Policies


 

We welcome you to our practice and thank you for selecting us for your child's healthcare needs.

 

PHONE CALLS  

In case of a life-threatening emergency or very serious accident, call 911 for immediate help. For other urgent problems during regular office hours, please call us at 513-984-5552 and select option 1 to speak to a nurse. Our skilled nursing staff is available from 9am to 5pm Monday through Friday, and 9am to 12pm on Saturday. If you have a sick child, please be prepared to give the nurse the following information: your child’s first and last name, date of birth, symptoms, temperature, length of illness, and primary care physician. For non-emergent advice or information, it is best to call mid to late-morning or mid-afternoon when our phone lines are less busy.

 

APPOINTMENTS

We reserve time in our doctors’ schedules every day to accommodate sick children on the same day an appointment is needed. Your child will be scheduled with his/her primary care doctor whenever possible. To help us best accommodate you, please call as early as possible; inform the nurse if you have multiple concerns or you think you may require extra time with the physician; call ahead if you need to “add on” another child to be seen.

In general, well appointments should be scheduled 3-4 weeks in advance. If your child plays a sport through school, state law requires a yearly physical exam/well visit. Please plan ahead when scheduling a physical in the summer, as this is our busiest time of year for this type of appointment. Well appointments are always scheduled with your child’s primary doctor.

 

Late Cancels/No Shows

We understand that everyone might have an unforeseen event in which an appointment with us cannot be  kept. We ask that  if  you  need  to  cancel  or  reschedule  your child’s  appointment  that  you  give  our  office  a  24  hour  notice  to  avoid  a cancellation fee.  

If you fail to attend an appointment without any prior notification or cancellation ("no show"), there will be a $30.00 service fee. On your third no show, we reserve the right to terminate the patient-doctor relationship.

 

LATE ARRIVAL TO APPOINTMENTS

For well check appointments (as well as med checks, follow ups, and other non-emergent appointments), if you arrive more than 15 minutes after your scheduled appointment time you may be asked to reschedule. The doctor will make this decision based on their availability for the rest of the day. This is to ensure that our physicians and staff can continue to serve patients and families at their scheduled appointment times without falling behind.

For ill appointments, if you are more than 15 minutes late the doctor will see you in their next available time slot. Please try to call ahead to inform us of late arrival so we can plan accordingly.

AFTER HOUR CALLS

We encourage you to call our office with any questions or concerns and we will be happy to assist you. We understand that illnesses can occur at any time and concerns may need to be addressed after regular business hours. For this reason, we have an After Hours Nurse Triage Service that can help assist you when the office is closed. There is an $15 fee for this service.

 

VACCINATION POLICY

As medical professionals, we firmly believe that vaccinating children and young adults may be the single most important health-promoting intervention we perform as health care providers, and that you can perform as parents/caregivers. Because we feel so strongly about vaccinating children, we will ask you to sign an agreement that states that you are willing to vaccinate your child according to AAP guidelines and your child’s physician’s recommendations. This agreement can be found on the FORMS PAGE.

 

TRAVEL IMMUNIZATIONS

If your family/child is planning a trip abroad/oversees and your child is in need of less common travel vaccines, in most cases we will refer you to a facility that routinely administers these vaccines and has them readily accessible. Passport Health in Blue Ash, OH is most frequently utilized by our patients for travel vaccines. The International Travel Clinic offers international travel preparation and vaccinations to all members of the community – including children, adults, and Cincinnati Children’s employees – who are traveling abroad for leisure, mission trips, business, school trips, visiting friends and relatives, and adoption.

 

NEWBORN CARE

Our physicians entrust the hospital’s neonatologists to round on our newborns. All information from the nursery admission will be faxed to your primary care provider. We generally schedule our newborn visits 2-3 days after discharge. There are some circumstances in which you should follow up sooner. The neonatologist who will be discharging your baby from the hospital will give you guidance about when your baby should be seen in our office. Please call our office within 24 hours of returning home to schedule an appointment. If possible, please add your baby to your insurance policy prior to your first office visit. We understand that for some insurance plans this cannot be completed until you obtain the birth certificate. You may still schedule an appointment with our office.

