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.

Non-controlled Prescription Refills

It is our goal to fulfill your prescription refill requests as safely and efficiently as possible. In order to achieve that goal, we will work with you to make sure you receive the correct medication in a timely manner. These are the expectations that will make this a successful process:

Patient:

  1. Anticipate and communicate to us the need for a refill well before you run out of medication. We would recommend at least 3 days before you will run out.
  2. Know your medication name and dose when requesting a refill. This information is found on your prescription bottle.
  3. Plan on refill requests taking 24-hours during regular business hours. Outside of regular business hours (weekends and holidays) plan on your refill request to take 48-hours.
  4. You will only be called if there are any questions about your refill. If, after 24-hours the pharmacy has not fulfilled your refill request please contact us.
  5. You may also pick up your prescription refills in our office. You can wait for your prescription to be refilled or we can mail it to your home for $3.00 to cover shipping costs.

Trinity Medical Associates:

  1. In order to provide you with the best care, our staff will review your last visit date. You must have been seen for an office visit at least once in the last year for us to process a refill.
  2. Our staff will review your prescription refill request to verify that the proper medication and dosage has been requested.
  3. Our staff will process your request and forward the request to your preferred pharmacy within 24-hours (regular business hours) or 48-hours (holidays and weekends).

We would be happy to assist you with any questions or concerns. Please contact us at our main number: (865) 539-0270

Controlled Prescription Refills

It is our goal to fulfill your prescription refill requests as safely and efficiently as possible. In order to achieve that goal, we will work with you to make sure you receive the correct medication in a timely manner.

Controlled medications are prescriptions that have more requirements due to the potential of misuse. These medications are a significant abuse risk and we take this very seriously. Please DO NOT ask our employees to bypass the rules that have been put in place for community safety. Following the guidelines below will make this a good experience for all involved.

Patient:

  1. You must never give or sell your medication to anyone.
  2. You should protect your medication from theft. Do not leave your medication in your car. Keep your medications safe at home. Unfortunately, friends and family sometimes illegally take medications from others.
  3. You must get your medication from only one provider team (physician/midlevel provider/NP/PA) at Trinity. Getting medications from multiple providers is against the law.
  4. Don’t run out of medication. Anticipate and communicate to us the need for a refill well before you run out of medication. We would recommend at least 3 days before you will run out.
  5. Know your medication name and dose when requesting a refill. This information is found on your prescription bottle.
  6. Plan on refill requests taking 48-hours during regular business hours. Outside of regular business hours (weekends and holidays) plan on your refill request to take 72-hours.
  7. You will only be called if there are any questions about your refill. After 48-hours please come to our in-house dispensary with a photo ID to receive your prescription or your medication.

Trinity Medical Associates:

  1. In order to provide you with the best care, our staff will review your last visit date. You must have been seen for an office visit at least once in the minimum required period (varies by medication).
  2. Our staff will review your prescription refill request to verify that the proper medication and dosage has been requested.
  3. Our staff will process your request and have it ready for pickup within 48-hours

We would be happy to assist you with any questions or concerns. Please contact us at our main number: (865) 539-0270

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.

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