Frequently Asked Questions

Yes. Secure telehealth appointments are available for eligible services throughout Indiana and Kentucky. Virtual visits are conducted through secure HIPAA-compliant telemedicine platforms.

For telehealth appointments, patients must:

●     Be physically located within the states of Indiana or Kentucky at the time of the visit

●     Be in a quiet, private, and safe environment

●     Not be driving during the appointment

●     Have sufficient lighting and internet connection for the visit

Telehealth allows patients to access care conveniently while still maintaining meaningful, personalized support.

We understand that busy schedules can make prioritizing wellness difficult, which is why we strive to offer flexible and convenient care options whenever possible.

Yes. Select in-person appointments are offered depending on the service provided. Some wellness and aesthetic services require an in-person visit, while many psychiatric services may be completed virtually.

We currently provide services for adults ages 18 and older.

At Lotus & Sage Root Wellness, we are an out-of-network practice and do not participate with any private or government-funded insurance plans.

Clients are responsible for paying the full fee for services at the time of their appointment. For patients whose insurance plans include out-of-network benefits, we are happy to provide a superbill — a detailed medical invoice that may be submitted to your insurance company for possible reimbursement at your plan’s out-of-network rate.

Please note that reimbursement is not guaranteed and varies depending on your individual insurance plan. We encourage patients to contact their insurance provider directly to better understand their out-of-network mental health benefits.

You may also use HSA (Health Savings Account) and FSA (Flexible Spending Account) funds for eligible services. If reimbursement documentation is required by your HSA or FSA provider, it is the patient’s responsibility to submit the necessary paperwork.

A Superbill is a detailed medical invoice that patients may submit to their insurance company for possible out-of-network reimbursement.

At Lotus & Sage Root Wellness, we deeply value patient privacy and confidentiality. Choosing to work with an out-of-network provider allows for a greater level of discretion and privacy regarding your mental health care.

When using insurance benefits — including submitting superbills for reimbursement — insurance companies may have the right to request access to portions of your medical records as part of the reimbursement process. This is also true when seeing in-network providers through insurance-covered visits.

Many patients appreciate the flexibility, personalized care, and increased privacy that a cash-pay practice can offer.

Finding the right provider is an important part of your wellness journey, and we encourage you to explore our website to learn more about our philosophy, services, and approach to care.

At Lotus & Sage Root Wellness, we value transparency and intentional care. Our website is designed to help you determine whether our treatment style aligns with your personal goals and needs.

If you feel our practice may be a good fit, you may complete our secure HIPAA-compliant Intake Form (hyperlink to New Patient Intake form) to request an initial appointment. Once submitted, our office will reach out within one business day regarding scheduling and next steps.

Prior to your intake appointment you will receive secure text and email instructions to create your patient account through the OptiMantra desktop patient portal.

Within the OptiMantra portal, you will be able to:

●     Complete intake paperwork and mental health questionnaires(if applicable)

●     Securely upload a primary and backup payment method, including debit cards, credit cards, HSA cards, or FSA cards

●     Upload insurance information if applicable for outside laboratory testing or additional services

Please note that while Lotus & Sage Root Wellness does not accept insurance, insurance information may be needed if outside laboratories or testing facilities bill your insurance directly.

All payments are securely processed through Fiserv. Your payment information remains encrypted and inaccessible to our office once entered into the system.

You will also receive an invitation to Spruce, our HIPAA-compliant communication platform and the primary method we use for patient communication. While Spruce may be accessed through a desktop browser, we strongly recommend downloading the mobile app and enabling notifications to ensure timely communication regarding your care.

If any required forms or sections of your intake paperwork are incomplete, our office will reach out to assist you before scheduling.

Once ALL intake documentation has been completed and reviewed, we will finalize scheduling for your intake appointment.

Your initial visit is designed to be thoughtful, comprehensive, and collaborative.

During this appointment, we will explore your current concerns, mental and physical health history, lifestyle factors, stressors, wellness goals, and overall health picture. This allows us to better understand your unique experiences and create a personalized treatment approach tailored to your needs.

This visit is also an opportunity for you to ask questions and determine whether our practice feels aligned with your goals and preferences for care. We believe healthcare works best when patients feel comfortable, informed, and actively involved in the treatment process.

Treatment recommendations may include medication management, therapy support, lifestyle modifications, wellness optimization, or a combination of approaches depending on your individual needs.

We kindly request at least 48 business hours’ notice for appointment cancellations or rescheduling requests.

Late cancellations and missed appointments limit availability for other patients seeking care. Appointments canceled within 48 business hours of the scheduled visit, as well as missed appointments, may be subject to the full appointment fee charged to the card on file. Please message in Spruce if you need to cancel your appointment.

We appreciate your understanding and respect for both provider and patient scheduling time.

 Because message delivery through OptiMantra, my electronic medical record system, can occasionally be inconsistent, Spruce serves as our primary communication platform to ensure more reliable and timely communication.

Spruce is a HIPAA-compliant communication platform that allows us to communicate securely regarding your care, appointments, and non-urgent clinical questions. While Spruce can be accessed through a desktop browser, we strongly recommend downloading the mobile app and enabling notifications for the best experience.

Our practice also utilizes HIPAA-compliant encrypted email; however, standard email communication may not always be fully secure. For this reason, we encourage patients to avoid sending sensitive personal health information through email whenever possible.

Once you become an established patient, all messages containing personal health information should be sent through Spruce.

Once an established therapeutic relationship has been developed, we may assist with certain forms or documentation, including Letters for School & Work, Diagnosis Confirmation Letter, FMLA or short-term disability paperwork, for an additional administrative fee.

Please note that documentation requests are evaluated on a case-by-case basis and typically cannot be completed for newly established patients, as adequate clinical history and ongoing assessment are necessary to provide appropriate documentation.

At this time, Emotional Support Animal (ESA) letters are not provided through our practice.