Office Policies
OFFICE AND TELEPHONE HOURS (Excluding Holidays)
Monday through Friday 8:00 a.m. to 5:00 p.m.
Appointments are required to see a provider. No walk in patients will be seen.
PRESCRIPTION REFILLS
Advanced notice is required for medication refills. Please allow 2 business days for your refill requests. Also note that your prescription refill request may require a follow up appointment in some cases to be refilled. This is especially true if you have not been seen in the clinic for an extended period of time.
Antibiotic medications will not be prescribed over the phone. An office visit will be required to asses the underlying condition and treatment.
If you have already filled your prescription at a local pharmacy, please contact your pharmacy for refills and renewal requests. The pharmacy will contact us and notify you once they have processed your prescription.
If you mail away prescriptions for a 90 day supply, please contact your mail order pharmacy for renewal requests. Your mail order pharmacy will fax a request to our office which we will respond to. We do not call in mail order prescriptions. We can also give you a paper prescription which you can to mail to your mail order pharmacy.
TEST RESULTS AND FOLLOW UP TESTING
We notify patients on all test results. Normal test results are communicated through the patient portal. Abnormal test results are communicated by telephone within one week. If you have not heard back on your test results within a week, please contact the office.
APPOINTMENTS
Occasionally emergencies regarding patient care do arise and we will run behind. We ask for your understanding as this is a medical office and they are unavoidable. Disrespectful and belligerent behavior is not tolerated. Yelling, using profanity, threats or physical violence will result in immediate termination from our practice.
Dr. Jhaver works very closely with her nurse practitioners. Patients will be required to rotate their follow up appointments among both providers.
To help us run on time, we ask that you arrive 10-15 minutes prior to your scheduled appointment time. This will allow staff to properly check you in, verify information, do updates as needed, collect co-pays and take your vitals. If you are more than 10 minutes late for your appointment, you may be rescheduled to ensure adequate time is available to address your health and to prevent excessive delays for the other patients scheduled.
We remind all patients of appointments by text and email. If you are unable to keep an appointment you must cancel at least 72 hours in advance during regular office hours or you may be subjected to a $100.00 fee. We understand occasionally unavoidable circumstances occur and you may have to cancel at the last minute. Please call us as soon as possible to allow the doctor time to accomodate other patients who may need to be seen.
A first missed appointment will be subjected to a $100.00 fee. A second missed appointment will be subjected to a $100.00 fee and will require physician approval in order to reschedule any future appointments. Patients may be discharged for repeated missed appointments.
Your health and wellbeing is important to us. It is important that you keep your routine visits as well as your physicals as indicated by your provider. If you have not been seen in one year, your chart will be inactive and require doctor approval to rebook an appointment.
REFERRALS
Specialist referrals are given only after being evaluated by the Provider. Call us 3-7 days prior to your appointment with the specialist phone and fax number so we can process your referral and send appropriate medical records to them.
When making an appointment with a specialist, please confirm that they are contracted with your insurance. This changes frequently so be sure and check even if you have seen them in the past. Referrals do not guarantee contracting or payment. It is your responsibility to verify that the specialist is in network with your plan.
We do not do retroactive referrals. Make sure you have a referral to see a specialist prior to your appointment with them.
FMLA AND DISABLITY
There is a fee for FMLA and/or disability paperwork. An appointment is sometimes needed to fill out paperwork accurately. Copying of medical records for personal use is associated with a fee $35.00. Please allow 14 business days for forms and medical records to be completed.
BILLING
Co-pays are due at time of service. If you do not pay your co-pay at the time services are rendered, you will be charged a $5 service charge.
Statements are sent out electronically to your email and by text message. If you wish to receive a paper statement by email, a $5 service fee is applied as this is the fee assessed by our billing system.
If there is a past due balance on your account, payment must be made prior to seeing the provider. Payment is due upon receipt.
There are many insurance plans some with limitations and riders specific to you. It is your responsibility to check with your insurance to ensure that we can see you on your particular plan. Some will let us see you but your out of network co-pays and deductibles will apply. If you have an HMO insurance make sure our office is selected as your PCP (Primary Care Physician’s office).
We will bill your insurance as a courtesy. If you suspect a bill you received is in error, please contact your insurance and then contact our billing office. Balances are due upon receipt. Any unpaid balances past 30 days will be subjected to a $50.00 late fee. If your account goes beyond 90 days, it will be forwarded to collections to ensure payment with a 35% late fee of the total balance owed. If your account has been forwarded to collections, you will be discharged as a patient from the clinic.
Returned checks will be assessed a $30.00 fee which must be paid in cash or credit card. No future check payments will be accepted. Some patients prefer not to receive a bill. For your convenience you can keep your credit card on file with us and after your insurance processes your claim we can run the balance on your credit card.