Coastal Calm
Psychiatric Solutions
Start Here
We know that starting your mental health journey can feel a bit overwhelming—there are forms to fill out, questions to ask, and appointments to schedule. Don’t worry, we’ve got you covered! From booking your first appointment to getting those inevitable insurance quirks sorted out, we’ll walk you through every step with ease. Consider this your one-stop shop for all things "new patient," minus the long waits and awkward magazine selection. Let's get started!
Step by Step Guide For Patients Using Insurance
Step 1: New Patient Application
Your first step is to complete our New Patient Application, which you can fill out on this page. We’ll ask for the basics: your name, email, phone number, and a brief explanation of why you’re seeking care. It’s quick and helps us get to know you.
Step 2: Set up Billing
You’ll receive an email from either Headway, GrowTherapy, Rula, or SonderMind, depending on your specific insurance carrier. They function as our trusted insurance concierge. These platforms will verify whether your plan is in-network and handles billing for a seamless process.
They will confirm your plan status. If your plan is out-of-network, we’ll contact you to confirm if you'd like to proceed with self-pay or out-of-network billing.
The platforms ensure insurance details are managed efficiently, so we can focus on your care.
Step 3: Creating Your Patient Portal Account and Scheduling Your First Appointment
(please note, if we have already scheduled your appointment you can skip to step 4)
After Headway has given us the green light, it’s time to set up your Charm PHR Patient Portal. You’ll have received another email inviting you to create your patient portal account.
After your Charm Patient Portal account is set up, simply log in and hit the "Request an Appointment" button at the top of the screen. Choose your provider, select "New Patient Appointment", and browse through the available appointment times. Pick the one that fits your schedule best.
For cell phone/tablet users: If you’re primarily using a mobile device, you’ll need to download the Charm mPHR app for the best experience. Using a web browser on mobile can be tricky, so we recommend the app for smoother access. Once logged in, you’ll see a blue "Book Now" button instead of the "Request an Appointment" option. From there, follow the same steps to select your provider and appointment time.
Download the Charm mPHR app below:
Step 4: Completing Your New Patient Packet
Once your appointment is scheduled, it’s time to tackle the New Patient Packet to ensure we’re ready for your first visit. Return to your Charm EHR Patient Portal home screen and look for the "Questionnaire" button. Click it, and there you’ll find all the necessary forms—Policy Acknowledgments, Consents, the Intake Questionnaire. If using the mobile app you will find the "questionnaire" button by selecting the three dots at the bottom of your screen labeled "more"
Please make sure to complete all forms before your first appointment, as we won’t be able to proceed without them. The more detail you provide, the better we can understand your unique needs and tailor your care accordingly. Consider it a small investment in your mental health journey. Plus, it’s only once, so let’s knock it out of the park!
Step 5: Telemedicine and Secure Communication Setup
To make virtual telehealth appointments and communication simple and secure, we use Spruce, a HIPAA-compliant platform. Whether you’re preparing for a session or reaching out with a question, Spruce keeps everything confidential—because let’s face it, regular email isn’t always up to the task. Think of Spruce as your personal health hotline, minus the hold music.
To get started, [click here] to set up your Spruce account. This will give you access to virtual appointments and a secure way to communicate with our team.
After setting up your account, please download the Spruce application to your cellphone:
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Apple Device Users: Download from the App Store
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Android Users: Download from Google Play
Step 6: Sending Identification
Please use the Spruce application you just set up and downloaded to send a picture of your government-issued ID to our number, 352-600-2256. This step is essential for us to securely verify your identity and ensure the confidentiality of your care.
Step 7: Your First Appointment
During your first appointment, we’ll dive into the details you shared in your intake forms, talk about any current concerns you have, and explore various treatment options together. The goal is simple: collaboratively develop a treatment plan that’s personalized to your unique needs and goals.
If you’ve had recent labs (within the last year) and provided them before your appointment, we’ll review those too. If you haven’t had labs done recently, we might order some, especially to check your kidney and liver function—those little organs are crucial when it comes to medication safety. But don’t worry, it’s all about ensuring we create the best possible plan for your health and well-being.
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