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711 S. Hwy 27, Suite E

Clermont, FL 34711

OFFICE POLICIES

 

 

Primary Care Services:


 

 

 

Emergencies & After Hour Care:

Prescriptions & Refills:

 

 

 

 

 

Lab Testing & Fees:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Payment Policy:

  • Effective April 1st 2020, Vanguard Medical Center will be a self-pay practice ONLY. This means that we will NO LONGER be considered participating provider for ANY INSURANCE PLAN.

  • Our office does NOT work with insurance providers or provide insurance referrals. 

  • There is a Fifty dollar ($50.00) fee per occurrence (i.e. per 1 prescription) if your insurance requires a PRIOR AUTHORIZATION for ONE (1) prescription. 

  • Payment is due PRIOR to the visit. We do this to keep the cost as low as possible for people who do not have insurance or who have yet to reach their insurance deductible for the year.

  • We will be glad to quote you a price before you are seen. 

    • Additional costs may be incurred for testing.

  • If you are unable to pay at the time of the visit, we will be happy to refer you to an alternative medical facility which may be able to work within your financial needs.

  • Any outstanding balance will need to be settled prior to scheduling the next visit. Any unsatisfactory payment history will result in dismissal from the practice​.

  • If you have insurance, please note that we cannot guarantee you that your insurance company will reimburse you for your visit.

  • ALL questions regarding your bill should be directed toward your insurer. Any required testing may be processed via insurance.

  • Some tests are not offered by routine labs nor covered by insurances. In these cases payment is processed directly by the specialty laboratory. If ordered, the costs of these tests will be discussed with you at the time they are ordered. In most cases, Payments will be made to the 3rd party laboratory.

  • If you have insurance, please contact your insurance company for guidance of paid laboratory benefits under your individual plan. WE DO NOT PROVIDE PRIOR AUTHORIZATION FOR LABORATORY TESTS

Lab Work: 

  • We only order test that are necessary for your care using the related diagnosis codes to your current condition; however, we have no knowledge of what your plan covers. 

  • Please contact your insurance company PRIOR to testing for your individual plan coverage.

  • Lab tests are billed by the lab contracted to your insurance. 

  • When you receive a bill from Quest Diagnostics or LabCorp, please contact their billing department and NOT our office.

  • We do not have access to their billing information. We will not contact the insurance or the lab to resolve any issues.

  • We can assume NO liability for cost incurred by medically necessarily ordered test. 

Billing:

  • We DO NOT offer free services. 

  • We are NOT a sliding scale clinic.

  • We DO NOT offer payment plans.

Scheduled Appointments:

  • We understand that delays can happen however we must try to keep the other patients on time.

When You Arrive:

Please update your information.

  • Plan to arrive 15 min before your appointment time to complete your registration,  insurance information, medical history and preventative care measures. (This applies ONLY to Existing clients).

  • Please bring your insurance cards and a valid photo ID to your appointment.

    • Although we DO NOT bill insurance, this is needed for your lab orders.​

  • If you are an existing patient whose address, phone number, or insurance has changed (needed for lab orders), please let us know while scheduling your appointment so that we can have the most up-to-date record for you.

  • We are NOT a free or sliding scale clinic.

  • Please be courteous.

    • We ask that you DO NOT bring food or drinks into the waiting room or exam rooms.

    • Please DO NOT rearrange our waiting room furniture. 

    • Once you are in the exam room, please turn off your cell phone.

When You Are Late For an Appointment:

  • Please be prompt.

  • If a patient is 10 minutes past their scheduled appointment time we will have to reschedule the appointment.

Missed and Cancellation of Appointments:

  • In order to be respectful of the medical needs of other patients, please be courteous and call our office promptly if you are unable to show up for an appointment. This time will be reallocated to someone who is in need of treatment.

  • If it is necessary to cancel your scheduled appointment, we require that you call at least 48 hours in advance. Please do so with a minimum of 48 hours notice from your appointment time. (i.e Wednesday 9:00 AM appointment should be cancelled no later than Monday 9:00 AM or before).

  • Appointments are in high demand, and your early cancellation will allow another patient access to timely medical care.

  • Acceptable notification must be received during business hours of operations of Vanguard Medical Center.

    • To cancel a Monday appointment, please call our office by 1:00 p.m. on Friday.​
    • Office Hours: Monday, Tuesday and Thursday 8:30 AM – 4:30 PM, Friday 8:30 AM – 1:00 PM.
  • Failure To Call Our Office During Business Hours, 48 Hours Prior to Your Scheduled Appointment To Reschedule Or Cancel Will Result In a Cancellation Fee. 

$100 per missed visit

PAYMENT IS THE SOLE RESPONSIBILITY OF THE PATIENT 

  • Late cancellations

    • (A cancellation is considered to be late when the appointment is cancelled without a 48 hour advance notice) will be considered as a "no-show" and will be subject to the cancellation fee.

