Office Policies

Financial Policy
If you have medical insurance, our goal is to help you achieve the maximum benefits due you. In order to achieve this goal, we need your assistance and understanding regarding our payment policy. Payment is due at the time of service. We accept cash, check, Visa, Mastercard, Discover and American Express.

If your insurance is one with which we participate, we will file your insurance for you. You are, however, expected to pay your percentage due, co-payment, or any deductible you have not met, at the time of service. We will try to answer any questions regarding your insurance, but understanding your own insurance benefits is ultimately your responsibility. Please realize that as medical providers, our relationship is with YOU, not your insurance company and all charges are your responsibility. If you receive a response from your insurance company showing no payment, please contact us promptly for assistance in the management of your account.

Appointment Cancellation/No Show Policy
We recognize that unexpected events occasionally occur, making it necessary for you to cancel or reschedule your appointment. We ask that if you are unable to make an appointment, please contact us 48 hrs prior so we may make your appointment time available to another patient.

For the first no show or same day cancellation the provider will send a letter to the patient reminding them of our policy.

Should there be a second no show or same day cancellation, at our discretion, we can charge a $25 fee.

Upon a third no show or if this pattern continues then the patient can be discharged from our practice and will no longer be able to schedule an appointment.

Late Policy
Time management in physician offices is often a frustration to patients, staff and providers. We realize this and ask for your help and for your understanding.   Patients who arrive on time for appointments help our providers stay on schedule.

As a courtesy to other patients, if you are more than 10 minutes late for an appointment, you may be asked to reschedule.

Unfortunately, there is so much involved in a patient’s initial visit that we can not extend a late arrival grace period.  We ask new patients to arrive at least 15 minutes prior to his or her scheduled appointment to allow additional time to gather all of the necessary information.    If a new patient arrives after his or her scheduled appointment time,  he or she will be asked to reschedule.

Prescription Refills
If you are on a medication and need a refill, try to anticipate that need so that you do not completely run out of your medication if we are unable to fill it the same day. We believe a 24 hour turn around time is reasonable for refill requests. We ask that medication refills be requested during our regular office hours, Monday through Friday, as we are minimally staffed on Saturdays. It is important that you be completely aware of the medications you take. For that reason, we ask that you be prepared to provide us with the name of your medication as well as the dose when you call for a refill. Having your bottles available is helpful.

You may also refill prescriptions in our office. You can get your prescriptions filled while you wait, you can pick up your prescription refills or we are happy to mail them to your home for a charge of $1.50 to cover our shipping cost.

Referrals
We are happy to assist you with referrals to a specialist, which may be required by your insurance. Please contact our office at least 48 hours in advance to provide us with adequate time to complete the referral.

You may also request a referral by emailing us through this website. Go to “Email us” and look for the Referral request form.

Prescribing controlled substances
It is the general policy of Trinity Medical Associates to not prescribe controlled substances on the first patient visit, nor for long-term management of chronic conditions if management by a specialist would be more appropriate.  In these cases we will seek to refer to the proper specialist to help manage the condition.

Medical Treatment of Minors
If you are the parent or legal guardian of a child under the age of 18 please read carefully as our policy has changed in the medical treatment of minors.

Trinity Medical will not treat minor patients, unaccompanied by a parent or guardian, without the written consent of a parent or guardian, except under the exceptions required by law.

If your minor child is being brought in the office by someone other than a parent or guardian, or if your child is of driving age, under the age of 18, and bringing self in for medical treatment, they will need to provide a written release signed by a parent or legal guardian, before we can treat the child.

The written release must include the following information:

  • Statement giving us permission to treat your minor child for a specific condition
  • Name and date of birth of the minor child
  • Phone number where we can reach the parent or guardian should an emergency arise or medical personnel need to speak with the parent or guardian
  • If a minor child is under 16 and is being brought in by another individual, you must include the name and relationship of the individual with a statement that they may authorize treatment for your minor child
  • Pharmacy name and number should a medication need to be prescribed

Your child, or the person bringing your child, must have a current insurance card or copy of front and back of card with policy holders name and date of birth written on the copy.

You may give us permission for specific individuals to authorize treatment of your minor child with a general written release available under the New Patient Forms section.

Failure to provide this information may result in a delay of your child being treated until we are able to get this information.

Privacy Practices for Protected Health Information