Fees & Policies - Effective 5-1-2017
We strive to minimize the cost of medical care, and are committed to providing cost-effective, quality healthcare. A detailed intake questionnaire and medical records are required prior to each patient's initial visit. Fees include the time necessary to carefully and thoroughly review each patient’s history, questionnaire(s), medical records, and lab data.
Please note that appointment durations are approximate and take into account additional time required by your practitioner, in addition to your actual appointment, to review and maintain medical records, review lab documents and consultation notes, make referrals to outside practitioners, complete required documentation, and perform any post-appointment follow-up. As a result, the time estimates of billed fees may not exactly match the time spent in the practitioner’s office. Fees may change without notice.
We provide scheduled same-day sick visits for our established patients. The fee you are charged may include time in addition to your in-office appointment that may be required for telephone follow-up, lab review, and referrals to hospitals or consulting physicians.
All Other Appointments
Follow-up appointment duration is specified by each practitioner according to the needs of each individual patient.
Comprehensive Nutrition Consultation - $320
Mini Nutrition Consultation - $165
An alternative to our Comprehensive Nutrition Consultation for addressing targeted nutrition concerns or goals such as:
Home Visit - $300
With a home visit, our Nutrition Consultant comes to you. This is great for:
Follow-Up Nutrition Appointments
Payment for services
Payment for services rendered is due in full at the conclusion of each visit. Payment for each visit is the responsibility of the adult who accompanies the patient if that patient is a child or adolescent. Payment methods accepted are cash, check, Visa, MasterCard, and Discover.
Insurance and our services
Whole Family Wellness is not contracted with any insurance companies. This allows us to provide the kind of personalized service and dedicated time that our patients value and that is integral to holistic healthcare. Being part of an insurance network often means that priority is placed on high patient volume where doctors see 6-8 patients per hour. Additionally, we would not have the flexibility to offer parents an individualized vaccination plan or to prescribe a therapeutic plan that integrates conventional and alternative approaches.
Most of our services are covered by PPO-type insurance plans as an out-of-network provider. While there are a wide range of plans and reimbursement rates, most of our patients with PPO-type insurance plans receive reimbursement for 50-80% of our service fees (after any applicable deductibles have been met). HMO insurance will not typically cover our services.
In addition, services may apply towards qualified medical expenses if you have a Health Care Reimbursement Account (HCRA) through your employer or Health Savings Account (HSA). Please check with your insurance company regarding the specific percentages of coverage that apply to your particular insurance plan, and with your employer or accountant for details of your HCRA or HSA.
As a courtesy, we will submit claims to your primary medical insurance carrier for each visit. We do not submit claims to secondary medical insurance carriers. You are financially responsible for all services rendered by our office at the time of visit, and will be reimbursed for covered services directly by your insurance carrier. You are advised to know your policy coverage and limitations. Whole Family Wellness does not provide follow-up with your insurance company. It is your responsibility to contact your insurance company for any required actions regarding outstanding claims.
Credit card guarantee
All appointments require a credit card guarantee against late cancellations and missed appointments.
Our time is reserved exclusively for your care during your scheduled visit.
If you are late for your visit, please keep in mind that your visit will end at the scheduled time to avoid delaying the next patient and you will still be charged for the entire visit.
We have a 2-business-day cancellation policy. If you cancel an appointment less than 2 business days prior to your appointment you will be charged a fee that represents 50% of the cost of your scheduled appointment. If you cancel less than 1 business day before your appointment, or fail to show for your appointment, you will be charged a fee that represents the full cost of your scheduled appointment.
At Whole Family Wellness, we do not use outside nurse advice services as many other practices do. You will always speak directly with one of our practitioners about your, or your child’s, health care concerns.
Our practice uses an electronic health record system with an integrated Patient Portal. This Patient Portal enables our patients to communicate with our staff and practitioners easily and securely via the internet using either a web browser or a mobile app. We no longer user email for established patient communications. Using the Patient Portal, our patients are able to request new appointments, view scheduled and past appointments, request appointments be re-scheduled or cancelled, request medication and supplement refills, update demographic information, and send and receive non-urgent messages to our reception and practitioners. These communications seamlessly become a part of each patient record.