 

FINANCIAL RESPONSIBILITIES

Co-pays are the responsibility of the patient and must be paid at the time of service. Some insurance carriers will cancel your coverage if it is discovered that you are not paying your appropriate co-pay at the time of your office visits.

Patients are requested to know the details and limitations of their plan, the benefits it provides, and the amount of your copayment, deductible, and coinsurance requirements. Please confirm if we participate with your insurance carrier, as well as to inform us immediately if there are any changes to your insurance information. If your account has a balance due at the time of your scheduled appointment, you will be asked to make a payment. If you cannot make payment in full, a payment plan can be arranged.

Most insurance companies no longer require a referral to see a specialist, but we request that patients confirm whether or not a referral is necessary. If a referral is needed, call our office after the appointment has been made. We ask for 48 hours notice to process referrals, with the exception of emergency room/urgent care center referrals.

We do not participate with any Medicaid carriers, including Caresource and Amerigroup. 

 

NON-COVERED SERVICES

Routine services, immunizations, well visits, and pre-existing diagnoses may not be covered by your insurance plan. Patients are financially responsible for non-covered services.

 

RETURNED CHECKS

Returned checks are subject to a $30 fee. More than two returned checks warrant that all future balances be paid by cash or credit card. If the balance of a returned check is not paid before your child’s next appointment, payment will be expected at the time of that visit.

 

PRESCRIPTION REFILLS

In general, we ask for 2-3 business days to fulfill prescription refill requests. You may call our office and speak to one of our nurses to request a refill.

 

NEW PATIENTS

Before your first appointment please make sure immunization records have been transferred.  Please arrive 15 minutes prior to your first appointment to fill out registration forms and to get acquainted with our staff and office.

 

FORMS

We  are  happy  to  accommodate  all  school,  camp,  work  and  daycare  forms  for  current  patients.  Forms  will  only  be completed if your child has a current well child check (within the past one year). Health history portions of any form must be  completed  by  the  parent  before  our  staff  can  complete  the  form.  Medication  forms  will  only  be completed  for medications prescribed by our physicians.

Forms  are  accepted  in  person,  through  the  patient  portal,  faxed  to  513-984-5554,  mailed,  or  emailed  to forms@montgomerypeds.com.  If  you  would  like  the  form returned  to  you  by  mail,  you  must  provide  a  stamped,  self-addressed envelope.

Please allow 5 business days for forms to be completed. If you need a form completed sooner than this, there will be a $20.00 fee for expedited service.

 

MEDICAL RECORDS

Montgomery Pediatrics, Inc. provides medical care for children from birth to age 18 or graduation from high school,

Montgomery Pediatrics, Inc. provides medical care for children from birth to age 18 or graduation from high school, whichever comes last. MPI has a Medical Records Policy for all current and former patients.

The Authorization for Disclosure of Health Information must be submitted with the medical records request in person, via fax to 513-984-5554, or via email to forms@montgomerypeds.com

Applicable fees for medical record requests must be paid in full before records are prepared. Montgomery Pediatrics, Inc. requires 30 days from the date of payment to process your request.

 

Electronic Records

Complete medical records are provided electronically once per calendar year at no charge. Additional requests within the calendar year are $25.

Record summaries, which include the last well check, immunization records and growth charts, are provided electronically free of charge with no limit.

 

Paper Records

There is  a  $25  fee  for  all  paper  copies  of  complete  medical  records or  record  summaries.  Paper  copies  which  are requested by mail are subject to an additional $10 postage fee. Records are mailed via USPS Priority  Mail  with Delivery Confirmation. Families who request paper records for multiple children will only be subject to one postage fee.

 

Expedited Records

Medical record requests for complete medical records and record summaries may be expedited to 5 business days for a fee of $25.

Expedited requests for paper copies are subject to the $25 paper copy fee in addition to the expedition fee.

 

Other Record Requests

Requests for medical records by specialists to whom we have referred your care will be provided in summary form free of charge. These are traditionally sent directly to the specialists.

Additional fees will apply for records requests by attorneys and insurance companies because of the nature of their requests. Those fees are traditionally paid for by the requesting party.

We are not permitted to release any documents which have not been created by our practice. If you require copies of another provider's medical records, you will need to request them from the provider of origin.