The patient intake process is the first step in establishing safe, accurate, and efficient care at Tulsa Family Psychiatry & Wellness. Intake ensures we collect essential demographic, clinical, and insurance information, verify that the patient is appropriate for our level of care, and prepare their chart for scheduling. A consistent, organized intake process reduces downstream errors, shortens onboarding time, and supports smooth communication across the clinical and administrative teams.
How do patients get started with us?
- Referral sent by an outside provider: PCP, Therapist, Other provider type
- Self-referral
Referral Requirements
Psychiatry does not require a referral in Oklahoma, and none of the insurance plans we accept require one for routine visits. Patients can self-schedule with us anytime.
Psychiatry does not require a referral in Oklahoma, and none of the insurance plans we accept require one for routine visits. Patients can self-schedule with us anytime.
When a Referral Might Be Used (but still not required)
A referral becomes helpful—not mandatory—when:
- A PCP or therapist wants coordinated care.
- The patient needs a summary of medical complexity.
- Insurance requires prior authorization for specific procedures (not applicable to routine psychiatry visits).
Inbound Referral
Click here for the Inbound Referral Workflow
Self Referral
- Direct patient to New Patient Interest Form https://tulsafamilypsychaitry.com/new
- Staff process New Patient Interest forms as per this workflow:
Submitted information reviewed
-
- PMP checked
- Eligibility checked/verified
- Submited information is sent via Charm message to Dr. Herring and all staff members responsible for intake and scheduling are CCd.
- Dr. Herring reviews the submission and will respond back asking for more information or give an approval.
Response Timeline Goals
New Patient Interest (NPI) forms should be processed within 48 business hours.
This means reviewing the submission, checking insurance status, determining level-of-care fit, and sending the appropriate next-step communication (approval, redirect, or request for missing information) no later than two full business days after receipt. This turnaround keeps patients moving through intake efficiently and prevents backlog for scheduling and clinical review.
Patient Categories used during intake and scheduling
PENDING – NPI information has been submitted for review to Dr. Herring. Decision is pending as to whether they will be accepted as a new patient.
2 Schedule – Approved for scheduling
Reasons for Visit – Additional Information
ADHD Adult (over 18)
For a formal diagnosis of ADHD, documentation of an evaluation by a clinical psychologist or psychiatrist before the age of 18 is required, along with access to past records. If a patient is seeking care for additional concerns beyond ADHD, we are able to begin treatment and evaluation for those issues while we work on obtaining the necessary historical data.
ADHD Child and Adolescent (17 and under)
We typically request the Parent Vanderbilt form along with feedback from the learning environment—most often through a Teacher Vanderbilt—as it tends to provide the most informative perspective. According to DSM-5 criteria for diagnosing ADHD, symptoms must be present in at least two settings (e.g., home and school). If teacher feedback isn’t available, input from other environments such as a youth group, grandparent, summer camp, or part-time job can serve as acceptable substitutes.
Autism Spectrum Disorder (ASD)
Autism Spectrum Disorder (ASD) is categorized by the level of support needed rather than by intelligence or ability alone. These DSM-5 levels of severity are not fixed—they can change over time with therapy, environmental adaptation, and supportive interventions. The purpose of “leveling” is not to label, but to guide resource allocation by identifying how much assistance a person needs to thrive, rather than how “severe” their condition is.
| Level | Support Needs | Social Communication | Behavioral Patterns | Daily Impact |
|---|---|---|---|---|
| Level 1 Requiring Support |
Mild | May speak in full sentences but struggle with back-and-forth conversation, social reciprocity, or interpreting nonverbal cues. | Noticeable difficulty adapting to change or switching between activities; repetitive behaviors may be present but manageable. | Generally independent; may need structured support for organization, transitions, or social understanding. |
| Level 2 Requiring Substantial Support |
Moderate | Marked challenges in verbal and nonverbal communication, even with supports. Limited initiation of interaction. | Repetitive behaviors or fixated interests are obvious and interfere with functioning. Change causes distress. | Requires consistent, structured support in social, academic, and adaptive settings. |
| Level 3 Requiring Very Substantial Support |
High | Severe impairments in communication; may use few words or rely on alternative methods. Social interactions are minimal. | Highly restrictive, repetitive behaviors that significantly interfere with daily life; extreme distress with change. | Needs intensive one-on-one support for communication, self-care, and daily living. |
ASD Levels of Severity
Personality Disorders
Personality disorders are most effectively treated through talk therapy, which helps individuals develop insight, improve coping strategies, and build healthier relationship patterns. However, medication management can also play a supportive role by addressing specific symptoms such as mood instability, anxiety, or depression that may accompany the disorder. A combined approach often leads to the best outcomes.
Clinically, the most challenging personality disorders to manage are often those that involve severe emotional dysregulation, difficulties in treatment engagement, and high levels of interpersonal conflict.