Office Policies

Office Policies – Aaron Frenz, M.D.


In order to create a thoughtful, collaborative environment, there are a few basic policies that are critical for our work together. Please read and then sign this form to indicate that you agree to the policies.

Virtual Meetings : Psychiatry in the age of COVID has become more complex, but fortunately we have been able to adapt using video technology. Policies on what is safe for sessions is determined largely by state boards and currently we are meeting virtually. This may shift as COVID numbers shift and we may be able to meet with masks and eventually without.

Confidentiality: The ideas, thoughts and emotions you share will be held in confidence.  However, there are times when confidentiality is overwritten by the legal system or safety issues.  Attached is the HIPAA form which explains how this works.  Please read through this and come with any questions.  It explains when confidentiality is kept and when it is not.

Collaborative Work: The goal of successful therapy and medication management is to create a respectful collaborative environment.  This means that the psychiatrist needs to listen and respect the view-point and ideals the patient brings.  This also means the patient brings a thoughtful willingness to hear and weigh information.  If both sides treat each other with respect, good meaningful work can be done.

Initial Visit: Before the initial visit, please complete and sign the paperwork on the Luminello website.  It is also important that you sign a consent to talk with your primary care doctor about medication, safety and substance issues, to provide optimal collaborative care.  We also ask that you sign for permission to talk to previous providers and release previous medical records.  The initial visit is considered a consultation to create a future plan.

Fee Structure:  Payment is by credit card only.  You must have a non-HSA/FSA credit card number listed on our website in order to begin. In addition, you may list an HSA credit card for appropriate payments.   Payment in full  is expected at the beginning of each session, and will be billed to your credit card.  No-show will also be charged at that time.   If you are using Blue Cross and Blue Shield, the co-pay is due at the beginning of each session. The full remaining unpaid balance will be assessed and billed automatically at the end of the month.  It is your responsibility to keep your credit card information up-to-date.

Blue Cross/Blue Shield Fee Structure And MGB Employee/Family Allways

Billing as per rates set by Blue Cross/Blue Shield

The following costs cannot be billed to BC/BS and you will be responsible for: No-show/late cancellation fee: $75 if cancelled with less than 72 hours notice

Self-Pay Fee Structure

15 Minute Medication Check:  $220
25 Minute Medication with brief therapy: $293
50 Minute Medication with therapy:  $358
80 Minute Initial Visit: $525
Email check in : No charge
Video Session/Telephone Session:  Same cost structure as regular visit
No-show/late cancellation fee: $75 if cancelled with less than 72 hours notice
Most off-session administrative work is covered by the session bill, unless otherwise discussed

Please note that if you asking your insurance for some reimbursement, their reimbursement rates will be less than the charge. Because of the recent passage of the Surprise Billing Act, we are required to fill out separate paperwork before we begin, so please indicate if you wish to bill your insurance separately so the paperwork can be completed before our first session.

Prescription/Refill Policy:  All prescriptions will be written at the end of sessions. They will be written to cover until your next appointment.  If you miss an appointment, you may request a refill to cover until your next appointment.  Refills may be requested through the Luminello application only.  No pharmacy or phone requests for refills will be honored. Medications cannot be refilled without a scheduled next appointment.

Benzodiazepine/Stimulant Policy:   There are times when controlled substances, like benzodiazepines(like klonopin or ativan) and stimulants (like Ritalin or Adderall) are important medications for people’s psychological health.  They, unfortunately, can also be quite addictive.  Therefore, to mitigate risk of addiction, we do not prescribe higher dose benzodiazepines or stimulants.  We also require occasional urine toxicology, and regularly review the Prescription Monitoring Database.  Receiving controlled substances from another provider will result in immediately ending treatment.

Appointment Policy  It is the doctor’s responsibility, baring emergencies, to start and stop sessions on-time to minimize wait time.  If you are running late or unable to make an in person appointment, you can opt to switch to a video call. Snow Days will follow the Newton Public School Calendar and will be conducted remotely.

Video Call(  We use a HIPPA-complaint video call which is similar to Skype or Zoom, but has privacy and security protections.  To talk via video call, use any web browser and go to : .  This can be used on your computer, tablet or cell phone as long as you have a camera attached. Both of us need to be in Massachusetts. If you are not there within a few minutes, a reminder will be sent to your phone and e-mail.

Appointment Cancellations/No-Shows:  If a patient cancels, reschedules or no-shows for more than 3 appointments in a 12 month period, we will no longer be able to provide treatment and will be referred to a different practice.

Termination of Services:  There are a few instances in which the treatment cannot continue. In these instances the therapeutic relationship will be considered terminated and you will receive an e-mail indicating your file has been closed as well as referrals to other providers.

The following conditions are grounds for immediate termination of services.

  1. Failure to pay bills in a timely manner
  2. Threatening, violent or aggressive behavior towards your treater
  3. Selling or giving your prescriptions to another person
  4. Doctor shopping (Obtaining controlled substances from more than one prescriber)
  5. Theft, destruction of property or another offense in the office setting