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Guidelines designed to ensure a safe and positive experience for all patients
Your Resource for a Seamless Experience
Welcome to the Policies page. Our commitment to providing exceptional care extends to ensuring a seamless and positive experience for all our valued patients.
The guidelines on this page are in place to help us serve you better, maintain a smooth appointment process, and ensure that we can continue delivering the highest quality care to every child. We encourage you to familiarize yourself with these policies, and if you have any questions or need further clarification, please don't hesitate to reach out to our team. Thank you for entrusting us with your child's health, and we appreciate your cooperation in upholding these standards.
Additional information can be found on our FAQ page.
General Office Policy
INSURANCE - It is your responsibility to provide us with the correct insurance information at each visit. You are responsible for the payment of all copays, co-insurance, and deductibles. If we do not have accurate insurance info you may be responsible for all fees. You may incur a charge if a statement is returned to us due to an incorrect address on file, if a card is declined for payment, or if there are insufficient funds to cover a check. This charge will be added to your balance due.
FORMS - Forms for camps, sports, and school should be filled out at annual well visits. We require all personal information to be filled out on forms before we can complete and sign them. You can print a copy of a physical or sports PE form on our website to fill out and submit. Forms that need to be filled out between annual well visits may be subjected to a fee. We require 24 hours to get a signed form back to you outside of well visits. HMLA or other more detailed forms require a $15 fee and may take 2-3 days to return. There is no charge for WIC forms or forms for children on state insurance.
PRESCRIPTIONS - We will give you enough meds/refills to last until your next well visit. If refills are needed between well visits please have your pharmacy contact us. Many medication changes or other refills will require an office visit.
TELEPHONE CALLS - Our office phones are staffed from 8:30 to 4:30 Monday-Friday. Our staff will happily answer your questions or concerns. Phone calls may be subjected to a telephone charge. This may not be covered by your insurance. After-hours calls are forwarded to a nurse triage service.
WELL VISITS - We require that our patients stay current on well visits per the AAP-recommended schedule. Annual well visits are required after age 3. There may be a co-pay or additional charge for any concerns addressed that fall outside of a normal well visit.
IMMUNIZATIONS - We require our patients to stay current on all state-required immunizations unless there is a MEDICAL contraindication.
CONTROLLED SUBSTANCE PRESCRIPTIONS - Any child receiving controlled substance prescriptions (ADHD meds) is required to be seen in the office every three months. Prescriptions will be given for 3 months at a time. Prescriptions will not be refilled or changed between visits unless this was part of the plan discussed at the visit.
MEDICAL RECORDS - Upon written request, we will transfer a copy of your child’s growth chart, immunization record and last well visit. If more records are needed a charge will apply.
Missed Appointment Policy
There will be a $50 charge for any appointment missed or canceled without a 24-hour notice.
We provide a text reminder service for all well visits. Failure to receive this text does not excuse you from responsibility for your appointment.
If your schedule changes and you cannot keep your appointment please let us know at least 24 hours in advance out of courtesy to our staff and other patients waiting to schedule.
If your child is sick at the time of a scheduled well visit please give the office a call so we can decide if the well visit needs to be changed to a sick visit or rescheduled.
Fees will not apply for visits canceled less than 24 hours in advance due to severe weather alerts.
NEWBORNS - Please add newborns to your insurance policy immediately. Many insurance companies allow 30 days to add your newborn baby. If you wait, it delays payment of your claims.
INSURANCE - You are required to bring your photo ID and a copy of your current insurance card with you each time you visit our office - even if you think we have it on file. Please let us know if there have been any changes. As a courtesy to our patients, we will file your insurance. If insurance information is not provided or not active, payment is due at the time of service. We do not file insurance on liability claims (car accidents, injuries at school, etc.). An itemized bill with the receipt of payment will be given to you to turn in to the insurance company.
INSURANCE BENEFITS - Become familiar with your insurance policy deductible, copays, and benefits. Does your policy cover well visits, Immunizations, and lab work? It is your responsibility to understand what your insurance covers.
CARD ON FILE - We REQUIRE a card on file (Debit, Credit, HSA, FSA, or HRA.). This card is encrypted and stored by a secure payment processor.
PAYMENTS - Copays are due at the time of service. This is part of your contractual agreement with your insurance. You are responsible for paying what is not paid by insurance. Once your insurance has processed a claim you receive an EOB that will explain your financial responsibility. This payment is due to us regardless of whether a statement is received. We will charge your card after 29 days if no payment has been received and no payment plan established. If you need a payment plan ask! We will contact you by email one time before charging if the balance due is over $70. Accounts with no payment for 60 days may be turned to our collection agency. Every parent or guardian is responsible for payment at the time of visit, for any services provided to his or her dependent child regardless of any outside agreement with another parent or guardian. Whoever brings the child in is responsible for copay at the time of service.
MISSED APPOINTMENT FEES - There is a $50 fee for appointments that are missed or canceled without a 24-hour notice. We reserve the right to charge this to the card on file.
HMO CONTRACTS AND KANCARE - Please check your insurance card or with your insurance customer service department to make sure you are assigned to our physicians. If we see you and you are assigned to another physician, you may be responsible for the bill.
BILLING QUESTIONS - The business office staff is available to answer any questions you might have regarding your account. Our business office phone number is 913-764-3016.
PURPOSE - To implement compliance with the privacy regulations (45.C.F.R. 164.500 et seq.) issued by the Department of Health and Human Services (“HHS”) under the Health Improvement, Portability, and Accountability Act (HIPPA”), Preferred Pediatrics have appointed a privacy officer. The general policy of this office is to provide to a patient, or parent, as permitted by law, his or her protected health information and to protect the confidentiality of such health information as required by law.
IMPLEMENTATION - The office manager has been designated as the contact person responsible for receiving requests and complaints related to access, privacy, amendment and accountings of protected health information and any other request or complaint relating to PHI issues and she will be able to provide further information about matters covered in the office’s privacy notice.
TRAINING - The office will train all members of its workforce on the policies and procedures as to the protected health information. Therefore, new members of the workforce will receive such training in a reasonable time after they join the workforce. Periodic training and documentation of training will occur for all staff and when there has been material change in the policies.
SAFEGUARDS - The office will put into place appropriate administrative, technical, and physical safeguards to protect the privacy of protected health information. Such safeguards are intended to reasonably safeguard protected health information from intentional or unintentional use or disclosure.
CONSENT - To the extent required, the office will obtain a consent prior to, or at the time of, creating a relationship with a patient allowing such entity to use and disclose protected health information for treatment, payment, and health care operation as required by law.
AUTHORIZATION - To the extent required by law, the entity will obtain an authorization prior to disclosing any protected health information.
CONFIDENTIALITY & COMMUNICATION REQUESTS - The office shall establish a procedure for allowing an individual to request that its records be maintained in a certain confidential manner and that communications be transmitted to him/her in a certain way.
Website and Social Media Disclaimer
The content provided on our website and social media platforms is intended for informational purposes only. It is not a substitute for professional medical advice, diagnosis, or treatment. Always seek the advice of your physician or other qualified health provider with any questions you may have regarding a medical condition.
We reserve the right to manage and delete content on our social media sites at our discretion. By interacting with our website and social media, you agree to comply with our community guidelines and give us permission to control and delete content that violates these guidelines.
Remember, any information shared on the internet may not be secure, and we encourage you to refrain from sharing personal medical information on public forums. For personalized medical advice or treatment, please consult with a qualified healthcare professional.
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