Policies

Scheduling appointments

No show appointments

As of September 1, 2019, the No-show fee  for missed appointments will be $50..  IN ADDITION, cancellations under 24 hours for Well child Checks / Complete Physicial Exams  OR under 4 hours from the appointment time for all other office visit will incur a $50 fee.  

As of September 1, 2019, cancellations under 24 hours for Medicine Rechecks or Consult appointments will incur a $50 fee.  Missed or cancelled flu shot/shot only appointments will also be charged appropriate no show fees or cancellation fees if missed or cancelled in less than a 4 hour window.  

It is the Policy of Oberlin Road Pediatrics to dismiss families due to repeated missed appointments.  If a family is dismissed, we will provide care for another 30 days for emergency sick visits only.  This allows the family time to choose a new pediatrician and get insurance cards changed to indicate a new primary care doctor.   We will also copy records and send them to the new pediatrician upon request.  The fee for copying records is $0.25 per page, with a minimum charge of $15.00 per patient.

Late Patients

In an effort to avoid significant delays in our office, patients arriving more than fifteen minutes late for an appointment may be asked to reschedule. 

Work-In Sibling appointments

We understand that bringing all the kids to the office is hard.   However, "squeezing in" an unscheduled sibling visit can delay the physician for the rest of the scheduled appointments.   Please schedule a separate visit for each child that you would like examined.

At the time of the Visit

Seeing Minor Children without a parent

Children less than 18 years of age are legal minors and will not be seen without the parent or guardian. We cannot see children without authorized caretakers. Written permission must be in the chart in order for us to see children with a non-parent or guardian, also known as a proxy caretaker. If you need a non-guardian to bring your child in, please print and complete this form: Consent by Proxy for non-urgent Care To have your teenager able to seek care independently, please print and complete this form: Consent for Underaged Teen Care

Forms

A “RUSH” fee of $30 will be charged for any form requiring completion in less than 5 business days, to be paid at the time the form is dropped off.   Forms brought in at the time of the child’s well child check/physical exam and those forms not needed in less than 5 business days will be FREE of charge.

HIPAA/ Notice of Privary Policies

Oberlin Road Pediatrics follows all of the HIPAA regulations.   Medical information will not be released unless we have written authorization from you in the office. See the link Notice of Privacy Policy for the long explanation of our Privacy Policy and information about copying records.

Custody Agreements

In those families where there is a separation or divorce or a change in guardianship, we must have on file a court document indicating which parent/guardian is authorized to provide medical care, make medical decisions, and receive medical information on the child(ren).  If a court document is not available, then the primary caregiver is responsible for notifying our office in writing of the above information as soon as there is a change in guardianship or custodial status.

Financial Policies

We believe that establishing a written financial policy is mutually beneficial for all parties.  It is our goal to avoid any miscommunication or concerns regarding financial matters in order to focus our energies on providing healthcare services to our patients.

Insurance plans: We participate with most insurance plans.  Please provide a copy of your insurance card at each visit.   Your insurance coverage and benefits are a contract between you and your insurance company.  Each plan has different benefits for you as well as different financial obligations.  Not all insurance policies cover all services.  It is your responsibility to check with your insurance company to determine covered benefits. .  

We are NOT accepting new Medicaid patients; however, if you are a current patient of ORP and need to transition to Medicaid we will continue to provide care for your children.   

The Affordable Care Act (aka. "Obamacare") was signed into law March 2010 by President Obama as part of comprehensive health care reform in an effort to make preventive care more accessible and affordable to many Americans.  Enrollment for these plans began on October 1, 2013 for coverage beginning January 1, 2014.  If you are changing your health care coverage, please check with the insurance company or our billing office to make sure that our practice is still in-network for your child.  Some of the low premium plans, such as "Blue Values" of BCBS, will not allow us to be in-network providers.  Therefore, people with that insurance will not have coverage for any sick or well child visits at our office and will be responsible for the full amount of the office visit.  For more information on the ACA and the health-care exchanges, visit www.healthcare.gov.

Self-Pay patients: If you have insurance coverage under a plan with which we do not have a contract, you will be treated as a “self-pay” patient and will be provided documentation to assist you in filing your own claim.  We offer a discount for our “self-pay” patients IF they pay in full the day of service.  

Late payment penalties and service charges:

• As of January 1st2013, co-pays not received within 48 hours of service will be subject to a $15 administration fee.

• Any amount not covered by the insured/patient’s insurance is due within 30 days of the time of the service. Late payments will incur an additional $10 per month billing fee.

• A service charge of $35 will be added for—1. Returned checks 2. Re-filing of insurance due to incomplete or incorrect information given by the patient at the time of service. 3. Administrative fee associated with accounts turned over to collection agencies.

Payment plans: Should the family have extraordinary financial pressures, we will assist with a payment plan.  This plan will need to be in writing with our billing department prior to services being rendered.  No balance over $ 500.00 can be carried on a family account, unless the above-mentioned payment plan has been signed and the arrangement is being followed.  Accounts will be turned over to a collection agency if past due 90 days or more.   Failure to pay balance may result in discharge from the practice.  The patient/family is responsible for all collection costs involved with the collection of this account including court costs, reasonable attorney fees, and all other expenses incurred with collection if the family defaults on any unpaid balance.

Oberlin Road Pediatrics Patient Payment Policy

Click on this link to read our policy

Non-Discrimination Policy

Oberlin Road Pediatrics does not discriminate against either its employees or patients on the basis of race, religion, creed, gender, sexual orientation, or national origin.