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711 S. Hwy 27, Suite E

Clermont, FL 34711

OFFICE POLICIES

Payment Policy:

  • We accept most major health insurances.

  • If we do not accept your insurance, we request that you pay immediately after you are seen and treated. 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 before your 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. Payments Is Due Prior To Testing.

  • If you have insurance, please contact your insurance company for guidance of paid laboratory benefits under your individual plan.

  • If you have a high deductible plan, you are responsible for the full cost of your visit until your deductible has been met. (You must pay all the costs up to the deductible amount before this plan begins to pay for covered services you use.)

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 CPL, Quest Diagnostics, Vista Clinical 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:

  • If you receive a bill from us, it is because we believe the balance is your responsibility as listed on the explanation of benefits statement sent by your insurance to both the patient and provider within 30 days of your office visit.

  • Please contact your insurance company first, if you think there is a problem. If you have any questions about your bill, please call our office immediately.

  • Failure to pay your entire balance within 30 days will result in your dismissal from the practice.

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.

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

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

  • Self-pay patients (those with no insurance); please be prepared to pay for your visit at the time of service. 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.

    • 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 AND WILL NOT BE BILLED TO YOUR INSURANCE. 

  • 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.

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

  • You will be subject to your copay/coinsurance.

  • Results will not be given over the phone. All results require an office visit.

  • 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.

  • 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. 

    • Vista Clinical Diagnostics:

      • 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.