Allay Medical Care - Office Policies
We would like to thank you for choosing Allay Medical Care, PC as your medical provider. We provide you with this document to keep you informed of our current office policies.
Office Hours: Our office is open Monday - Friday, 9:00 a.m. – 8:00 p.m.
Office Phone and Address: (212)420-0104
7 Lexington Ave, Suite 1 A, NYC, NY, 10010
Appointments: We see patients by appointment only. Same day appointments are usually available for urgent or sudden illness.
After Hours and Emergencies: For a serious emergency call 911 right away. If you are not sure and you call our office, please be sure to tell the person who answers the phone that it is an emergency. After hours you will reach our answering machine with the phone numbers of our physicians.
Sudden Illness: We have a limited number of same day or “walk-in” appointments available every day. Please call early in the day, as these spots fill up quickly. If there are no available appointments with your physician, the receptionist will offer an appointment with the physician assistant or an available physician .
Cancellations: Please call within 24 hours if you are unable to keep your scheduled appointment. This allows us to provide that time slot to another patient.
Running on time: We know our patients are busy and that your time is valuable. Please let us know if you have waited more than 30 minutes so we can double check to see if you have been properly checked in. Please remember that we are running several different schedules. If someone who arrived after you is called before you, they might be having blood drawn or seeing a different provider.
Remember that scheduled appointments take priority over walk-ins, so you may experience a wait if you choose the later option. We recommend that you call first.
Treatment of Minors: Patients under the age of 18 must be accompanied by a responsible adult or have written permission from a parent or guardian for treatment.
Lab Work: We do some lab work in our office-like glucose tests, urinalysis, protimes, hemoglobin A1C’s. These tests are drawn by one of the medical assistants. Other labs we send out to a reference lab.
abs Ordered by Other Physicians: We do not do lab work which has been ordered by other physicians. However, we will waive this policy if you are here for an appointment.
Complete Physical Exams: We believe that routine, annual complete physical exams with screening lab tests are very important for the maintenance of good health. However, insurance benefits vary. Some policies cover “wellness” and others cover visits only when you have a complaint. Please learn about your benefits prior to your appointment so you will know what is covered by your insurance plan.
Test Results: If you have diagnostic testing, i.e., lab, x-ray, echo, ultrasound, sleep study, please schedule a follow-up appointment within 7-10 days to go over the results with your physician. Physicians will contact you only in the case of abnormal or out-of-range results. We do suggest that you call to check if your results were seen by a physician. If you have additional questions, please set up an appointment to discuss it in person with your physician. Discussion of normal results will not be conducted over the phone.
Prescriptions and Refills: • The best time to get a prescription refill is at your appointment. • If you need to call for refills, don’t wait until you have run out. Most refills require the doctor’s approval. •Please, do not go to the pharmacy to wait for your prescription to be called in. Call them first to see if it is ready. • Refill requests called to us before 2:00 p.m. will be handled by the end of the day. After 2:00 p.m., it may be the next morning or Monday( if the request is on Friday) before your request can be addressed. • Some medications have potential side effects that must be monitored. We require check-ups every 3 or 4 months for these medications. • Some prescriptions cannot be called in. The prescription must be written for you to pick up. • Please do not call after hours for prescription refills. There is no access to your chart and we may not be able to help you.
Samples: We sometimes offer you samples so you try may out a new medication before you purchase it. We do not always have samples of your medications.
Narcotics: We do not prescribe narcotics for chronic use. We do not call in narcotics after hours. If you require use of narcotics, our physicians will refer you to a pain management specialist.
Mail Order Prescriptions: Many insurance plans offer financial incentives for using mail -order pharmacies. We are glad to write out prescriptions for your mail- order pharmacy needs.
Referrals: Sometimes this can be done on the same day as your appointment and sometimes it can take 2-3 days, depending on your insurance and/or the urgency of your situation. Someone will contact you as soon as the referral authorization is obtained. Please make sure that you have with you your provider telephone and fax number and mailing address. This information will help to expedite your transactions.
