Practice Policies & Procedures

These guidelines ensure smooth scheduling, clear communication, and high‐quality care for every patient.

Communication

These communications may include appointment reminders, test results, billing notices, or care instructions. You may opt out of non‐essential communication at any time.

● Phone ● Voicemail ● Text message ● Email ● Patient portal

● Phone ● Voicemail ● Text message ● Email ● Patient portal

Appointments

Scheduling

You can schedule appointments by phone, through our patient portal, or online (if available). Same‐day appointments may be offered for urgent needs.

Arrival Time

Please arrive 10–15 minutes early to complete check‐in and paperwork.

Late Arrivals

If you arrive more than 10 minutes late, we may need to reschedule your appointment to avoid delays for other patients.

Cancellations & No‐Show Policy

We kindly ask for at least 24 hours’ notice if you need to cancel or reschedule.

Late cancellations or missed appointments may result in a fee. These fees are not billable to insurance.

Repeated no‐shows may affect your ability to schedule future appointments.

Prescription & Refill Policies

Refill requests require 48–72 business hours to process.

  • Refills are not provided after hours, on weekends, or on holidays.

  • Some medications require an appointment before refills can be issued.

  • Lost or stolen prescriptions may not be replaced.

  • Controlled substances may require additional agreements, monitoring, or in‑person visits.

Insurance & Billing

To avoid delays, please provide accurate and up-to-date insurance information. Patients are responsible for:

  • Copayment (due at the time of service)

  • Deductibles and coinsurance

  • Non-covered services

  • Balance not paid by insurance

If insurance denies a claim, the remaining balance becomes the patient’s responsibility.

Patient Resources & Information

  • Requests for forms or letters (such as work notes, FMLA, disability, or school forms) may

    require:

    ● Up to 7 business days for completion

    ● An appointment if clinical evaluation is needed

    ● A fee for administrative services not covered by insurance

  • Most routine test results are available within 3–7 business days.

    Results may be shared through the patient portal, by phone, or during follow‐up visits.

    Urgent or critical results will be communicated promptly.

  • Telehealth may be used when appropriate. Patients must:

    ● Be physically located in a state where our providers are licensed

    ● Use a private, safe location

    ● Have reliable internet or phone access

    A Telehealth Consent form is required before receiving telehealth services.

  • We are committed to maintaining a respectful, safe environment.

    The following behaviors are not tolerated:

    ● Abusive or threatening language

    ● Harassment or discrimination

    ● Violence or disruptive behavior

    Violations may result in dismissal from the practice.

  • We ask that patients:

    ● Provide accurate health information

    ● Follow treatment plans or discuss concerns openly

    ● Ask questions when something is unclear

    ● Notify us of changes in medications, health status, or insurance

    ● Keep contact information up to date

Privacy & Confidentiality

We follow all HIPAA Illinois & Florida privacy laws.

Your information is protected and only shared as permitted by law or with your authorization.

For full details, please review our Notice of Privacy Practices.