Our Office Policy

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OFFICE POLICY

For us to provide holistic care to our patients, all patients are required to maintain their routine wellness exams. The schedule varies from infancy through adulthood, as follows: 

— 1 week, 2 weeks
— 1, 2, 4, 6, 9, 12, 15, 18 months
— 2, 2 1/2, 3 years
— Annually from 3 years and on through adulthood 

Wellness exams are a separate appointment from any ‘as needed’ (sickness) visits and cannot be combined. Until wellness exams have been scheduled, our office is unable to schedule patients for appointments as needed. Keeping your wellness appointments ensures that we can see you when you are sick. 

Children under the age of 18 will require a parent or guardian present for treatment. 


CANCELLATION AND ‘NO-SHOW’ POLICY

If you need to cancel an appointment for any reason, you must do so at least 24 hours in advance. To cancel your appointment, call our office at (615) 933-3633 during our normal business hours, Monday through Friday 9am-4pm, and Saturday 10:30a-2:30p. Not confirming an appointment reminder does not constitute canceling an appointment. If you do not reach the receptionist, please leave a message on our voicemail stating who the appointment is for, the date and time of the appointment, and that you would like to cancel. We will return your call to reschedule your appointment.   

If you do not cancel an appointment at least 24 hours in advance, or if you miss your appointment without canceling it, it is considered a ‘no-show.’ For the first no-show, no charge is incurred. For the second no-show, a $20 charge is incurred, billed to your account. For the third no-show, a $40 charge is incurred, billed to your account. This is not covered by your insurance. 

If you expect to be late for your appointment, please call our office at (615) 933-3633 to inform us of your arrival time. If you arrive more than 15 minutes late, the appointment will be considered a ‘no-show,’ and you will be rescheduled.

A credit card pre-authorization form will be completed at the initial visit.

Fees for 'No-Show' Appointments

For new patients: If you miss your initial exam with us, we will run the credit card we have on file for you for $130. It is your responsibility to reschedule with us. Failing to reschedule may result in relinquishing your active patient status, in accordance with our wellness schedule and office policy.

For returning patients: You/your family is granted one warning per 12-month period. For the second and third 'no-show' appointments your family accrues, you will be charged $50 per missed visit. This is not covered by your insurance. After you/your family’s fourth no-show, you are subject to dismissal from our practice.


PATIENT COMPLIANCE

Patients are expected to attend all required wellness exams, for themselves and their children, and take initiative in their health care to implement the recommended preventative practices and treatments of the health practitioner.

Termination of the physician-patient relationship can occur at the request of the patient or the physician when the relationship is no longer proceeding in a mutually productive manner. If you are dismissed from the practice, emergency care only will be provided for 30 days to allow appropriate time to find further providers. Circumstances that may result in dismissal from the practice include: 

— Noncompliance with treatment
— Failure to keep appointments
— Threatening, demanding or abusive behavior directed toward our staff, physicians, other healthcare providers or patients
— Deceptive behavior
— Medication abuse
— The patient leaves the practice
— Failure to pay consistent with policy listed below 


PAYMENT POLICY

Self-Pay Patients: 
You are expected to pay for office visits on the day of your appointment. You are responsible for any additional costs related to the visit. If payment is not made on the day of your appointment, an invoice will be sent and must be paid within 7 days from when it is sent. After 7 days, a late fee of 10% of the balance will be incurred and added to the balance. If you have any outstanding balances at your next appointment, we cannot see you until they are paid. 

Self-Pay Lab Deposit Required

At the time of your appointment, a deposit will be required for self-pay labs.

We have done our best to negotiate competitive self-pay rates and do not profit from these tests. We will give you an estimated price in office which should be close to the final price. Once Quest Laboratories informs us of final pricing, you will receive an email invoice from HFC directly within 2-4 weeks.

Insured Patients: 
It is your responsibility to:

— Provide a Credit/Debit card for authorization. 
— Provide us with current insurance information at each visit. 
— Provide us with current contact information including phone numbers and address. 
— Pay your deductible and/or copay at the time of service. 
— Pay for any services not covered by your insurance. 
— Make sure you have a current referral if your insurance requires one. 

You are responsible for all services rendered. If for any reason your insurance does not pay, the balance is your responsibility. 

Charges will never be more than the amount you authorized at the time of service. If the amount you authorized does not cover the amount due, a statement will be mailed to you for the remaining amount. 

If the insurance company denies your claim, stating you are not eligible or your coverage has terminated, your credit/debit card that was authorized at the time of service will be charged for the authorized amount. If you have new insurance, we will file your claim to your new insurance company. However, no refunds will be issued until payment is received by the insurance company. 

In the case of unpaid bills, a collection agency will be chosen to manage delinquent accounts. Once referred to collections, no assistance will be provided by our office. If your account is placed with a collection agency, you will be responsible for all collections and attorney fees necessary to collect this debt.