How to refer a case

Step-by-step process

1. Send the referral packet

Send the case via the contact form or directly to the practice with the following:

• Case background — case caption, jurisdiction, claim or docket number, date of injury or event, body parts / conditions in dispute
• Specific questions you need addressed (causation, MMI, apportionment, work capacity, impairment rating, expert opinion on a specific issue, etc.)
• C-4 (for Nevada workers’ comp matters) and the carrier / TPA contact
• Medical records — treating provider notes, hospital records, prior IME / DME / QME reports, neuropsych or neurology workups, deposition transcripts of treating providers, and pharmacy records
• Imaging — MRI, CT, EEG reports (films can be reviewed if relevant to a TBI case)
• Deadlines — expert disclosure dates, deposition or trial dates, MMI determination deadlines, etc.

Send what you have; missing items can follow. We’ll let you know if anything else is needed before the examination.

2. Fee agreement

Once the referral is reviewed, the practice will send a fee agreement reflecting the scope of work (records review, examination, report, anticipated deposition / trial testimony if applicable). The fee agreement is signed before scheduling. We do not accept insurance — engagements are billed to the carrier, employer, attorney, or court as appropriate. Lien arrangements with personal injury counsel are considered case-by-case.

3. Scheduling

Scheduling logistics vary by referrer preference:

• Sometimes the practice provides available dates and the referrer’s office schedules directly with the claimant or examinee.
• Other times the referrer prefers the practice schedule directly with the claimant; in that case we’ll confirm the appointment date back with the referrer once set.

Examinations are typically scheduled within two weeks of the signed fee agreement. Expedited scheduling is available for time-sensitive matters.

4. Examination day

The examinee completes detailed history forms before or at the start of the examination. Dr. Cichon performs the clinical psychiatric evaluation and (where the case warrants) integrated cognitive testing and EEG Brainview as part of a neuropsychiatric examination. Any diagnostic films and prior records supplied with the referral are reviewed in connection with the examination.

No doctor-patient relationship is established during an IME, DME, or expert evaluation. Dr. Cichon provides no treatment, no medical advice to the examinee, and no prescriptions arising from the examination itself.

5. Report

Reports are typically delivered two to four weeks after the examination, depending on case complexity and the volume of records to integrate. Reports are deposition-ready and structured to address the specific questions identified in the referral — diagnosis (DSM-5-TR), causation analysis, apportionment, MMI status, work capacity and restrictions, recommended treatment, and where applicable impairment ratings under AMA Guides 5th and 6th editions. For TBI cases the report integrates clinical findings with cognitive testing and EEG Brainview results.

The completed report is delivered to the referring source. Per standard IME practice, the referring source then forwards the report to the examinee or to opposing counsel as required by the jurisdiction’s rules.

6. Post-report

After the report is delivered, common follow-ups include:

• Deposition testimony — scheduled separately; billed under the existing fee agreement
• Trial testimony — scheduled separately; in-person or remote depending on court rules and the engagement
• Supplemental reports — if new records are produced or new questions arise
• Treatment — in select cases, ongoing treatment can be arranged after a consultation. See consultation and treatment availability for what’s in scope.

Telemedicine workflow

For matters in Nevada, California, Utah, Arizona, or Wyoming where telemedicine is appropriate (and where the jurisdiction permits telehealth examinations — AZ explicitly authorizes this under A.R.S. § 23-1026), the examination is conducted via secure video with the same clinical interview, history-taking, and (where the case allows) cognitive testing components. EEG Brainview is performed in-person in Las Vegas; for cases requiring EEG, the examinee comes to the practice or Dr. Cichon travels to the examinee’s state where appropriate.

Spanish-language examinations

Examinations can be conducted in Spanish where needed. Dr. Cichon is fluent in Spanish (degree-credentialed; functional native), so no interpreter is required. Standardized psychological testing is administered in its validated Spanish-language edition, and intake forms and history questionnaires are available in Spanish. Reports are issued in English for the case file and incorporate the Spanish-language interview and testing.

Billing & lien arrangements

Workers’ compensation: billed to the carrier or self-insured employer per the signed fee agreement.

Personal injury and civil litigation: billed to the requesting party (typically the retaining attorney or law firm). Lien arrangements with personal injury counsel are considered case-by-case — please raise lien terms before the fee agreement is signed.

We do not accept insurance. No commercial insurance, Medicare, Medicaid, or direct-from-patient billing.

Out of scope

To save you time at the referral stage, here’s what we do not take:

• Disability evaluations (SSDI, LTD, etc.)
• Criminal forensic evaluations (competency, NGRI, sentencing, sex offender risk)
• California workers’ compensation IMEs (we are not a California QME)
• Direct patient referrals (no insurance, no self-pay clinical care)
• Pediatric matters
• PPD-only referrals are accepted but are not the practice focus

Send a referral

Contact the practice with the case background and any questions about scope, scheduling, or fees. We’ll respond within one to two business days.