  • THREE (3) MISSED APPOINTMENTS WITHOUT PRIOR NOTIFICATION, WILL RESULT IN THE IMMEDIATE DISMISSAL FROM OUR PRACTICE. 

  • If you have not had a visit with any of our providers after 1 year, your account will be terminated from the practice and your account we NOT be reactivated. 

  • We DO NOT allow the re-establishment of a patient once they have transferred care to another primary care physician for any reason other than change of insurance or due to relocation.

  • If you are a new patient who does not show up or does not call to cancel your appointment, you will not be allowed to make any further appointments.

Diagnostic Testing and Outside Referrals:

  • Never assume any test was normal. At Vanguard Medical Center, we aim to serve you in the best way possible. In order to diagnose you, evaluate the effectiveness of a treatment and/or to monitor your health, diagnostic results require a consultation.

  • We will review lab and imaging results in person, therefore, please schedule a follow up appointment within 2-3 weeks, or as advised by your provider, following your current visit to go over the results with your provider.

  • For medical and legal reasons, anyone who refuses to return to the clinic to review their labs will results in their immediate terminations from the practice.

  • We encourage patients to make an appointment for their follow up prior to leaving the office.

  • ALL visits and/or services are subject to payments by the clients.

  • Results can not be reviewed over the phone ONLY at the discretion of the provider. All results require an office visit.

  • We DO NOT provide complimentary (free) copies of your lab results. There is a $1 per page fee payable at the end of the visit. This fee is to defray the printing cost to the practice. "The blood is yours but the paper and ink is ours!" Thank you in advance for your understanding. 

    • You have the option to use the patient portal for Quest or Labcorp, which is free of charge, to anyone who uses the individual services.

  • Payment is due at the time services are rendered.

Form Completion:

  • Vanguard Medical Center requires payment for the completion of forms the patient asks us to complete on their behalf.

  • Forms are NEVER part of the office visit.

  • Expected time frame for form completion is 5 – 7 business days from the time of registration; however, we cannot make any assurance of completion with the patient’s time frame(s).

  • Payment is required prior to completion of all forms.

  • There is a flat rate fee at $25.00 for completion of most forms. Payment is due at the time forms are dropped off at the office. An extra $35.00 is applied for the rush/urgent completion of the forms. We reserve the right to charge additional fees for forms greater than 5 pages. We accept cash or credit cards.

Medical Records Requests:

  • Our patients may request a copy of their medical record for themselves, an insurance application or legal representation. The patient, insurer, or legal counsel will be charged at $1.00 per page.

  • If you want a copy of you lab test, please register on the respective Patient Portals:

    • LabCorp, Quest Diagnostics, ect. 

    • Please visit the lab to obtain a copy of you results

Other Policies:

  • If you have not had a visit with any of our providers after 1 year, your account will become inactive. If you have not had a visit with any of our providers after 1 year, your account will be terminated from the practice and your account we NOT be reactivated. 

  • We DO NOT allow the re-establishment of a patient once they have transferred care to another primary care physician for any reason other than change of insurance or due to relocation.

  • If you need printed copies of your medical records for your personal use, we will need a minimum of two-week notice. There will be a charge of $1.00 per page. There will be no charge for medical records if another physician or medical facility is requesting them.

Dismissal:

  • If you are “dismissed” from the practice it means you can no longer schedule appointments, get medication refills or consider us to be your provider.

  • You have to find a provider in another practice.

  • Common Reasons for Dismissal include but are not limited to:

    • Failure to keep appointments, no-shows.

    • Noncompliance, which means you won’t follow the providers instructions about an important health issue.

    • Abusive behavior to staff

    • Failure to pay your bill

    • Failure to follow office policies

IMPORTANT:

Management reserves the right to change, amend, modify, suspend, continue or terminate all or any part of our policies and terms of agreements at any time without prior notice by posting the modified policy on our website and you agree to abide by the most recent version of our terms and conditions.

  • Vanguard Medical Center is NOT a Primary Care Clinic and our practitioners are NOT Primary Care Providers (PCP).

  • We require that you maintain a primary care provider (i.e., family physician, pediatrician, Internist) and specialists care for your regular medical needs.

  • Our office does NOT work with insurance providers or provide referrals. 

  • New symptoms or events require a clinic appointment.

  • ALL patients are required to have a primary care provider with whom they can consult in the event of an emergency or urgent problem.

  • Our providers do NOT have hospital affiliations, and do NOT prioritize acute conditions such as infections or injuries.

  • Visits may ONLY be scheduled for issues related to a treatment or medication(s) that they have been prescribed.

  • In the event of a medical emergency please do NOT contact our clinic. 

  • Please call your primary care provider or dial 911.

  • For medical and legal reasons, we ONLY refill prescriptions during office visits. 

  • Failure to comply with our policy prevents providers from completing the necessary patient medical assessments, bypassing the opportunity to provide preventive care thereby jeopardizing the patient's safety.

  • We will NOT refill request by the pharmacies between office visits.

  • If you have forgotten to ask for a prescription refill during your visit, our providers will only authorize ONE (1) refill for ONE (1) medication if the request is made within 2 weeks of the office visit.

