Office policies

OFFICE POLICIES

Emergencies

In addition to our regular office hours, our practice has coverage 24 hours a day/7 days a week.
If you are in labor after hours or have a question that can't wait, please call our office and choose to speak to the doctor on call.
For emergencies that require immediate care, please call 911 or go to the nearest Emergency Room.
You can also direct non-emergency questions through the Mychart patient portal. They will be answered the next business day.

Cancellation Policy

Please call the office at least 24 hours before your office visit to cancel an appointment.
If you are rescheduling an appointment, please let us know so that we can cancel it and open the time for another patient.
You may be charged a missed appointment fee if you don't show up for your appointment.

Preparing for your Appointment

Make a list of your health questions.
Make a list of other health care providers you have visited. Write down their names, addresses, phone numbers and the reasons you visited them.
Make a list of your current medications, including prescription, over-the-counter, natural and herbal medicines and vitamins.
If this is your first visit :
Please arrive 15 minutes prior to your appointment to fill out your medical history forms.
It is preferable that you download and print our new patient forms from our website and fill them before you come to your appointment.

Photo ID and Insurance Card

All patients are required to present a valid driver's license or photo ID and their current medical insurance card at every office visit. Patients without verifiable health insurance will be responsible for the payment for that visit.

During Your Visit

Ask for a visit summary (AVS) before you leave the office. This is also available online if you have a Mychart portal account with us. You will be provided with a code to assist you for enrollment with this free online service at the end of your visit.
Ask how to reach the providers in the office after hours if needed.
Before you leave the office, be sure you receive information of any laboratory tests or imaging that you need to perform before your next appointment; and be sure to schedule your next appointment before you leave.

Insurance Claims/Billing

Venus OB-GYN participates with most major insurance carriers. As a courtesy to our patients, we will file insurance claims for those insurances with which we participate.
Please remember, any amount not covered by insurance is ultimately the patient's responsibility.
Please confirm with your insurance company if you are covered for the services provided before you arrive for your appointment. We require that you bring your insurance card and photo ID to all visits.

Payment

Payment will be requested at the time of service for all services that are non-covered or determined to be the patient's responsibility, including co-payments. Payment may be made by cash, check or credit card.

Communication with Doctors

The best way to communicate with our medical staff is through our online patient portal, Mychart.
You can send a secure message to your doctor. Portal messages should be answered within one business day.
You can always leave a voicemail for your provider's medical assistant.
To diagnose or address a specific issue, we generally need you to make an appointment so you can have our full attention.

Medication Refill Policy

It is your responsibility to notify the office in a timely manner when refills are necessary. Approval of your refill may take up to 3 business days, so please be courteous and do not wait to call. If you use a mail order pharmacy, please contact us fourteen (14) days before your medication is due to run out.
Medication refills will only be addressed during regular office hours The urgent care staff will not return any phone calls regarding refills. Please notify your provider on the next business day if you find yourself out of medication after hours. No prescriptions will be refilled on Weekends or Holidays.
Refills can only be authorized on medication prescribed by providers from our office. We will not refill medications prescribed by other providers.
Some medications require prior authorization. Depending on your insurance this process may involve several steps by both your pharmacy and your provider. The providers and pharmacies are familiar with this process and will handle the prior authorization as quickly as possible. Only your pharmacy is notified of the approval status. Neither the pharmacy nor the provider can guarantee that your insurance company will approve the medication. Please check with your pharmacy or your insurance company for updates.
It is important to keep your scheduled appointment to ensure that you receive timely refills. Repeated no shows or cancellations will result in a denial of refills.
If you have any questions regarding medications please discuss these during your appointment. If for any reason you feel your medication needs to be adjusted or changed please contact us immediately.