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Office Policies
Scheduling Appointments
Missed Appointments
Fee Estimates
Payment for Services
Returned Checks
Finance Charges
Unpaid Accounts
Credit Card on File
Insurance
Notice of Privacy Practices
How may I schedule an appointment?
You may schedule an appointment by calling the office or by coming to our office. At this time we do not schedule appointments over the internet.
We try to schedule appointments at a convenient date and time for you and your child, but please realize we cannot accommodate everyone’s ideal time We strongly believe that all younger children (those under the age of 7 or 8) should be seen during the morning hours when they are fresher and more attentive. We schedule all operative appointments (restorations, surgery and/or extractions) during the morning hours for the same reason. All sedation or more involved appointments are also reserved for the morning hours. New patient and preventive care appointments may be scheduled throughout the day, but in general they are scheduled for early afternoon hours. We do not have late after school hours because in our experience children are tired at this time and have a less positive dental experience.
Generally, school absences for dental care constitute an excused absence. We try to keep your child’s absences from school to a minimum and ask your understanding when your child is scheduled during school time.
Missed Appointments
We realize circumstances may arise when you are unable to keep a scheduled appointment. Please call us to inform us of your change in plans as soon as possible. Appointments canceled with less than 24 hours notice are subject to a $50.00 cancellation charge. Please help us serve you more efficiently by keeping your scheduled appointments.
Fee estimates
Except for routine treatment, such as cleanings and examinations, you will receive an estimate of the cost of your child’s proposed treatment. Please understand that any fee estimate given is an approximation of the expected costs you may incur. Actual fees for services provided could be lower or higher than those estimated. Fee estimates are good for no more than 3 months from the date of the initial service. Occasionally, during the course of treatment, the treatment plan may change; if so, you will be informed of any necessary changes and fee increases or decreases. Please note, if x-rays are being taken at time of treatment, there will be an increased chance that the planned treatment will change. Should you request in writing that we do so, we will request a pre-estimate of benefits from your insurance carrier.
Payment for Services
Payment for professional dental services is due at the time of service unless previous arrangements have been made. Patients without insurance coverage or with insurance coverage we do not accept are expected to pay in full for services as they are rendered. We accept many major credit cards as well as personal checks and cash. We generally do not extend credit to patients, instead we ask that patients use the services of some outside financing company such as CareCredit.
Returned Checks
Checks returned by the bank due to insufficient funds are subject to a $25.00 processing charge. No appointments will be scheduled unless payment is received in full prior to such appointments. Such payment must be made by certified check.
Finance Charges
Accounts unpaid after 45 days from the date of service are subject to a finance charge at the rate of 1.5% per month (18% per year).
Unpaid Accounts
Accounts 90 or more days past due may be sent to a collection agency. Should the account be referred to for collection, you will be responsible for collection costs, together with court costs and reasonable attorneys' fees.
Credit Card on File
We require that all parents/guardians maintain a credit card on file. If we have filed insurance on your behalf and your insurance carrier has not paid us within 45 days of date of treatment, we may charge your credit card for any balances remaining unpaid as of that time.
Insurance
Insurance coverage is a contract between you, the patient (or parent) and the insurance company. The terms of that contract determine the amount of coverage (benefit) you have for any procedure or visit. As a courtesy to you, we will be glad to assist you in obtaining the appropriate benefit from your insurance carrier by completing your insurance forms and mailing (or electronically filing) it with your insurance provider. Please understand that the filing of an insurance claim does not guarantee payment. We must have accurate and up-to-date insurance information in order to bill your insurance company. We require that you pay any deductibles and co-payments at the time of service. We also require that you pay the estimated portion of your treatment (that portion the insurance carrier is not expected to pay) prior to, or at each visit. As treatment is completed, we will bill your insurance carrier for the services rendered. In the event your insurance carrier has not paid their portion within forty-five (45) days, the full balance becomes your responsibility.
Please understand that we are providing our professional dental services to our patients and not to the insurance company. Therefore, you are ultimately responsible for our fees whether the insurance company pays or not.
Certain patients have double coverage (this is possible if more than one party has dental insurance) - we will only bill the primary carrier for services rendered. However, as a courtesy to you, we will submit to the secondary carrier after your account has been paid in full.
Patients without insurance coverage or with insurance coverage we do not accept are expected to pay in full for services as they are rendered. We accept many major credit cards as well as personal checks and cash.
You may notice that the insurance company reimburses you or this office at a rate lower than the fee charged. Few insurance companies reimburse at 100% of the fee charged. In may circumstances, the insurance carrier will state that the reimbursement was reduced because the fee charged exceeds the usual, customary or reasonable fee (“UCR”) allowed by the insurance company. Each insurance company has its own UCR fee. These fees vary widely and are based upon data each insurance company collects from claims it processes. Frequently this data is 3-5 years old and outdated. Additionally, these UCR fees are set at a level that allows the insurance carrier to make a 20-30% profit. Insurance companies that state our fees exceed their allowable fees or UCR imply that we are overcharging you. This is simply not true and only reflects what the insurance company wants you to know. In general, less expensive and more restrictive insurance policies will reimburse at a lower UCR figure. Our fees are set at a level commensurate with our doctor’s experience and training, with the fees customarily charged in our community, as well as our overhead.
Parents/Guardians
We consider parents/guardians to be our best helpers when we provide care to our patients. We want you to understand our procedures and the treatment we have recommended for your child. Please ask us any questions that you might have. With all new patients, preventive care patients and emergency patients, we want parents/guardians to accompany their children to the treatment area, unless you do not desire to do so or if you have brought other children with you to the office. This provides parents/guardians with the opportunity to meet our staff and Dr. Marc and to see them in action. It also allows Dr. Marc or the staff to discuss dental findings and treatment needs/options directly with you. During operative treatment (restorations, surgery, etc.) whether using nitrous oxide analgesia, conscious sedation or general anesthesia, it office policy is that parents/guardians may not accompany children to the treatment rooms and are not allowed in the treatment rooms while treatment is being performed. We have found that parental/guardian presence during this treatment time distracts us from providing optimal care. The Sonoran Center for Pediatric Dentistry, P.C. uses of state-of-the-art equipment and maintains your child's safety following strict CDC and OSHA sterilization and infection control guidelines.
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