Please read the information below carefully for all appointments with Dr. Hopewell's office.  If there are any questions, please feel free to contact our office.  Our contact information is listed below. If the patient is expecting any changes to their insurance such as switching to a new carrier or just switching to a new plan with the current carrier, please contact our office with the updated insurance information a soon as it becomes available so that we may verify the benefits prior to the appointment.  Likewise, if the patient is expecting or has made any changes to their contact information.  A change in phone number, address, email address, or any legal name change.  Please contact our office and update the information so that all the information we have on file for the patient is current.  If the information we have for the patient is outdated and the patient or patient’s legal guardian has not provided our office with the patient’s current insurance or contact information, patient care could be delayed.  It is always the patient’s responsibility to update their information with our office.

The Evaluation Process

The evaluation process is a two-part process that consists of the Diagnostic Interview and Assessment(testing) and will typically be scheduled for two separate days. 

The first part that the patient will be scheduled for is the diagnostic interview portion of the evaluation and it will be done virtually.  The patient does not have to come into the office for this portion.  However, if the patient is unable to do the diagnostic interview virtually, for any reason, then they will be scheduled for an in-person interview that will require them to come into our office. A few possible reasons why a patient will have to be scheduled for an in-person interview are as follows: Do not have internet access, do not have access to a terminal (computer, tablet, smart phone, etc.), are unable to log into the virtual visit after receiving the link, are unable to complete the “Informed Consent” packet and the “Evaluation Intake” packet online and email it back to us at cahopewell@cahopewell.com prior to the interview, are unable to email a copy of the patient’s driver’s license or state id, insurance card(s) (front and back), Medical Power of Attorney, Legal Guardianship, or any other necessary legal paperwork to the same email address listed above, are unable to complete payment virtually for the visit whether that be a co-pay, deductible or paying out pocket with no insurance coverage.  See the payment section below for more payment information.

The second part of the evaluation will be the assessment(testing) portion, and it will typically be completed in person.  This will be scheduled by the evaluator with the patient during the interview.  Depending on what the patient is being evaluated for, the assessment may be able to be completed virtually as well.  The evaluator will let you know if the assessment can be done virtually or not during the interview.  If a patient must come into the office for the interview, the assessment may also be able to be completed on the same day as the interview depending on the availability of our office.  This too will be determined by the evaluator at the time of the interview.  There may be other circumstances that arise and are unforeseeable by our office that may also require the patient to come into the office for an in-person interview as well as assessment, please keep this in mind.  The list of reasons we provided above is not exhaustive.

Follow-Up Appointments

Follow-up appointments of any kind may also be completed virtually, and payment will be expected at the time of check-in for in-person appointments or after logging in for the virtual appointment.  Please be prepared to make payment at that time.  However, as with the evaluations, there may be reasons why the follow-up visit(s) cannot be scheduled or completed virtually and may have to be scheduled or rescheduled as an in-person appointment.  Please keep this in mind. 

Payments

Patients may have a co-pay, deductible, or out of pocket expense for all appointments whether they are scheduled for in-person or virtually.  For virtual appointments, payments will be completed online at the time of logging in for the diagnostic interview whether they are co-payments, deductibles, or out-of-pocket payments due to no insurance.  If our office is unable to complete the payment for any reason, whether in-person or virtually after logging in, then the virtual appointment will not be able to proceed and will have to be rescheduled until payment can be made. These reasons can include things like technical issues on our end that prevent us from processing payments, a patient who is not prepared to make payment at the time of the virtual appointment, and any other unforeseeable possibilities that will prevent payment from being made at the time of the in-person or virtual appointment. If you need a payment plan option, please visit our website at cahopewell.com, and on the main page, scroll down, and there is a link to apply for CareCredit.  If an appointment needs to be rescheduled due to a lack of payment it can be rescheduled as a virtual appointment or an in-person appointment whichever makes it convenient for the patient to complete the payment process.  Please read the insurance information section below for more information on multiple co-payments or co-payments and deductibles that may be due for the same appointment or for each appointment. 

Technical Issues

Our office cannot control technical issues that may arise that prevent us from conducting the virtual visits or completing payments.  All appointments will have to be rescheduled in the event we are not able to complete any portion of the virtual visit or in-person visit, including payment, due to technical issues.  If an appointment needs to be rescheduled and we are unable to do that due to a technical issue, then our office will contact the patient as soon as we are able to have the technical issue(s) resolved and reschedule the appointment.  We apologize for any inconvenience that these issues may cause, and our office will work diligently to have them resolved as soon as possible so that we may continue to provide our patients with quality care. 

