Policies & Procedures
Good communication is the foundation of effective care.
Evaluations & Treatment
Cognia Health PLLC is a private psychiatric practice offering evaluation, medication management, and psychotherapy services exclusively through telehealth. The practice operates out-of-network with insurance companies.
Initial psychiatric evaluations may span multiple sessions to establish treatment goals. Completing an initial evaluation is not a guarantee of a medication prescription or continued treatment. Pre-evaluation forms and this agreement must be completed before services begin.
Medication management appointments typically last 20–30 minutes and are required to continue prescribed medications. Consistent attendance is essential for treatment success.
The practice combines diagnostic assessment, medication management, and psychotherapy. Providers cannot guarantee specific outcomes. Treatment recommendations may include referrals to outside specialists for psychotherapy or other specialized care.
Cancellation Policy
A minimum of 48 business hours notice is required to cancel or reschedule an appointment. Late cancellations, failure to cancel, or arriving more than 15 minutes late will result in a full fee charge. Three or more missed or late appointments annually may result in a recommendation to transfer care. Automated appointment reminders are sent as a courtesy but do not override patient responsibility to manage scheduling.
Medication Management
Patients prescribed controlled substances, including stimulants and benzodiazepines, must sign additional agreements and may be required to complete random drug screening. The practice uses the Prescription Drug Monitoring Program (PDMP) to track controlled substance usage across providers and pharmacies.
Refill requests require three business days to process. Patients who run out of medication due to missed appointments will be charged a refill fee. The practice encourages advance refill requests to prevent gaps in medication.
Billing
The practice is private pay. Payment is due at each appointment and is automatically charged to stored credit card information on file. Payment is required regardless of insurance status.
Cognia Health does not contract with insurance companies or Employee Assistance Programs. Superbills are provided upon request for patients who wish to seek reimbursement through their out-of-network benefits. The practice recommends verifying out-of-network benefits before beginning treatment.
Medicare and Medicaid are not accepted. Medicare patients must sign a federally-mandated Private Contract.
Current fees are listed on the Good Faith Estimate page.
Confidentiality & HIPAA
Your health information is protected under federal HIPAA law and Washington State law. You have rights regarding your records, including the right to access, amend, and restrict certain disclosures.
Read our full Notice of Privacy Practices for a complete description of how your medical information may be used and disclosed, your rights, and how to file a complaint.
Telehealth
All appointments are conducted via telehealth. Patients must be located in Washington State at the time of each appointment. A safe, private, and quiet location is required. Attending an appointment while driving disqualifies the session and requires rescheduling.
If connection is lost due to technical difficulties on the patient's end, the full session fee applies. If the issue originates on the provider's end, remaining appointment time may be rescheduled.
The practice uses HIPAA-compliant platforms including Google Workspace, IntakeQ/PracticeQ, Doxy.me, Spruce Health, and Paubox. All patient information is protected with complex passwords and two-factor verification. No recordings are made without explicit consent.
Emergencies
Cognia Health does not provide on-call or crisis services. Patients experiencing psychiatric emergencies should call 911 or the National Suicide & Crisis Lifeline at 988. The practice may end an appointment if acute symptoms emerge and recommend emergency room transport.
Provider Communication
Messages are typically returned within three business days. Communications should be limited to brief matters resolvable in five minutes or less. Clinical decisions require a scheduled appointment.
Established patients should use the IntakeQ/PracticeQ Direct Message feature. New patients may email but should minimize personal health information for privacy protection.
Care Termination & Referrals
Treatment length depends on progress and individual goals. Providers may recommend transfer of care if treatment needs exceed the scope of this practice, require more intensive services, or involve significant non-adherence to the treatment plan. Approximately 30 days of transition care is typically provided while alternative arrangements are made.
Complaints & Grievances
Written complaints must be filed within 180 days of discovering a potential violation. No retaliation occurs for filing complaints. Complaints may also be filed with the U.S. Department of Health and Human Services Office for Civil Rights.
Matias Massaro, DNP · (206) 350-9411 · NPI: 1184222143
Notice of Privacy Practices
Cognia Health PLLC · Effective Date: April 1, 2026 · Last Reviewed: April 8, 2026
This page includes the full Notice of Privacy Practices required for public posting. A dedicated copy is also available at /notice-of-privacy-practices.
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
Our Commitment to Your Privacy
Cognia Health PLLC ("Cognia Health," "we," or "our") is required by federal and Washington State law to maintain the privacy of your protected health information (PHI), to provide you with this notice of our legal duties and privacy practices, and to follow the terms of this notice while it is in effect. PHI is information that identifies you and relates to your health, healthcare services, or payment for those services.
We are required to notify you if a breach of your unsecured PHI occurs.
How We May Use and Disclose Your Health Information
We may use and disclose your PHI for the following purposes without your written authorization:
Treatment
We may use your PHI to provide, coordinate, or manage your psychiatric care. This includes sharing relevant information with other healthcare providers involved in your care, such as your therapist, primary care provider, or referring clinician, to ensure safe and coordinated treatment.
Payment
We may use your PHI to process payment for the services we provide. This includes collecting payment at the time of service and generating superbills for patients who choose to seek reimbursement through their own out-of-network insurance benefits. We do not submit claims directly to insurance companies or health plans.
Healthcare Operations
We may use your PHI for activities that support the operation of our practice and the quality of your care. Examples include quality assessment, staff training, compliance activities, and business planning.
Other Uses and Disclosures Permitted or Required Without Authorization
We may also use or disclose your PHI without your authorization in limited circumstances, including:
- As required by law: When federal, state, or local law requires disclosure.
- Public health activities: To prevent or control disease, injury, or disability as required by public health authorities.
