Office Policies

Office Policies

Making an Appointment

Request an appointment: call our office to schedule your next visit.

  • If it's been a year since your last check-up, call for a complete preventive care exam. Children should be scheduled for periodic well-child exams to monitor their growth and development and keep up with their immunizations.
  • If you need to schedule allergy shots, blood draws, or blood pressure checks, please contact the office for the best available times.
  • Disease management is one of our most important ways of keeping you healthy. For our patients with diabetes, asthma, high blood pressure, and heart disease, regularly scheduled visits are very important.
  • If you have made the appointment for yourself, please don't ask us to see another family member or friend during your appointment time. We would be happy to schedule an appointment for them at another time.
  • If your address, phone number, or insurance has changed, please let us know while scheduling your appointment so that we can have the most up-to-date record for you.

When You Arrive

Please check in and update your information.

  • Plan to arrive 15 min before your appointment time to complete your registration and insurance information.
  • When you first arrive, please register with the receptionist.
  • Please bring your insurance cards and a valid photo ID to your appointment.
  • Self-pay patients (those with no insurance); please be prepared to pay for your visit at the time of service.
  • Please be courteous. We ask that you do not bring food or drinks into the waiting room. Once you are in the exam room, please turn off your cell phone.

When You Are Late For an Appointment

Your time is valuable - and so is the doctor's

  • Please be prompt.
  • If you arrive after your scheduled appointment time, your appointment may need to be rescheduled.

Cancelling Your Appointment

Please give us 24 hours advanced notice.

  • Please call us as soon as you know you won't be able to make your appointment. Calling the day before will help us to make that appointment available to someone who may need urgent or sick care.
  • If you are a new or established patient and you do not show up for 2 consecutive appointments, and you do not call to cancel, we will consider that a termination from the practice.

When You Need Us After Hours

  • When you call our office after hours, you will be directed to our answering service. The representative will take your call and forward your message to the on-call provider.
  • If you are experiencing a medical emergency or you believe you are experiencing a life threatening situation, call 911 immediately, or go to the emergency department of your nearest hospital.
  • If your urgent medical need is not life threatening, and it is during normal business hours, please call the office. We will help you determine the best plan of care.

Your Results for Diagnostic Testing

We know that you want to know the results of your lab tests and other diagnostic testing as soon as you can.

  • When test results are returned to the office, they are first reviewed by your doctor or provider. As soon as they are available, our nursing staff will notify you of your results either by phone or by letter. Please do not call to request test results before two weeks have passed.
  • You may be asked to call the office and make a follow-up appointment with your doctor to discuss the test results and follow-up plan, if necessary.

Refilling Your Prescription

  • When you need a general prescription filled, contact your pharmacy. The pharmacy will notify your provider through a secure electronic prescription refill system called E-Rx. Check with your pharmacy to see if they participate in the E-Rx system. If they don't, your provider will provide you with hard copies of your prescription to bring to your pharmacy.
  • Please allow at least 48 hours for all prescription refill requests.
  • If you need a refill for a controlled medication, an appointment may be required.

Referrals for Specialty Care

  • When it comes to referrals, there are many things to consider- your doctor's special orders, whether the specialist participates with your insurance company, and getting an appointment scheduled as soon as possible. Please allow time for the staff to get the appropriate referral done.
  • Please communicate with your provider regarding any specialists you are seeing. This will ensure that the appropriate referrals are done, and will keep your primary care doctor in the loop.

When You Need a Form Filled Out

We are happy to help you when we have advance notice.

  • We are happy to accept medically related forms that require your doctor's signature.
  • First, fill out all of the information about the patient, like your name, address, date of birth, social security number, and employer. Make sure to sign your name if the form requires it.
  • Then give the form to the receptionists at the front desk. They will forward your form to the forms nurse, who will then route it to your provider.
  • We cannot complete forms for pick up on the same day. We will call you when the form is ready, within 7 to 10 business days.

Sending Your Records to Another Doctor

You may request a copy of your medical record.

  • Sometimes, our patients will need a copy of their medical record in order to transfer to another doctor. A records release form must be filled out in order for our records department to transfer your records to another doctor.
  • Our patients may request a copy of their medical record for themselves, an insurance application or legal representation. The patient, insurer, or legal counsel will be billed at $25.00.

Paying Your Bill

  • Payment for your visit is due at the time of service. You may have a co-pay, co-insurance, or deductible that will be due at the time of your visit.
  • Our knowledgeable and experienced billing department is ready to help you with payment and insurance related questions. They are available Monday through Friday, 8:00am until 4:30pm.
  • If your account has been turned over for collection, balance in full will be expected prior to next visit.

Patient Termination Policy

  • Although it is an infrequent occurrence, a patient/physician relationship may be terminated. Common reasons for termination include, but are not limited to, use of foul language, chronic noncompliance with recommended therapy, abusive behavior to staff, physicians, visitors or other patients, or other disruptive behavior. Recommendation of termination by any Pampa Medical Group provider could exclude the patient from seeing any other provider in the group.