Our
Policies

“No Show” shall mean any patient who fails to arrive or does not show up for their scheduled appointment.

“Last minute cancellation” shall mean any patient who cancels their scheduled appointment less than 24 hours.

“Late arrival” shall mean any patient who arrives 15 minutes past their scheduled appointment time.

Our Policy:  It is our policy and practice to monitor and manage appointment no-shows, last-minute cancellations, and late arrivals. Our goal is to provide excellent care to each and every one of our patients in a timely manner. 

In order to avoid a fee, it is necessary to cancel any appointments within 24 hours. Failure to provide adequate notice will be subject to a $100 fee. Please call, email, or leave a voicemail for your cancellation.

Please understand that these reminders regarding your appointment are a COURTESY only. Any disputes regarding no-shows because of a courtesy call or text not received will NOT be waived. You are ultimately responsible.

Please be aware that if you arrive 15 minutes after your scheduled appointment time, you may be asked to reschedule.

Our office hours are Monday through Friday 8:00am to 5:00pm. We make every effort to return patient calls promptly, usually by end of the business day. After hour calls are defined as calls received after 5:00pm Monday-Friday and all weekends or holidays. These calls will accrue a $50.00 after hours call fee applied to your account. This fee cannot be billed to your insurance company. For emergencies please visit your closest Urgent Care or ER.

Be Well Primary Care recognizes that patients may require letters of completion of various forms for purposes such as employment, disability claims, insurance, and other related matters. All patient letter requests and form completion will accrue a letter form fee of $40. This fee will be collected at the time of the letter/form request. This fee may not be billed to your insurance company. Please allow 48 hours for the provider to complete your letter/form. 

Be Well Primary Care reserves the right to refuse requests for letters or completion of forms if the request is deemed inappropriate, if it conflicts with legal or ethical obligations, or if payment is not received. Patients will be informed of the refusal in writing with an explanation provided when possible.

Be Well Primary Care requires patients to make copayments and deductible contracted rate payments at the time of service for all eligible appointments. This policy applies to all patients receiving services at Be Well Primary Care. Prior to each appointment, our staff will verify the patient’s insurance coverage and determine the copayment amount required for the specific service. However, patients are still required to verify their own benefits prior to their appointment and ensure that Be Well Primary Care is a participating network provider.

Patients will be informed of the co-payment or deductible requirement during appointment scheduling and upon check-in. Payment may be made using cash, credit/debit cards, or other accepted forms of payment. Our staff will provide a receipt for all co-payments made upon request.

Failure to make the required co-payment or deductible contracted amount rate at the time of service may result in the denial of services except in emergencies as defined by law. Patients are responsible for notifying our staff of any changes in insurance coverage that may affect any payments. Failure to provide updated insurance information may result in additional charges or service denial.

Patients are responsible for understanding their insurance coverage and ensuring that the healthcare services they receive are covered by their insurance plan.

It is the responsibility of each patient to verify their insurance coverage and ensure that Be Well Primary Care is an in-network provider for their specific insurance plan. Patients should contact their insurance provider directly to obtain information on covered services and any applicable co-payments, deductibles, or co-insurance.

Patients are responsible for promptly notifying our staff of any changes in insurance coverage. This includes changes in insurance providers, policy numbers, and other relevant information. Failure to provide updated insurance information may result in additional charges.

If Be Well Primary Care is not an in-network provider for the patient’s insurance plan, the patient may be responsible for a greater portion of the costs. Patients should confirm the out-of-network coverage details with their insurance provider prior to receiving services.

Patients may request prescription refills through Be Well Primary Care’s Designated Prescription Renewal policy, which states that the prescribing provider will provide enough refills for the patient until their next appointment. Failure to comply with the scheduled follow-up appointments will result in denial of medication refill. Patients are encouraged to request prescription refills during their appointments and in a timely manner to avoid interruptions in medication therapy.

Before approving a prescription refill, the healthcare provider may conduct a review to ensure the ongoing necessity and safety of the medication. This may involve a discussion with the patient, a scheduled appointment, or other appropriate means.

Patients are responsible for informing the pharmacy of any changes in their contact information to facilitate communication regarding prescription refills. The pharmacy will notify patients of prescription availability and any associated costs.

Patients seeing a specialist for a specific medical condition must obtain prescription refills directly from the specialist. The primary care provider may coordinate with the specialist as needed to ensure continuity of care.

Requests for refills on newly prescribed or previously unfilled medications require scheduling an appointment with the healthcare provider. Such requests made without an appointment will be automatically denied.

This policy outlines the procedures and guidelines for patients requiring referrals to specialists from B-Well Primary Care. The goal is to ensure timely access to specialty care while maintaining efficient and effective patient management. It is the patient’s responsibility to ensure that the referred physicians are covered by their insurance plans.

The primary healthcare provider will place a maximum of three referrals in one office visit. This limit is designed to promote responsible utilization of specialist services and to streamline the referral process.

Any patient seeking a new referral must undergo a thorough evaluation by their primary healthcare provider. The primary healthcare provider will require the patient to schedule an appointment before approving or denying the referral.

Routine Referrals
Patients requiring referrals for routine specialist appointments are advised to make the request well in advance. The standard time frame for routine referral processing is two weeks before the intended specialist appointment.

Urgent (STAT) Referral Requests
In cases where an urgent (STAT) specialist referral is required, patients must notify the healthcare provider as soon as possible. The time frame for STAT referral processing is 48 hours before the intended specialist appointment.

Patients are encouraged to follow up with a specialist’s office to confirm the appointment, obtain any necessary pre-appointment instructions, and address any additional questions or concerns.