Coastal Calm
Psychiatric Solutions
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!
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Step by Step Guide For New Self-Pay Patients
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: Creating Your Patient Portal Account and Scheduling Your First Appointment
Once your application is complete, it’s time to set up your Charm EHR Patient Portal. Within two days, you’ll receive an 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 3: 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 4: 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. And, because technology likes to keep things interesting, if we run into any hiccups during your session, don’t worry—we’ll call you within 5 minutes to keep things rolling smoothly!
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 5: Adding Your Credit Card Information and 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.
To ensure a smooth billing process, we require a credit card to be kept on file before your first appointment. This can be completed in one of two ways:
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By Phone: Call our office, and we’ll securely add your card information to your file.
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Through the Charm Patient Portal:
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On Desktop: Log in to your account and look for the credit card symbol on the banner across the top of the screen. Click it, then click the "+" symbol to add your information.
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On Mobile: Open the Charm mPHR app. Tap the circle in the corner with your initials. On the next screen, select "Card on File," then tap the "+" symbol in the top right corner to enter your card information.
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These steps must be completed before your first appointment.
Step 6: 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.