We request that all non-urgent telephone calls and Patient Portal communications be limited to brief matters that cannot wait until your next appointment, and that would not be better served with a scheduled in-office appointment or telephone consultation. If it takes you more than a couple of minutes to compose your message, it is likely best for you to schedule an appointment to discuss these matters with your practitioner.
We are available, without charge, for the following telephone or Patient Portal communications from our existing patients during regular business hours:
- Simple questions that can be answered by the practitioner or staff in a brief Patient Portal message or phone call. These questions do not require a new diagnosis, change in treatment plan or any additional follow-up, paperwork, referrals, or prescriptions.
- Brief requests for clarification on labs, dosing and treatment plans from a previous office visit.
- Brief questions regarding possible reactions to supplements or treatments.
- Prescription refill requests for medications prescribed by our practitioners.
- Phone calls initiated by your practitioner.
Except for the simple questions detailed above, all non-urgent phone calls and Patient Portal communications that cannot wait until your next visit will be considered “Virtual Visits” and charged to your credit card on file. Please note that appointment times are approximate and that coded fees take into account all practitioner time required to address your health concerns. As a result, the time estimate of billed fees may not exactly match the time spent on the phone with your practitioner.
Telephone or Patient Portal topics that may become a Virtual Visit include:
- Urgent advice requests that require extensive triage, treatment plan updates, laboratory orders, prescriptions, or referrals.
- Non-urgent consultation requests for existing or new symptoms that do not require a face-to-face evaluation.
- Any symptom or topic that requires further evaluation, additional lab testing, changes to treatment plans, or new prescriptions.
- Frequent or lengthy emails with multiple questions.
- Topics that require back and forth discussion.
- Request for new lab orders prior to the next visit.
- Review of labs.
We reserve time in our day for scheduled same-day urgent office visits, and also offer scheduled same-day urgent phone advice calls. A minimum $50 fee will be charged for all same-day urgent advice calls that can be answered appropriately over the phone, and are charged to your credit card on file. Calls that end up requiring an in-person office appointment will not be charged. Calls that require more extensive follow-up, lab orders, new prescriptions, or treatment plans will be billed as a Virtual Visit as detailed above. Urgent advice calls are not to be used for discussion of complex or chronic issues, change in treatment plans, or review of labs.
Our physicians are available to you for urgent after-hours calls that cannot wait until the next business day. We do not use a nurse answering service, and one of our physicians is available for you at all times. Urgent after-hours phone calls are made through our answering service from 6:00pm to 9:00am, Monday through Friday, and all day Saturday and Sunday. All urgent after-hours calls are $60 and charged to your credit card on file.
The practitioners at Whole Family Wellness may order lab tests as deemed appropriate in the management of your, or your child’s, care. Your practitioner will review each of the lab tests ordered and notify you if any result requires immediate attention. Otherwise, all test results will be reviewed at a scheduled lab review appointment. It is your responsibility to schedule a follow-up appointment to discuss test results. Results for test kits that are sent to specialized labs generally have a 4-week turnaround time, so please be sure to schedule a lab review appointment for 4 weeks from the time that you submit all test kits. Copies of lab results will be provided to patients at the time of the lab review appointment with your practitioner.
We do not charge for simple forms that are brought to your in-office appointments and can be completed during that time. We also do not charge for simple prescription refill requests. Simple forms and letters that do not require extensive chart review (forms for daycare, school, camp, FSA prescriptions, referral forms, school/work excuse letters, jury duty letters, etc.) are charged $10 per form. Other letters and forms that require more extensive chart review or time, including but not limited to, letters of medical necessity, and forms for prior authorization, disability, insurance, FMLA, or other legal purposes, will be billed according to the time needed to complete them and charged to your credit card on file. You may be asked to schedule an appointment prior to completion of your form if you or your child have not been seen in the previous 12 months. Please allow 3-5 business days for all forms and letters. Any paperwork that requires a faster turnaround will incur a rush fee of $25 in addition to the regular form fee.
If for some reason you are unable to attend the class for which you are registered, please note that we have a one-week refund policy. Classes that are canceled more than 1 week in advance will be refunded minus a $10 service charge. Registration fees for classes that are canceled with less than 1 week notice will be credited toward a future class taken at Whole Family Wellness.