team. Below you will find an outline of our clinical policies, details of how we will work together and some general information and practical details.
Please do not hesitate to contact our administrative team or clinical director if you need clarification or further information.
OVERVIEW
Rojolie is a multi-disciplined mental health care outpatient facility.
We work on an appointment basis and accept both self-referrals and referrals from health care professionals.
Our team comprises Doctors (Psychiatrists and MOSS (Medical Officer of Special Scope), clinical psychologists, psychotherapists, clinical nurse practitioners, cognitive behavioural therapists and occupational therapists.
Psychiatrists and MOSS are medical doctors who can prescribe medications and they work alongside the therapy team.
Clinical psychologists, psychotherapists, cognitive behavioural therapists and occupational therapists provide therapeutic intervention using a number of different treatment models
At Rojolie we provide assessment, care and treatment for adults, adolescents, and children.
Consultations are held in-person at our rooms in Greenlane East (73 and 67) or via virtual telehealth.
Working hours are usually Monday to Friday between 9- 5pm however we also have limited availability for consultation after hours as per the availability of team members.
Your informed consent will be sought as part of the registration process, and we have specific information regarding privacy and our terms and conditions which must be read and accepted as part of this process.
You and your clinician will work alongside each other to establish a mutually agreed treatment plan.
Our preferred means of communication are emails and via our online forms.
You may be required to complete several forms and questionnaires online as part of the assessment and diagnostic process.
Completion of these forms and questionnaires may require you to upload documents.
Our fee schedules are available online and as an appendix in this document.
Fees may be charged for cancelled, postponed or no-show/unattended appointments.
Cancellations are expected at least 48 hours (two business days) in advance of your scheduled appointment. This excludes weekends and public holidays.
Fees are payable prior to your apointment either in person at the clinic directly before your appointment or online the day before
Some insurance policies cover doctors, clinical psychologist and allied mental health professionals.
We are not affiliated with any particular insurance provider. Please check with your insurance provider prior to your appointment whether they will cover a part or full charge.
We are not ACC registered providers.
A. Mental Health Care and Treatment
At Rojolie we provide care for adults, adolescents, and children. Our Doctors are medical doctors specialised in mental health and focusing on mental health disorders. They can prescribe medication to treat the mental health disorders of their patients. They work in a complementary and collaborative manner with other mental health care professionals in the team who provide psychotherapeutic input.
At Rojolie we offer assessment and treatment for a number of mental health conditions including but not limited to:
Adjustment Disorders e.g. grief
Anxiety Disorders (such as panic attacks, social anxiety, specific phobias and generalised anxiety disorder)
Obsessive-Compulsive Disorder (OCD)
Attention Deficit Hyperactivity Disorder (ADHD)
Autism Spectrum Disorder (ASD)
Mood disorders
Bipolar Affective Disorder (BPAD)
Dysthymia
Major Depressive Disorder
Personality Disorders
Post-Traumatic Stress Disorder (PTSD)
Eating disorders and disordered eating
Psychotic Disorders
Schizophrenia
Sleep Disorders
Occupational stress
Please contact us for further clarification if your mental health disorder is not listed on the above.
B. About us
Our therapy team made up of psychologists, psychotherapists, and occupational therapists provide one on one and group therapeutic interventions to clients. They have training in various modalities of therapy including but not limited to:
Cognitive Behavioural Therapy
Dialectical Behavioural Therapy
Eye Movement Desensitisation Reprocessing (EMDR)
Acceptance and Commitment Therapy (ACT)
Specialist Supportive Clinical Management (SSCM) a model for treatment of eating disorders
You can find further information about our therapy team on our website www.rojolie.co.nz
C. Assessment, Diagnosis, Treatment Plan
We have dedicated pathways for the assessment of ADHD, Autism Spectrum Disorder and Complex Psychiatric presentations. All referrals are initially triaged by our experienced team to ensure that you receive the most appropriate care in a timely manner.
For specific services there may be a waitlist. Our team will inform you of this by return email or phone call once your referral is received.
We understand that some of you may have a preference to consult with either a psychologist or a psychiatrist initially and we will discuss these preferences with you at initial contact.
In general, all available information pertaining to past psychiatric and medical conditions must be made available to the clinic prior to the date of your first consultation to facilitate the process. All patients will complete the Rojolie Registration and Informed Consent Forms and must acknowledge that they have read the relevant documents pertaining to fees, privacy, policy and terms and conditions.
C 1 (A) ADHD AssessmentFor those patients seeking assessment for ADHD we must emphasise that this is a complex assessment, and the initial assessment starts even prior to your consultation with one of our doctors. You will be expected to complete several online questionnaires, submit available school reports and/or collateral information and have your physical observations done at your local GP (height, weight, pulse, and blood pressure checked). We may also ask you to have an electrocardiogram (ECG) if you are over 35 years of age and/or have a family history of heart disease. Prior to you receiving the online forms and questionnaires you will be asked to pay an administrative fee of $80. Please be aware that if our clinicians do not have available all relevant information it may not be possible to confirm a diagnosis which will influence the treatment plan and timing of treatment.