New Patient Paperwork

Our new patient paperwork is available on our website at cahopewell.com.  On the main page go to the link at the top that says PATIENT INFORMATION and, in the drop-down menu click on the link that says FORMS and it will take you to the page with our new patient paperwork.  On the forms page there are 2 packets to download and fill out.  The New Patient Packet and the Evaluation Intake Form.  There are 2 different versions of the Evaluation Intake Form, so make sure you download the appropriate one.  If you are an adult patient, you need to download and fill out the Evaluation Intake Form-Adult.  If you are a parent and the patient is a minor, you need to download and fill out the Evaluation Intake Form–Parent.  You can fill out the forms on your computer.  Please sign the forms that require a signature, and then email them to us.  When emailing the forms to our office, they must be signed when you email them.  Simply typing your name on a signature line is NOT signing the forms.  Do not email the forms to our office if you did not sign them. We also have the forms available in the office for you to fill out on the day of your in-person appointment if you do not have access to a terminal and printer at home.  We recommend that you arrive 15 minutes early on the day of your appointment if you need to fill out the paperwork in the office.  If you choose to email the new patient paperwork, please send all documents to cahopewell@cahopewell.com .  If you email the paperwork or any other necessary documents to another email address other than the one listed in this section, then the appointment may have to be rescheduled if the staff member that you emailed them to is not in the office to receive them. 

Important Medical Power of Attorney/Guardianship Information

If someone has been legally designated Medical Power of Attorney (MPOA) for the patient, make sure to email or bring a copy of the Medical POA for our records.  To sign for the patient, Dr. Hopewell requests that the patient signs the forms first and then the person who has medical POA signs the forms behind the patient's signature and writes (MPOA) after their signature.  Again, please remember to email or bring a copy of the Medical Power of Attorney to the appointment for our records or we will not be able to accept the signed documents.  If the patient does not have a legally designated MPOA then the patient must sign the forms. 

If someone has legal guardianship of a patient, the designated person can sign the forms on the patient’s behalf.  Make sure to email or bring a copy of the legal guardianship for our records, or we will not be able to accept the signed documents. 

Important Insurance Information

If a patient has insurance, please make sure to provide all the correct and updated insurance information to our office when scheduling an appointment.  Including: insurance provider, subscriber/member id number, group number, and all insurance contact numbers listed on the insurance card that are for providers to call.  If the patient has more than one insurance policy, please provide our office with all additional policy information and specify which policy is the primary coverage and which policy is the secondary coverage, and so on.  Our office requires this information for billing purposes and the information must be correct, and up to date.  If a patient or patient’s guardian does not provide all the correct and updated information, the billing claim can be denied by the insurance provider, and the party responsible will receive a bill in the mail for all costs associated with all office visits and the evaluation.  Also, if a patient or patient’s guardian has not informed their primary insurance provider of any secondary and tertiary coverage then the primary provider will not have that information listed on file in their system and will not be able to forward any uncovered expenses to the supplemental insurance providers and will instead send those expenses back to our office and our office will bill the party responsible for those uncovered expenses.  This means it will be the responsible party’s responsibility to contact the supplemental insurance providers to see about passing on the uncovered expenses to them.  If the supplemental insurance providers refuse to pick up any uncovered expenses due to a lack of notification of any primary coverage or for any other reason, then the responsible party will be responsible for paying those expenses. So please make sure to contact the primary insurance provider and confirm that they have all the supplemental insurance correctly listed on file for the patient and each insurance provider knows who is primary, who is secondary, and who is tertiary. 

Please note that the patient may be responsible for more than one Copayment and/or deductible for certain Covered Health Services.  This means one payment may be due for all office visits and another payment may be due for the professional services received during the same visit(s), both payments will be collected at the time of check-in for the initial appointment. Other patients may have one co-payment/deductible that covers both the office visit and the evaluation, and this payment will be collected at the time of check-in for the initial appointment as well.  If a patient is scheduled for a follow-up appointment and has a co-pay that is due it will be collected at the time of check-in.  Any co-insurance due after the deductible has been met will be billed to the party responsible after the claim has been processed by the insurance company.  If the patient’s deductible has not been met prior to any appointment.  It will have to be fully satisfied at the time of check-in for the appointment whether the appointment is virtual or in-person.  If the patient is unable to pay the deductible or has no insurance, you may contact our office and inquire about the cash pay option. Please further note if a patient is automatically covered at 100% by their insurance or they have fully met their deductibles and out-of-pocket maximums then they will not owe anything at the time of an appointment.  However, if a patient has fully met their deductibles but has not fully met their out-of-pocket maximums then they will not owe anything at the time of the appointment but will be billed later for any co-insurance that is due after the claim has been processed by the insurance provider.

