TOTAL WOMEN S HEALTHCARE Robert L. Levy, M.D.



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TOTAL WOMEN S HEALTHCARE Robert L. Levy, M.D. PATIENT NAME: DOB: FINANCIAL and other OFFICE POLICIES Please be assured that everyone in this practice is dedicated to providing the highest quality medical care to all of our patients, in an atmosphere of caring, trust and mutual respect. Your understanding of your financial responsibility is essential. Our practice policy requires that prior to receiving any services in this office; all patients review and sign the practice financial policy. In order to become a provider of medical services through your health plan, the physicians and nurse practitioner at Total Women s Healthcare are required to enter into a contract with an insurance company. Many such contracts stipulate that the physicians will not provide or charge for unnecessary medical service, as determined by the insurance companies. Experience has shown that some health plans have very different ideas than members, such as yourself, with respect to what is or is not medically necessary. This asserts your conviction that the described services rendered are appropriate and necessary as far as you are concerned, irrespective of the determination of your insurance company. In the more recent years, it has become increasingly difficult to collect the fees rightfully due to the provider for services rendered, in good faith, to their patients. Therefore, we have found it necessary to secure an explicit financial policy for this practice. Oftentimes we find that patients come to the office without payment for the services they are about to receive. We thus ask that you please not present to the office without a form of payment (cash or credit card) to meet your obligations to your insurance provider and to your healthcare provider. Thank you in advance for taking the time to review this policy. We appreciate your understanding of our need to have a financial policy in place. Please feel free to discuss any concerns or questions you may have with anyone in our billing staff or our practice manager. We would welcome the opportunity to assist you in your understanding the complexities of health insurance today. These policies have been established to protect the rights of our patients and the physicians who provide care. Things to bring with you to your visit Health Insurance Card Drivers License or other form of government issued I.D. Method of payment cash or credit card, we no longer accept checks. Appointment cancellation, running late, rescheduling and no-shows We are always happy to be able to work with you and your health care needs and reserve a time in your providers schedule just for you. However, in consideration of others we do request at least 24 hours notice prior to cancellation of an appointments. We do understand that there are circumstances that may prevent you from keeping your appointment, however in providing us with as much notice as possible; we may be able to contact another patient who needed an appointment on the day yours was scheduled. Morning and afternoon appointments fill quickly, and cancelling with less than 24 hours notice does not allow us enough time to schedule another patient in need of treatment, therefore a cancellation or no show fee of $50 for office visits and $75 for ultrasounds and procedures, may apply if our office is not notified that you will be unable to make your appointment. Patients who are running late are asked to call the office as soon as possible to check with the staff if they will still be able to keep their appointment. Patients, who are more than 15 minutes late for their appointment, may need to be re-scheduled to another day and time, in consideration of other patients and their scheduled appointment times. 070111/TWH Page 1 of 6 Patients Initials:

