Office Policies

Appointments

We work by open-access scheduling, which means a significant block of appointments are held open daily for sick child visits, giving accessibility for acute illness appointments and “work in” appointments the same day.

Should you have more than one child needing a medical evaluation, an appointment is needed for each child.

Except for emergencies, please call to schedule an appointment for your child. We assign an appointment for each office visit.

Well child checkups and pre-participation sports/camp physicals are best scheduled at least one month in advance.

Please arrive on time for your appointment and be prepared to verify your current insurance, address, and responsible party.
We are required to confirm this information at every visit, so please bear with the process.

Please be prepared to show your insurance card and photo ID. Any co-payment mandated by your insurance contract will also be collected at the time of service.

Late or Missed Appointments

If you are unable to arrive on time for an appointment, your child can be seen as the schedule allows or you have the option of rescheduling the visit.

If you are unable to keep your scheduled appointment, please notify us so another child can use that time. If you miss more than
one appointment without 24 hour notice, a charge of $25 will be added to your account for each missed appointment.

Referrals to Specialty Care

If your child needs to see a pediatric specialist, we will be happy to provide you with names of specialists we know and trust. Please also refer to your insurance plan’s listing of providers to insure that the specialist is in the plan’s network. Some plans require approval and notification from our office to obtain the referral.

We have office staff members who are very familiar with these procedures and will be happy to assist you. Please allow one week to complete this process, though it will usually be sooner.

Office Etiquitte

Turn off all cell phones and other media while in the office and especially during the visit with the provider. We do not use your time to conduct our personal business, but are focused on your child. Please return the courtesy.

Outside food, drinks, and snacks are prohibited. We make it a priority to keep the office clean and free of bugs, etc. Please understand that we need your help to keep it that way.

Please keep children seated if possible for their own safety. We would rather they have their accidents elsewhere! Unruly behavior increases the chance of accidents and injuries and is discourteous to others.

After Hours Calls and Emergencies

If you are faced with a life or death emergency, call 911, Emergency Medical Services.

After hours and holidays, calling the office numbers above will activate the voice prompts. You will be connected with the Seton Pediatric Nurse Call Center where a staff of highly trained nurses will assist you. If needed, they are able to access the on-call physician, who will call you back directly. This service also has the capability of providing you with an early morning appointment with our office.  There is a $20 charge/call for this service which is not covered by managed care insurances. This will be your financial responsibility and will not be filed to insurance.

Copies of Medical records

We charge for the retrieval and providing copies of medical records. If you are moving or need a copy of your child’s medical records for other purposes, please make your request at least 2 weeks in advance. A release form (available online) must be signed prior to release and a $25 fee will be charged per record. These records are available for pick-up only.

Immunization records

Although we will cheerfully provide you with an initial immunization record (shot record) and update it at the time of a visit, it is your responsibility to safeguard this important information. Additional copies are subject to a $10 fee per record. Please allow 24 hours notice for retrieval and copying this information.

School and Camp forms

If completed at the time of a visit, there is no additional charge for completion of forms for school, daycare, and camps. Forms completed outside of an office visit are subject to a $10 fee. Please be advised that these forms can only be completed if your child has had a physical within the past 12 months.

Insurance

We accept most managed care insurances and work to file those claims in your behalf after you have made any required co-payment. Co-payments and deductibles are getting higher for all of us and are the financial responsibility of the person who brings the child to the office. Please be aware that co-payments are due at the time of service, regardless of who is bringing the child to the office. Please plan accordingly.

If you do not provide us with complete and current insurance information at the time of service, we will require payment in full for that service.

If the needed information is provided in a timely manner, your payment will be refunded when the insurance carrier pays us. If your insurance carrier requires additional or unusual paperwork, there will be a fee charged for this service. This would include letters of medical necessity and/or appeals.

We can not longer accept Medicaid as a secondary insurance. If you present Medicaid as your primary insurance and the Medicaid system states there is other health coverage, you are fully responsible to either accept the terms of that other health coverage or cancel it completely. We will not file Medicaid as secondary insurance.

Most insurance carriers do not allow us to waive your co-payment.
If you believe your co-payment should be waived because of extenuating circumstances, we recommend you contact your insurance company and request it. They will need to communicate directly with this office to verify the waiver.

Billing statements

Statements from this office are due upon receipt.


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