- Victims of abuse or neglect: To report suspected abuse, neglect, or domestic violence to appropriate government authorities as required by law.
- Health oversight activities: To a health oversight agency for activities authorized by law, such as audits, investigations, or inspections.
- Judicial and administrative proceedings: In response to a court order or, in some cases, a subpoena or discovery request.
- Law enforcement: Under limited circumstances, such as in response to a court order or warrant, or to report certain types of wounds or injuries.
- To avert a serious threat to health or safety: When necessary to prevent a serious and imminent threat to your health or safety or the health or safety of others.
- Workers' compensation: As authorized by workers' compensation laws.
- Coroners, medical examiners, and funeral directors: To identify a deceased person, determine cause of death, or carry out their duties under the law.
- Organ and tissue donation: To organizations that handle organ procurement or transplantation, if applicable.
- Military and veterans: If you are a member of the armed forces, as required by military command authorities.
- National security and intelligence: To authorized federal officials for intelligence, counterintelligence, or national security activities.
- Inmates: To a correctional institution or law enforcement official having lawful custody, under specific circumstances.
- HHS investigations: To the U.S. Department of Health and Human Services when it is investigating our compliance with federal privacy law.
Uses and Disclosures Requiring Your Written Authorization
We will obtain your written authorization before using or disclosing your PHI for purposes not described in this notice. Common situations requiring authorization include:
- Marketing communications
- Sale of your PHI
- Most uses of psychotherapy notes (if maintained separately from your medical record)
- Other uses and disclosures not described in this notice
You may revoke your authorization in writing at any time, except to the extent that we have already acted in reliance on it.
Washington State Protections for Mental Health Records
As a psychiatric practice, your mental health records receive enhanced confidentiality protections under Washington State law (RCW 70.02.230). Disclosure of mental health records requires your specific written authorization unless a statutory exception applies, such as a duty-to-protect situation, mandatory reporting obligation, or court order. These state protections apply in addition to federal HIPAA protections.
Your Rights Regarding Your Health Information
You have the following rights with respect to your PHI. To exercise any of these rights, contact us using the information at the end of this notice.
Right to Access Your Records
You have the right to inspect and obtain copies of your PHI maintained in our records. Submit your request in writing via the patient portal, email, or letter. We will respond within 15 business days, consistent with Washington State law (RCW 70.02), which provides a shorter timeline than the 30-day federal standard.
You may request records in a specific format, including electronic format. We will provide records in the format you request if it is readily producible.
Under Washington State law, your first copy of records is provided at no charge. For subsequent requests, we may charge a reasonable, cost-based fee for labor, supplies, and postage.
We may deny your request in limited circumstances (for example, if the information consists of psychotherapy notes maintained separately from your medical record). If we deny your request, we will provide a written explanation and instructions for requesting a review of the denial.
Right to Request an Amendment
If you believe your PHI is inaccurate or incomplete, you have the right to request an amendment. Submit your request in writing, including the reason you believe the information should be changed.
We will act on your request within 60 days. We may deny your request if the information was not created by our practice, is not part of your designated record set, or is accurate and complete. If we deny your request, we will provide a written explanation and inform you of your right to submit a written statement of disagreement, which will be included in your record.
Right to an Accounting of Disclosures
You have the right to request a list of certain disclosures we have made of your PHI during the six years prior to your request. This accounting does not include disclosures made for treatment, payment, or healthcare operations, or disclosures you authorized in writing.
We will respond within 60 days. The first accounting in any 12-month period is provided at no charge. For additional requests within the same period, we may charge a reasonable cost-based fee and will notify you of the fee in advance.
Right to Request Restrictions
You have the right to request that we restrict how we use or disclose your PHI for treatment, payment, or healthcare operations. We are not required to agree to your request, with one important exception: if you pay for a service entirely out of pocket and request that we not disclose information about that service to your health plan for payment or healthcare operations purposes, we must honor that restriction.
To request a restriction, submit your request in writing, specifying what information you want limited and to whom the restriction should apply.
Right to Confidential Communications
You have the right to request that we communicate with you about your health information in a specific way or at a specific location. For example, you may ask that we contact you only by email or only at a particular phone number. We will accommodate all reasonable requests. You do not need to explain the reason for your request.
Right to a Paper Copy of This Notice
You have the right to receive a paper copy of this notice at any time, even if you previously agreed to receive it electronically. Contact us using the information below to request a paper copy.
Our Duties
We are required by law to:
- Maintain the privacy of your PHI
- Provide you with this notice of our legal duties and privacy practices regarding your PHI
- Follow the terms of this notice currently in effect
- Notify you if a breach of your unsecured PHI occurs
We reserve the right to change the terms of this notice and to make the new provisions effective for all PHI we maintain. If we make material changes, the revised notice will be posted on our website and made available upon request.
Filing a Complaint
If you believe your privacy rights have been violated, you have the right to file a complaint. You will not be penalized or retaliated against for filing a complaint.
To file a complaint with Cognia Health:
Matias Massaro, DNP
Privacy Officer
Cognia Health PLLC
Phone: (206) 350-9411
Email: matias@cogniahealth.com
To file a complaint with the U.S. Department of Health and Human Services:
Office for Civil Rights
U.S. Department of Health and Human Services
Complaint Portal: https://www.hhs.gov/hipaa/filing-a-complaint
Contact Information
For questions about this notice, to exercise any of your rights, or to request a paper copy:
Matias Massaro, DNP
Cognia Health PLLC
NPI: 1184222143
Phone: (206) 350-9411
Email: matias@cogniahealth.com
This notice is effective April 1, 2026. Last reviewed: April 8, 2026.