Simple, clear info on all steps

• Our relationship is with you, the patient, not your insurance company.

Care will be administered to you based on medical necessity, not according to what is covered under your health insurance policy.  Because there are numerous insurance companies that have many product lines, it is the patient’s responsibility to know the benefits/coverage and requirements of their health insurance plan.  Any questions regarding coverage and/or payments of claims should be addressed directly to your insurance company.  This can be an overwhelming process so at any time you need help, we would be glad to assist you but ultimately it is your responsibility.

• Proof of Insurance

You are responsible for informin staff of any address and insurance changes. You will be expected to present current insurance information at each visit.  If you have changed insurances, you must provide a copy of your new card. If you have lost coverage you will need to notify staff immediately.  Failure to disclose this information will be a reason to be discharged from the practice and/or a $251 fee and you will be billed for the full amount of the charge.

• Patient Responisbilty

Payment will be collected at the time of service for any known account balance in addition to any copays/co-insurance or deductibles. Copayments, deductibles, and co-insurance amounts are contractual agreements between a Guarantor and their insurance plan, and between WWC Gynecology and our insurance plans. As these are contractual arrangements, WWC Gynecology cannot waive these fees.

Our office will make every attempt to verify your insurance benefits and the remaining deductible amounts due on your policy. Occasionally, your insurance plan may not provide us with the most up-to-date deductible information. However, we must collect based on the current information that your insurance provided to our office.

• Minors

If the patient is a minor, the parent and/or legal guardian of said patient are responsible for all services rendered to the patient.

• Payment Plan

If you are unable to pay your entire balance at the time of your visit, contact the billing department to set up a payment plan before your actual appointment.

• Finance Charge

There is a finance charge of 2% each month added to any outstanding bill that has gone unpaid.

• Collections

Patients who do not make reasonable progress toward paying outstanding obligations to the practice within 30 days of receiving a bill, at the sole discretion of the practice, will be discharged from the practice. Furthermore, the practice may turn the account over to a collection agency, which may sell the debt to a third party and may report the debt to a credit agency.

• Medicaid Insurancee

If you have Medicaid and other commercial insurance (Aetna, Carefirst Blue Cross/Blue Shield, Cigna, United Healthcare), the law states that commercial insurance must be your primary insurance. You do not have the option of determining your primary insurance - this is determined by law. It is fraud if you fail to disclose your commercial insurance and, as such, you will be discharged from the practice and all monies owed will be due immediately. You may also be charged a Failure to Disclose Additional Insurance fee.

• Refund

If you have a credit on your account, it will be applied to your next visit. If you would prefer to have it refunded to you, send the billing department a request by emailing billing@waldorfwomenscare.com

• Billgerence to the Staff

Our staff is the backbone of the practice. They work very hard to make sure that you are heard. We understand that miscommunication can lead to frustrations but the frustration should never arise to the level of belligerence. For the mental health of our staff, we simply cannot allow this. If you are belligerent to the staff (cursing at the staff, yelling at the staff, physical violence, etc) you will be dismissed from the practice. We will provide emergency care for 30 days while you find another provider.

• Guests in Office

One additional guest is allowed. If a guest is under 16 years of age they must be under your supervision at all times and may not be left in the lobby during your exam.

• Late Appointment Arrivals

If you arrive 10 minutes or more past your appointment time you WILL be asked to reschedule your appointment. This is a firm 10-minute grace period.

• Medical Records

All requests for your medical records must be requested through either the link on our Waldorf Womens Care website or by completing the Medical Records Release form in the office which may take up to 7 business days. The charge for copying your medical records is $0.76 per page. You will receive a text with the fee for the records before the copying of your records. Payment must be completed for your records to be copied.

• No Show Fee Policy

Each time a patient misses an appointment without providing proper notice, another patient is prevented from receiving care. We reserve the right to charge for these occurrences.  Due to high patient demand, and limited availability of appointments we have instituted a $51 no-show fee. You must give 24-hour advanced notice to cancel appointments. Failure to do so will result in a $51 fee charged to your account.

• Telehealth Visit

Participating in telehealth visits is at your sole discretion. You may choose an in-person visit. If you request or initiate a telehealth visit (a "virtual visit'), this indicates that you consent to participate in such telehealth visit and understand that you may terminate such visit at any time.

• Scribe Software

Our office may use a personal scribe or Artificial Intelligence (Al) scribe software to transcribe your visits. The information is not voice-recorded.

• Residents and Students

Waldorf Womens Care/WWC Gynecology & Aesthetics provides educational opportunities for Students and Interns from various educational institutions. As appropriate, a Student/Intern may join our licensed providers in the provision of the intake, examination, and/or service/treatment process. If you object to having a Student/Intern at any point in your care, please notify the staff or your provider.

• Telehealth Visit

Participating in telehealth visits is at your sole discretion. You may choose an in-person visit. If you request or initiate a telehealth visit (a "virtual visit'), this indicates that you consent to participate in such telehealth visit and understand that you may terminate such visit at any time.

• Parents of Minors

We accept patients over 16 years old without a referral. If under 16 years old, a referral is required. To make sure the adolescent patient feels that they are in a safe space to discuss their care, the provider will not share medical information with you unless the patient (your minor) decides to share the information with you or if there is a concern for the safety of the adolescent patient.

• Emergency After Hour Calls

I will be charged a non-emergency fee for all calls to the emergency line that the provider deems to be non-emergent or that any reasonable person will believe is not an emergency. Examples of non-emergent calls include but are not limited to lab results, medication refills, referrals, general questions, or any other issues that could be resolved during business hours.

• Outside Labs

Waldorf Womens Care/WWC Gynecology & Aesthetics uses outside laboratories to perform your tests. These companies are not owned or controlled by Waldorf Womens Care. You may receive a statement from the lab. These charges are separate from your physician's office or procedure charges and may be subject to deductibles and/or co-insurance based on your insurance coverage and benefits. If multiple labs were used, you may receive multiple statements.