As a patient, it is your responsibility to ensure that your specialist is on your plan. It is also your responsibility to ensure your specialist receives your test results. You should pick-up a copy of your test results from our office or print it out from Patient Fusion and hand deliver them to your specialist. We will not fax test results.It is possible that the specialist will not see you without these. Please understand that it can sometimes take a few weeks to get an appointment with a specialist. This is not something we have control over.
Dismissal: If you are “dismissed” from the practice it means you can no longer schedule appointments, get medication refills or consider us your doctor. In this event you will have to find a doctor in another practice.
Common Reasons for Dismissal • Failure to keep appointments, frequent no-shows • Abuse of staff • Failure to pay your bill.
Dismissal Process We will send a letter to your last known address, via certified mail, notifying you that you are being dismissed. If you have a medical emergency within 30 days of the date on this letter, we will see you. After that, you must find another doctor. We will forward a copy of your medical record to your new doctor after you let us know who he or she is and offer you sign a release form.
Allay Medical Care, PC Financial Policy:
We would like to thank you for choosing Allay Medical Care, PC as your medical provider. We have written this policy to keep you informed of our current financial policies.
No Insurance: Payment will be due at the time of service. If you are unable to pay your balance in full, you will need to make prior arrangements with our Accounts Manager .
Insurance: Although we are contracted with several insurance companies, it is your responsibility to make sure that our physician is in your plan. It is also your responsibility to know your insurance benefits.
We will need all your demographic and insurance information prior to your appointment. We will also request an update on this information approximately every six months thereafter. We ask that at the time of your appointment you bring your insurance card and any other forms that will assist in making sure that your claim is filed correctly.
At the time of service you will be responsible for all fees that are not covered by your insurance, including co-pays, co-insurance, deductibles and non-covered services or items received. The co-pay cannot be waived by our practice, as it is a requirement placed on you by your insurance carrier. We strive to be as accurate as possible in calculating your responsibility but, with so many variations in policies and fee schedules, this is not always possible. You may receive a statement from our office for any balance due. For your convenience we accept cash, checks, credit cards (Visa, MasterCard) and money orders. Payments are also accepted by phone.
Auto Accident: If your injury is a result of an auto accident, you are required to pay for services and then collect from the auto carrier. We will not file your insurance but will provide you with a receipt to do so.
Liability Injury: If your injury is a result of another party’s negligence, you are required to pay for services and then collect from the responsible party. We will not file your insurance but will provide you with a receipt to do so.
Worker’s Compensation: If your injury is due to an accident in your work place, please inform the receptionist immediately. We are not authorized to treat you for this type of claim. You will need to contact your supervisor for instructions on how to file a worker’s compensation claim. We regret any inconvenience this may cause.
Return Checks: There will be a charge assessed ($25.00) for any check returned by your bank for any reason.
Disability, Insurance Forms, Attending Physician Statements, FMLA: There will be a charge of $25.00 for the completion of medical forms and you will be be required to schedule an appointment. Payment is due at the time that you pick-up these forms. Please allow 7-10 days for the completion of these forms. If you would like the forms mailed to you or the insurance, payment will be due prior to mailing. FMLA forms require that you come in for an appointment.
Medical Records: We will provide you with a copy of your medical records upon request and for a fee (.75 c per page). You will need to sign a letter of release prior to having them copied. Please allow up to 30 days for this request to be processed.
Lab Work: A limited number of lab services will be billed by our office. All other services will be billed by the contracted lab. You may receive a bill from Accurat Diagnostics, Quest Diagnostics or North Shore LIJ lab. If you have questions about your bill,please contact their billing department prior to calling our office. We do not have access to their billing information.
Billing: If you receive a bill from us, it is because we believe that payment of the balance is your responsibility and not your insurance company's. Please contact your insurance company first, if you think there is a problem. If you have any questions about your bill, please call our billing department immediately. If you cannot pay your entire balance, please call to make payment arrangements.
Collections: Accounts that are not paid within 30 days begin to collection process. If after 65 days of non-payment, your doctor will be notified and your case may be forwarded to collection agency.