    • If the medication refill request is made after the 2 week deadline has passed, an additional office visit will be required.

  • Our staff will NOT return any phone calls regarding refills.

  • We prescribe enough drugs and refills until your next appointment. We strongly recommend that clients schedule their next visit before they leave our office.

  • Before your medication runs low, please call us for an appointment.

  • It is your responsibility to schedule an appointment AND complete your lab work for review BEFORE you run out of medication. 

  • If you are unable to come to for an appointment, we recommend that you go to a walk-in clinic, of your choosing, to obtain a refill. (bring your empty bottle)

  • ALL PRESCRIPTIONS REQUIRE AN OFFICE VISIT.
  • IF PROVIDERS ARE ASKED TO SENT PRESCRIPTION(S) IT MEANS​ THAT YOU ARE ASKING US TO PERFORM A SERVICE (i.e. Work).

  • IT IS CUSTOMARY FOR ALL BUSINESS SERVICES TO BE COMPENSATED.

  • WE REGRET BUT WE ARE UNABLE TO PROVIDE FREE SERVICES AS A BUSINESS.

  • We will ONLY refill prescriptions that have originated in this office

  • ALL prescriptions that are controlled (narcotics, sedative, etc.) will NOT be sent without an office visit.

  • We DO NOT prescribe controlled substances for chronic conditions - pain, anxiety, insomnia, ect.

  • We require that you obtain these medications from pain management specialists, psychiatrists, neurologists or PCP.

  • IF YOU ARE OUT OF MEDICATIONS REFILLS, THEN YOU ARE OUT OF COMPLIANCE AND WILL DISMISSED FROM THE PRACTICE. (I.E - NO OFFICE VISIT, NO REFILL).

  • Pharmacy transfers for existing prescriptions: Pharmacists must transfer a prescription remaining refills between pharmacies.

    • We will NOT issues new prescriptions if the prescriptions have refills.

    • ​Please call the pharmacy you which to transfer your prescription to provide them with the necessary information. ​

  • We DO NOT refill prescriptions after hours.

  • Functional Medicine testing and therapies provided by Vanguard Medical Center extend far beyond what traditional insurance will cover, and by them is labeled as “preventative and wellness”.

  • Uncovering the root cause of the symptom of an a condition requires in depth laboratory testing.

  • While we endeavour to order only the necessary testing, but there are many applicable out of pocket expenses.

  • IMPORTANT: We ask you to consider carefully your budget before embarking on your healthcare journey to determine if functional medicine is right for you.

  • The costs incurred include the use of supplements in addition to medications that may be covered by your insurance.

  • Functional medicine focuses on identifying and correcting the root cause of a disease.​ In most cases, we utilize professional grade nutraceuticals to nourish the cells thereby improving the health and function of the organ. Our customized treatment plans include diets, supplements which are an investment in your health.

  • Please remember that it took your body a long time to develop levels of deficit likewise, it will take time, dedication and money to correct the present imbalances.

  • Overall, the cost involved is based on the time, energy and expertise invested in you which is heavier on the front end. ​

  • Overall results and timeline are heavily influenced by your depth of issues and your level of engagement. (i.e. Your level of compliance to your personalized prescriptive plan weighs heavily on your outcome).

  • All tests billed by the laboratory to your insurance that are not paid by insurance, are your financial responsibility.

  • Labs that is ordered are subject to the terms and conditions of your health insurance plan, and deductibles or relevant to lab services. This is between between your insurance and the lab.

  • It is your responsibility to know what your insurance benefits are for all test orders (wellness, preventive, etc.).

  • We encourage our clients to become familiar with all aspects of their insurance coverage before any lab testing takes place. 

  • IMPORTANT: Please take into consideration your financial situation when embarking on this health journey. If you are unable to invest in your treatment in and out of the office, you may not experience optimal results.

  • ALL questions regarding your bill should be directed toward your insurer. Any required testing may be processed via insurance.

  • OUR OFFICE AND PROVIDERS ACCEPT NO LIABILITY FOR ANY TEST NOT COVERED BY YOUR INSURANCE.

  • WE DO NOT PROVIDE PRIOR AUTHORIZATION FOR ORDERED LAB TESTS.

  • We DO NOT provide complimentary (free) copies of your lab results. There is a $1 per page fee payable at the end of the visit. This fee is to defray the printing cost to the practice. "The blood is yours but the paper and ink is ours!" Thank you in advance for your understanding. 

    • You have the option to use the patient portal for Quest or Labcorp, which is free of charge, to anyone who uses the individual services.

  • We provide you a copy of your lab orders due 2 WEEKS prior to your next office visit. The orders are valid for 6 months. PLEASE DO NOT LOOSE YOUR ORDERS.

  • ​There are instances when the client will be required to return to the clinic for a visit: (included but limited to the following)
    • Failure to complete your labs within the allotted time frame

    • Loss of the orders

    • Expiration of the orders