Office Policies

Thank you for allowing Southeastern Cardiology Consultants to participate in your cardiovascular care. Our experienced staff is committed to providing comprehensive quality cardiovascular care in a  professional and compassionate manner. In order to better serve you and make your visit productive, we ask that you bring the follow to your office visits:

 

  • Current list of medications
  • Insurance Card and photo ID
  • Specialist Referral from primary care physician  (if your insurance plan requires)
  • Pertinent laboratory, previous diagnostic testing or other information you feel may be beneficial to your overall care
  • Co-Payment or other monies due at the time of service (as outlined by your designated insurance plan)

 

New Patients

We ask that all new patients arrive at least 20 minutes prior to their scheduled appointment time and bring 2 valid forms of ID, health insurance card(s), records from your previous physician (if applicable), a list of all current medications, and your co-payment or other monies due at the time of service (as outlined by your designated insurance plan)

No Shows/Late Cancellations

We understand that there are circumstances and/or changes in your schedule that may prevent you from keeping your appointment. If this situation arises, we ask that you call us at least 24 hours in advance, and we will gladly reschedule your appointment. Please be advised that failure to give a 24 hour notice will generate a no show/late cancellation letter and will result in a charge of $50.00 for New Patient appointments and $35.00 for return visits. This charge cannot be billed to your insurance company and failure to pay will be treated according to our policy on unpaid balances, including the use of a collection agency. 


Further missed appointments/late cancellations may be grounds for dismissal from our practice. In the event that you have a special circumstance regarding your missed appointment, please contact our office manager.


Missed Appointments:

Patients who arrive on time are seen at their appointment time. Patients who have arrived on time will be seen ahead of those who arrive late. If you arrive late, we may need to reschedule your visit.
 

Call ahead if you are late or unable to make your appointment time. We will do all that we can to accommodate your appointment and to minimize the need to reschedule your appointment.


Due to the high number of patients requiring cardiology care and disease management, waiting times for appointments can be long. Because of this, Southeastern Cardiology Consultants, PC has a low tolerance for missed appointments that waste resources and prevent other patients from receiving care in a timely manner.


Southeastern Cardiology Consultants, PC will charge a missed appointment fee for each appointment that is missed without adequate notice (“no showed”). A no show is an appointment that is:

 

  • missed without notice
  • missed with less than one day’s notice
  • missed due to arriving 15 minutes or more beyond the scheduled appointment time
     

If you must miss a scheduled appointment, please notify our office by phone the day before the appointment or 3 days before a New Patient appointment. Messages are acceptable and can be left during normal business hours.

 

For new appointments (evaluations), we request 3 days notice in order to have adequate time to reschedule the appointment time.

 

The fees for No Shows are as follows:

New Patient Appointment: $50.00

Return Appointment: $35.00

Nuclear Department: $210.00

Ultrasound/Echocardiogram: $50.00
 
You will be notified by mail of no show fees. These fees must be paid prior to being seen at your next visit. You are responsible for any no show fees you are charged; your insurance company will not be billed.

 

If you no show 3 times in a consecutive 12 month period, you may be discharged from the practice.

 

You may appeal your no show fee by completing an appeal form within 30 days of the missed appointment. The fee(s) may be only waived by the Clinic Manager or Medical Director and are decided on a case by case basis.


Late Arrivals

Any patient arriving fifteen (15) minutes late to his/her appointment will be considered late and may need to reschedule. Below are circumstances associated with the late policy:


If a patient calls to notify the practice they will be fifteen (15) or more minutes late for their appointment, the patient will be asked to reschedule their appointment due to the Late Arrival Policy. A staff member will do this over the phone.


If the patient presents to the office fifteen (15) or more minutes late, the front desk staff will need to check with the doctor to see if the patient is able to be worked into their schedule. If the provider is able to see the patient, the patient must be aware that there will be a wait associated with being worked back into the schedule, and we will only be able to address one issue at that appointment. All other issues will need to be scheduled at a different time. If the provider is unable to work the patient into their schedule, the patient will be asked to either see a different provider or reschedule.


Transferring Records to Quality Family Physicians

The patient may complete the Medical Records Request form, in person, at the time of registration, or the form can be downloaded from our patient portal or website and completed ahead of time. Assistance is rendered, if needed. Our practice will ask for a contact name, telephone number and fax number. The request will be sent to the Medical Records Department of the previous practice. Once received, the patient's records will be scanned into the EMR.


Transferring Records to a New Practice

All requests to transfer medical records to another practice must be received in writing and signed by the patient or legal guardian. The patient may download Medical Records Request form and send it to our Medical Records Department. Please allow at least 5 business days for processing. Our office will forward records directly to a new provider at no charge.


Refill Policy 

Medication refill requests can be made through the patient portal or by calling our office and will be processed by our staff within 48 hours. If you are overdue for a follow-up, or missed your last scheduled follow-up, we will require an appointment prior to refilling medications.


Co-Payments

Insurance companies require us to collect co-payments at the time of service. We accept cash, checks, Visa, MasterCard, Discover, and American Express.


Financial Responsibilities

Your insurance policy is a contract between you and your insurance company. It is the patient's responsibility to know the details of their insurance policy. We expect payment of any past due balances at the time of service. If it is necessary to make other arrangements, our office will be glad to work with you to setup a payment plan.


Insurance Guidelines Regarding Lab Work and Other Testing

Your physician may order tests and/or procedures that they deem medically necessary. It is the patient's responsibility to verify coverage with their insurance carrier. If a precertification is required, SCC staff will initiate the inquiry with the insurance carrier and provide the carrier with relevant clinical data. Also known as preauthorization or pre-notification, pre-certification confirms that a physicians’ plan of treatment meets medical necessity criteria under the applicable health benefit plan. If the precertification is denied, a staff member will notify the patient’s provider and the patient. If the treatment plan is carried out without prior approval by the insurance carrier, any remaining balance will be the patient's responsibility.


Insurance

We participate with most major health insurance plans in AL  including (but not limited to):


Aetna

Beech Street
Blue Cross Blue Shield
Cigna

Humana
Medicare

Medicaid

Multiplan
Tricare/Tricare Prime
United Healthcare

Viva/Viva Medicare

 

**Please note our office does NOT participate with Cigna Healthspring, Medicare Complete by AARP, Secure Horizons by UHC, or the UHC HMO Community Plan.

 

We provide equal access regardless of the source of payment. Uninsured patients are referred to the Health Insurance Marketplace for assistance in obtaining coverage. Please visit www.healthcare.gov for more information.


Phones/On Call

All of our incoming calls are answered by an automated attendant during the following hours: Monday-Thursday 8:00 am- 5:00pm with a 1 hour lunch between 12:00 noon and 1:00pm and Friday 8:00 am- 12 noon. All routine calls can be made within these time frames. If you have a medical emergency that cannot wait until the office reopens, dial 911 or visit the nearest emergency room.


Electronic Medical Records

All patient health information is maintained within our electronic medical record system.  This practice adheres to the federal HIPAA guidelines to ensure the safety and privacy of your medical information.


Office Courtesy

We strive to exercise the highest level of patient satisfaction within our practice and make every effort to provide prompt medical care to all of our patients. If you have any suggestions or comments for our office, please let us know. Inappropriate behavior directed to our office staff will be investigated and a decision will be made on the next steps to be taken.

 

HIPAA

Please see the Forms tab for HIPAA forms and to obtain a copy of the practice's HIPAA policy.