While we participate in most insurance and managed care plans, it is the responsibility of the patient to know their policy, what his/her policy covers, and that they may be responsible for non-covered services. Should the insurance company fail to make payment for any number of reasons, the amount owed will then be billed to the patient and due payable upon receipt.
All insurance-required referrals need to be received in our office prior to your visit. It is the PATIENT’S responsibility to obtain these referrals. Our staff strives to remind you that a referral is needed, but again, it is the patient’s responsibility to know his or her plan and to obtain referrals when required. We do not provide “wellness” or “preventative” examinations. When you are seen in our office, the appropriate-level office visit and/or procedure(s) will be billed to your insurance company or to you if you do not have insurance coverage.
If you do not have your original insurance card at the time of your appointment, you can choose to have your appointment rescheduled or we can collect in full for services provided. It is imperative that you provide the correct insurance card at the time that the services are rendered. This is for YOUR protection, so that you do not receive a bill for services that were not covered by the insurance due to the wrong insurance being filed.
WE DO NOT VERIFY BENEFITS PRIOR TO YOUR APPOINTMENT. Many of our procedures are performed the day of the initial appointment. That is, we do not require an initial consultation followed by another visit for taking care of routine problems such as biopsies, warts, skin tags, etc. As such, it is not possible for us to verify benefits ahead of time, as we do not know what procedure is to be performed until the patient has been seen in the office. You are always welcomed to ask about cost and pricing for services when in the room with the provider prior to consenting to a procedure.
Many procedures, such as skin tag and wart removal, will require multiple treatments. Patients on Accutane must be seen once per month in our office and will need to have lab work as appropriate. You (or your insurance company) will be billed each time. We do not perform “warranty work.” If you are seen in the office, a charge will be generated. To eliminate billing errors, we utilize an intuitive electronic health record. By documenting your visits in this legal medical record, the appropriate charges and diagnosis(es) will be generated. This removes any human error from the equation, and allows us to document and capture charges accurately.
If you are here for a cosmetic service such as Botox, filler, laser or other procedure and you see Dr. Erwin or the mid-level provider for another reason such as acne, a spot of concern, etc., our documentation of your concern(s) in the legal medical record will generate the appropriate charge. This includes “just asking/showing” the provider other issues of concern. If you have insurance, this medical visit will be billed to the insurance. If you do not have insurance, the office visit and any subsequent procedure(s) performed will become your responsibility. As a courtesy to you, we will extend the self-pay rate to those without insurance coverage.
Payment is due at the time of service. A copay, if applicable, will be collected at the time of the visit. In the case of patients who do not have a copay listed on the insurance card, 20% of the visit will be collected as partial payment at the time that the services are rendered. Insurance will then be filed, and patients will be billed for any amount due over and above what was collected at the time of service. If you have met your deductible and annual out of pocket and feel that you should not owe the 20% of the visit, please notify us of this at check-out.
Patients who are self-pay will be responsible for the visit in full, at the time of service. We do offer a self-pay discount for those individuals without insurance coverage. Payment options include cash, check, all major credit cards and Care Credit. Because we use an automated electronic health record, our charges do not pull through immediately. Often, the patient will arrive at the check-out window prior to the visit being finalized and the charges posting to the patient’s account. In the case of self-pay patients, we make every effort possible to collect in full, though there are times that charges for procedures or other services have not finalized prior to the patient leaving. In these instances, the patient may receive a statement after the fact.
Once payment is determined to be the responsibility of the patient, a first billing statement will be sent to the address of record. Payment is due upon receipt. Should you be unable to make payment at this time, please contact our office at 979-543-9933 to make payment arrangements. If there is no contact with or payment made to our office, a second statement will be issued. If there is still no contact with or payment made to our office, a third and final notice will be sent. If the final notice goes unheeded, the account will be turned over to an outside collection agency and due process will begin. Our office makes every attempt to notify you of a balance due on your account, however the final responsibility for payment rests with the patient or the responsible party. Patients that have been turned over to collections are no longer able to be seen in the office. We are happy to transfer your records to another provider of your choosing.
Our staff is always available and happy to speak with you should you have questions on your account. You can be assured that you will be treated with respect, and we will strive to eliminate any concerns that you may have. In return, you are expected to treat our staff respectfully, even if you disagree with your bill. We will work to get to the bottom of any issue that you are having, but this office will not tolerate belligerent or abusive language toward our staff. If you are belligerent, abusive or rude to staff, we reserve the right to terminate the patient/provider relationship.
Again, thank you for allowing us to take care of your dermatological and cosmetic needs. We look forward to a long and mutually-beneficial relationship. We greatly appreciate your understanding of and cooperation with our office policies and procedures. Please do not hesitate to reach out to our office staff if you have questions or concerns. The most efficient way to contact us is through you patient portal.
The Practice of Melissa A. Kainer Erwin, M.D., PA
The Practice of Melissa A. Kainer Erwin, M.D., PA reserves the right to refuse service to any person that chooses not to follow our office policies and procedures or terminate the care of any patient who repeatedly demonstrates adverse behaviors that place the patient’s medical status at risk and/or threatens health center operations, or the health or well-being of other patients and/or staff. We do not tolerate rudeness or abusive language. If you feel that you have not been given the friendly treatment that you deserve, please let Dr. Erwin or the Practice Manager know.