New Patients and Office Policies

New Patients and Office Policies

During your first visit, you will meet our staff, complete a few brief forms, and of course, meet your doctor. As family physicians, we will try to solve your current medical problem and detect or prevent other health problems. We hope to make the first visit not just an opportunity to deal with your medical concerns, but also a time to get acquainted with you.

First time patients are asked to arrive 15 minutes prior to their scheduled appointment. Please prepare to have your current health insurance membership card and driver’s license or other picture I.D. with you for identification. If at all possible, we ask that you bring the latest relevant health records and current medication list with you.

New patient forms are available for you to download and complete prior to your visit.

Appointment and No-Show Policy

We make every effort to provide medical care to all of our patients. If you are unable to keep a scheduled appointment, please provide 24 hour notice. A no show is when a patient fails to keep a scheduled appointment and will generate a $35 fee. Subsequent no shows may require that you seek your medical care elsewhere. We understand that there may be issues beyond your control and want to be understanding of special circumstances. In the event you have a special circumstance regarding your missed appointment, please contact our practice administrator as soon as possible.

In general, we do not recommend combining your wellness visits with problem visits at the same time since your insurance often may not pay for both.

Due to the current nature of insurance based medical practices, we also ask that you limit your visit to 1 or 2 problems only. Should you have more medical issues that need to be addressed, please inform our staff when calling for your appointments, and we will schedule more time for you accordingly. Your providers may also have you return for follow up visits in order to address your additional medical concerns.

Multiple family members’ appointment must be scheduled in advance. Family members who are present at the time of another member’s appointment, but are not scheduled, will be required to schedule an appointment at a later time.

Children and Minors

For safety reasons, we depend on parents or other responsible persons to supervise children at all times. Minors must be accompanied by a parent or legal guardian. When a parent or legal guardian cannot be present, a consent form signed by a parent or legal guardian to legally provide medical care to minors under the age of 18 must be provided.


All telephone messages are reviewed by a physician. Telephone messages called in by our patients are all logged and returned throughout the day. However, please be aware that messages may take time to process and answer. More often than not, your provider may elect to have you make an appointment for further evaluation.

After Hours

If an emergency arise after hours, you may call our office and the medical exchange will contact the physician on call. You will them be provided with appropriate instructions. As a reminder, this option should only be used for emergencies. Please be aware that as a general rule, we do not call in medications, and under no circumstances will narcotics be called to the pharmacy. FOR IMMEDIATE ASSISTANCE CALL 911

Routine Medication Refills

For your convenience, refill request for medication may be requested to your pharmacy provided you are up to date on required exams and laboratory testing. Your pharmacy will then submit the request to us. Pharmacy prescription requests called in prior to 2:00 pm are more likely to be filled the same day. The pharmacy will contact our office to authorize the refill. Do not call the office directly with your refill request. Please allow 72 hours for your routine prescription refill. We do recommend routine follow up appointments at least every 6 months, depending on your medical needs.

When in the office please do not ask for your prescription to be phoned into the pharmacy. In office pharmacy phone requests do not provide prompter service than those that are e-prescribed.

Controlled Substance Refills

“Scheduled and Controlled Drugs” such as narcotics and other mood altering drugs requiring triplicate prescriptions may be obtained at your monthly appointment or picked up at the medical office if approved by your physician. There is a $10.00 convenience fee to pick up ”Scheduled or Controlled” prescriptions at the office.

Test Results

We now offer online access to your health information and Tests result through our secure portal. Please contact our front desk for additional information and your secure login credentials.

Be assured that you will be notified of any significant test results.  You are welcome to discuss any test result at your next routine office visit   Please allow us up to five working days for your results to become available.

Referral & Authorization

In the interest of providing good, safe medical care, referrals to specialists and for procedures may take from 3 to 5 working days. Our office staff works as quickly as possible in processing referrals to other medical locations. You will be notified of your appointment date and time either by our office or, the office you are being referred to. We try hard to send patients to appropriate network providers but, it is ultimately the responsibility of the patient to ensure the service or provider is covered by their insurance plan.

All requests for authorizations must be completed and submitted to your insurance company for approval. Often copies of medical information and necessity are required along with the authorization request. Please allow seven to ten working days for the process to be completed and authorization numbers obtained.

Insurance Policies and Forms

Our office will submit claims for insurance carriers with which we participate. It is the patient’s responsibility to know your particular insurance plan benefits. Comprehensive physicals, immunizations, certain laboratory test, procedures, and prescribed medications may not be covered. Prior authorizations may be completed at the discretion of our providers. We therefore cannot guarantee that all service and therapies we provide or recommend are covered by your insurance. We also cannot just change CODES in order to modify insurance coverage. We strongly encourage you to contact your insurance carrier ahead of time and verify appropriate coverage.

We also require proof of current insurance at check-in for every visit. It is essential that you provide all necessary information about your insurance, both primary and secondary. Since changes in insurance coverage are frequent, it is our policy to obtain a copy of your card for applicable insurance. Please be prepared to present your card at each visit. In case of a new policy, a copy of the new card and completion of an updated registration form will be required.

Medical Records and Forms

All requests for medical records must be on a HIPAA approved form, which must be properly and completely filled out and signed by the patient or legal guardian. Improperly filled out forms may delay your request. Please allow 5 business days for processing.

Medical records released to the patient, some insurance companies, law firms or miscellaneous request are subject to a $25.00.