All initial consultations will require a part payment of $500 to be paid four weeks prior to the date to ensure that the booking is secured. The balance of $572.50 for adult assessments and $1255 for Child/Adolescent assessments, is then due on or before your appointment. Further details of this are included in the fee schedule.
The duration of a first consultation varies between patients and whether the assessment is for an adult, adolescent or child. Our triage team will usually advise you as to the expected duration and associated costs. Complex adult assessments are booked for 90 minutes duration, and this includes review of submitted screening tests, clinical assessment and discussion of treatment plan and the compilation of a letter to your nominated GP. The total time is approximately 2-2.5 hours of the clinician’s time. Child and adolescent assessments are three hours and include 2 hours with the Doctor and administration time (documenting and writing a summary and/or letter to your GP)
In order to secure your initial appointment, we require a part payment of $500 four weeks prior to your appointment. You will be invoiced for this directly. This is refundable up to 48 hours (2 working days) prior to your appointment. If you cancel your appointment within 48 hours a cancellation fee of $260 may be deducted from your refund. Payment for the balance is then due on the day of your appointment.
Your first consultation will typically be dedicated to an initial psychiatric assessment with the aim of understanding and identifying your problems and needs, as well as answering your questions and clarifying any of your concerns. The focus of this assessment, and its objective, is to reach a diagnosis and draw up a mutually agreed treatment plan specifically adapted to your situation and needs. If your treatment plan involves medication information will be discusses with you such as, what options there are, their working mechanisms, expected benefits and potential side-effects. A first medical prescription may be issued along with a plan allowing appropriate monitoring.
Some patients, on discussion with our triage team, may prefer or be recommended to see, another clinician for an initial triage assessment.
If you are seeing our MOSS (Medical Officer of Special Scope) and are to be prescribed stimulant medication please note that these cases are reviewed by our multidisciplinary team and therefore there may be a delay of up to fourteen days to receive your special authority for restricted medication.
You are encouraged to bring with you a support person or family member/s to provide collateral information as this often enhances the assessment process.
Your understanding of and participation in planning your treatment is essential so that you may or may not consent to it in a truly informed manner. In other words, you actively decide upon your treatment in a collaborative way. To that effect, you will be informed about how treatment (including medication) works and how we can work together.
At Rojolie we endorse a wholistic approach. Once your diagnosis is reached, different methods of treatment will be explained to you. These may include frequency of consultations, medication prescription, psychology, psychotherapy group therapy and involvement of family.
With your consent we often will initiate referrals to appropriate clinicians who are based at the clinic.
Whilst we endeavour to reach a diagnosis and a treatment plan in one consultation, there may be cases and/or circumstances which require more than one consultation before we can reach this conclusion.
Standard process is that following the first consultation an initial assessment letter will be sent to your nominated GP within 1-2 weeks unless you have indicated otherwise. You may request a copy of this letter for yourself. Please note that liaison between health professionals and family may be required in special circumstances which may not require your explicit consent. For further details please refer to the relevant privacy documents.
D. Follow Up Consultations with the Doctors
This may vary from one patient to another, but in most cases a follow-up consultation will be scheduled after the initial assessment. The duration of the follow up consultation is usually 25-55 minutes and is dependent on the nature of the diagnosed mental health condition, whether any other issues have been raised and treatment required. This will usually be communicated with you at the end of the first consultation.
The number of follow up consultations will vary dependent on response to medication, adverse effects experienced and associated comorbid medical and psychiatric conditions. Medications often need to be titrated slowly in order to get the correct dose.
Once you have achieved stability on your medication care will usually be transferred to your GP who will continue to prescribe your medication.
If your medication requires special authority, you will have to be seen every 2 years by a psychiatrist for the renewal of this special authority.
E. Communication and Correspondence
If, between two consultations, you require a repeat prescription please use our online request for a prescription. Our preference is that this must be done at least 3 days prior to the conclusion of your current medication prescription.
If between two consultations, you require clarification in relation to your treatment which is limited to administration and adverse effects please contact our administrative team via email at info@rojolie.co.nz. Please note that the psychiatrist is usually in consultation for most of the day and there will usually be a 24–48-hour turnaround time regarding these queries. For accounts queries please email accounts@rojolie.co.nz.
In case of an emergency, you should immediately contact your GP, attend the nearest emergency department, or call 111. In the event of a crisis, you may also call the mental health crisis services of your DHB. You may also consider calling certain dedicated helplines.