 What you need to know/What you need to email or bring

• The Diagnostic Interview whether it is done virtually or in-person can take up to an hour to complete.

• The Assessment(testing) whether it is done virtually or in-person can take anywhere from 30 minutes to 4 hours on average to complete.  The time to completion will depend on the number of assessments being administered and how long it takes the patient to complete them.  There are single assessments that will require a separate day to administer to the patient because it is an all-day test.  If one of these assessments is recommended, the evaluator will inform and schedule this with the patient.  

•  For patients that come into our office for in-person evaluations.  We have snacks and drinks available, but if you would like to bring your own you are welcome to do so.  Please be aware of any allergies that the patient or anyone accompanying the patient (adults and children) has before consuming any of the snacks or drinks in our office.  Do not consume anything if you are allergic or think you might be allergic to it.  Parents are responsible for what their children consume.

• You should receive a confirmation text message and email 48 hours and 24 hours prior to the appointment date.  Provided that we have a valid cell phone number and email address on file.  The confirmation messages will include the date, time, our phone number, and address.  The messages will not reflect whether the appointment is virtual or in-person. So please remember which type of appointment was scheduled. We do not guarantee that you will receive these as they are sent through an automated system, so please write down your appointment information.

• Email or bring the patient's driver's license, id card, or passport, and insurance card.  If the patient has multiple insurance policies, email or bring the card for each policy.  

• If the patient has glasses that they use for reading, make sure they have them available for all appointments and especially during the interview and the assessment.

•  If the patient wears hearing aids, make sure they have them available during all appointments, whether they are virtual or in-person.

• If the patient is taking medication for ADD/ADHD and will be evaluated by our office for ADD/ADHD, they must stop taking the medication a full 24 hours prior to the assessment portion of the evaluation. 

•  If the patient consumes alcohol, uses marijuana or any other illicit drug, they must not have used it for a full 24 hours prior to the evaluation. 

• For all in-person appointments, if the patient or anyone accompanying the patient has a cold, flu, covid-19, or is experiencing flu-like symptoms, diarrhea, or vomiting on the day of the appointment, please do not come into the office.  Call our office and let us know and we will reschedule the appointment.

• If there is a deductible or an out of pocket that has not been fully met prior to the appointment, but you believe it should be by the time of the appointment, and you would like our office to reverify the accumulations.  Please contact our office at least 3 days prior to the appointment so we can reverify the information.  You can call 817-862-7482. 

• Please keep it in mind.  For all appointments, virtual and in-person.  If you need to cancel or reschedule an appointment, you must give our office a full 24-hour notice prior to the appointment date and time or you will be subject to our $50 no show policy.  If the appointment is scheduled on a Monday, then you must contact our office the Friday before the date of the appointment, between the office hours of 9am-5pm.  If we are unable to take the call due to our high call volume, busy schedule, or if we are out of the office, please leave a voicemail or send us an email informing us of the cancellation or the need to reschedule and we will take care of the request as soon as we can.  Calling our office, even more than once, without leaving a voicemail does not qualify as notification.  Please DO NOT leave multiple messages or send multiple emails as this will only take longer for us to serve each patient.   Again, in the event of a no-show, or rescheduling without a minimum notice of 24 hours, a $50 charge will be added to the patient’s account, and it will have to be paid before ANY appointment will be rescheduled or scheduled in the future.  NO EXCEPTIONS!

       For any issues with, or need to cancel or reschedule an appointment for an evaluation

• Call 817-862-7482 (please leave a detailed voicemail if no one answers)

•   Email: patient@cahopewell.com

       For any issues with, or need to cancel or reschedule a follow-up appointment

• Call 682-312-9820 and press the appropriate option to direct your phone call (please leave a detailed voicemail if no one answers).

• Email: mary@cahopewell.com

• If your follow-up appointment is virtual and you do not receive the link to log in for the appointment.  Please contact this phone number and press option “0.”

If you have any questions that are NOT related to scheduling, insurance coverage, or the new patient paperwork, please email them to cahopewell@cahopewell.com. 

Our address is...601 University Dr., Suite 101, Fort Worth, TX 76107​.  Our office is at the corner of University Dr. and W. 5th St., it is a grey building.  All our information, our address, phone number, and email are listed at the bottom of the main page of our website.  

If you have any questions about evaluations, your benefits, or to schedule an evaluation, please feel free to contact our patient coordinator at (817) 862-7482.  For all other questions and all other appointments, please contact our office main number (682) 312-9820, then select the appropriate option to direct your phone call.