All other correspondence outside of consultations is not preferred however we understand that circumstances arise where written assistance is required. You may request written assistance via our online portal or email, and we will endeavour to provide a reply within two business days of reading your request. Professional time spent to address any of your queries outside of your scheduled appointment time (where a review of the patient’s file is necessary) will be charged as per our hourly rate with a 15-minute minimum duration charged. For further details in this regard, please kindly refer to the fee schedule.
Phone calls required as part of your treatment or diagnostic process will be charged as per our hourly rate.
F. Appointments/ Non Attendance/ Late Cancellations
We will usually schedule the date, time and location of an appointment by email and text. These are deemed to be agreed and confirmed by you until you notify us otherwise.
Cancellation fees will be due for a no-show/unattended appointment, or for an appointment cancelled or postponed less than 2 (two) working days before the scheduled time. For further details in this regard, please kindly refer to the Fee Schedule. Cancellation fee invoices are due within 2 days of cancellation.
In any event, as a token of respect to other patients and as a courtesy to Rojolie, please kindly notify us as soon as possible of any circumstance preventing you from attending a scheduled appointment.
G. Information and privacy
Our clinical notes are held in a secure cloud based clinical notes programme only accessible by those who are employed by the Rojolie Clinic. Your therapy notes are confidential and are not shared on any platform.
It is considered best practice for our doctors to update your nominated GP as to your treatment here at Rojolie. This is usually done by clinic letter sent directly to your GP. You may also request a copy of this letter for yourself. If there is any information you do not wish to be recorded in these letters, please discuss this with your Doctor at the time of your appointment.
H. Fees, Account and Payment
Rojolie charges for consultations and other services including professional online assistance, emails, phone calls, medical prescriptions, certificates, and reporting.
Some of these services have a flat fee/ minimum (duration) charges and others e.g. reporting is charged according to duration of time spent.
All fees are payable on the day of service prior to your appointment, some fees are also requested in advance. We accept pre-payment arrangements as outlined below.
In order to secure your initial Doctors appointment, we require a part payment of $500 four weeks prior to your appointment. You will be invoiced for this directly. This is refundable up to 48 hours (2 working days) prior to your appointment. If you cancel your appointment within 48 hours a cancellation fee of $260 may be deducted from your refund. Payment for the balance is then due on the day of your appointment. The part payment is not required for therapy appointments.
Payment arrangements can be made directly with the clinics Accounts manager and must be arranged ahead of the scheduled appointment. The amount to be pre-paid, its instalments and the frequency of payment are flexible and determined under your discretion however this must be discussed and agreed with the accounts manager. Any pre-paid amount is, of course, reimbursed in case of cancellation of your first consultation notified in due time.
In case of non-payment of an invoice, Rojolie reserves the right to withhold the provision of any further service, as well as to withhold the issuance or circulation of any medical report (such as your initial assessment report), medical note, or medical prescription. Interest for late payment and, where applicable, all costs incurred in the recovery of overdue fees (including costs of debt recovery agencies) may be added to the balance of your account.
We reserve the right to charge fees for cancelled, postponed or no-show/unattended appointments.
FEE SCHEDULE
Consultant Psychiatrist and Doctors (MOSS- Medical Officer of Specialist Scope)
New adult client appointments will be booked between 60-90 minutes dependant on the complexity and information supplied – Our triage team will make the determination.
Pre assessment tests – non refundable $80.00
90-minute Adult Complex Assessment including ADHD * $1072.50
180-minute Child & Adolescent Complex Assessment * $1755.00
60-minute Initial Assessment $715.00
60-minute Treatment Review Appointment $585.00
Medication Reviews $270.00
Prescriptions outside of booked appointments $40.00
* A part payment of $500 is required to secure booking an appointment and must be paid 4 weeks prior to your appointment. The balance of your appointment is due at your appointment. Reports and diagnosis letters will be released to GP’s/ Referrer/Client on full payment of your account.
Clinical Psychologists & Therapists
Initial Assessment $275.00
Follow-up consultation $265.00
90-minute EMDR $397.50
Group Therapy – 8 weekly group sessions (90 minutes) $400.00
Wise Minds/Social Anxiety
Clinical Director - Jock Matthews- all consultations $285.00
Late cancellation & Did Not Attend appointments:
The late cancellation fee $230.00
Applies to all appointments cancelled within 48 hours (2 business days- excludes weekends and public holidays)
Did not attend fee $260.00
Applies to clients who do not attend scheduled appointments and do not contact our clinic to advise that they will not be attending.
Administration outside of appointments
Invoiced in 15-minute increments at your clinicians’ rate below.
Consultant Psychiatrist and Doctor $585.00
Clinical Psychologists and Therapists $265.00
Clinical Director – Jock Matthews $285.00
Includes:
Email correspondence, Telephone calls, Reports
Completion of forms (Disability, TEU) Letters (Medical Certificates, Travel Letter, Letters to schools)- per letter $40.00
All pricing is inclusive of GST and full payment is due in person on the day of your appointment at reception or online the previous day.