Appointment Reminder Calls As a courtesy to our patients appointment reminder calls are done 48 hours before your scheduled appointment, through a system called Housecalls. This allows you to confirm or cancel your appointment during the 24 hours prior to your appointment. Appointment Scheduling and re-scheduling Please call the office to schedule your appointment at a time that meets your needs. We currently also have a relationship with ZocDoc for our new and established patients. This allows you to see what appointment times are available with Dr. Levy or our nurse practitioner and can be booked on-line at www.zocdoc.com or http://www.zocdoc.com/doctor/robert-levy-facog-md-13741 Appointments by phone If you need to discuss a healthcare issue or abnormal test results, you will need to schedule an appointment to see your provider. If you wish to discuss healthcare by phone, these services may not be covered by your insurance policy and payment will be required at time of phone call. Assignment of Benefits Total Women s Healthcare will only bill contracted insurance plans as a courtesy to our patients if the patient has provided the required insurance information in a timely manner and has signed a current financial policy and Assignment of Benefits form (attached separate form). Co-pay, co-insurance and deductible Co-pay: We are obligated to collect the co-pay at the time of your visit, even if you are sick. We are required to do so by your insurance plan. The co-payment amount is determined by your individual insurance policy. If you receive two different types of services on the same day, you will be asked to pay two co-pay amounts if required by your insurance plan. Co-insurance: This is the amount that would need to be paid by the insured before the insurance pays and in addition to the deductible. Some health insurance plans will let the insured use some services with just the coinsurance payment, like visiting the doctor, even before the deductible is met. The amount you are required to pay for medical care in a fee-for-service plan after you have met your deductible. The coinsurance rate is usually expressed as a percentage. For example, if the insurance company pays 80 percent of the claim, you pay 20 percent. This portion is due at time of service. Deductible: Some insurance plans require that patients pay a predetermined dollar amount prior to services being covered. The amount of money you must pay each year to cover your medical expenses before your health insurance policy starts paying. At no time will co-pay, coinsurance or deductibles be waived. Collections - Referral for Outside collections In the event that a balance becomes past due, the account will be considered delinquent. Delinquent accounts may be subject to further collection action, including placement with a collection agency. Accounts that are placed with a collection agency now become the responsibility of the collection agency, Allied Collection Services, Inc. In addition, all accounts placed with Allied Collection Services, Inc. will also be forwarded to three major credit bureaus in which will affect your credit report. The patient is responsible for the balance in addition to any late payment penalties, interest and legal fees incurred during the collection of funds. If your account has been forwarded to the collection agency, please contact the agency at: Allied Collection Services, Inc. 3080 South Durango Drive, Suite 208, Las Vegas, NV. 89117-9194 Phone: 702-737-5506 Fax: 702-737-5507 http://www.acsnv.com/ Patient accounts that have been placed with the collection agency may receive notification that she has been discharged from the practice. Important: if you receive calls from any other agency stating they are acting on behalf of Total Women s Healthcare, other than Allied Collection Services, please DO NOT release any personal information to them or answer any of their questions, take down their information and contact number and call our office. There is an increase in unscrupulous attempts to gather your personal data by companies who state they are collection agencies and who are not. 070111/TWH Page 2 of 6 Patients Initials:

Disability, FMLA and other forms We realize that special forms are sometimes necessary to provide documentation of medical conditions. Completing forms is time consuming and falls outside of the contractual relationship between you and your insurance company. We will be happy to complete the form(s) for you. Each form must be accompanied with a filing fee of $25.00 prior to completion. Please allow 10 business days for completion. Electronic Communication This can be done through email regarding billing issues, appointments and any other questions you may have that will not contain any personally identifiable information. Our office does not currently communicate with patients via email regarding medical issues. Emergency Contact Information: This information is required by our office to be kept on file for all patients for use in the event of any patient related medical emergency. Financial Hardship For patients who are suffering financial hardship and are suggesting they are unable to settle their outstanding balances, you will be required to prove such hardship and provide documentation per OIG (Office of Inspector General) guidelines and assessment made in relation to the current HHS poverty guidelines, before a financial arrangement can be established. Please discuss this with the practice manager. Guarantor Information Total Women s Healthcare requires that the patients and guarantor s information is maintained on file as the guarantor is responsible for any payment that the insurance company deems is the patient responsibility. Guarantor Information includes, name, DOB, address, contact telephone numbers, employer. HIPAA There are federal and state privacy and security regulations that our office is required to implement and comply with in order to make every attempt to protect your personal health information and any related individual identifiers. Under these same regulations there are regulations regarding patient rights. Please review this office s Notice of Privacy Practices and sign the Acknowledgement of Receipt of this information (separate form). Should you at any time have any concerns about your privacy or have any questions regarding our compliance with these regulations, please ask to speak to our Privacy and Compliance Officer. Hospital Admission related bills Our fees do not include these services or service rendered by the hospital or other attending physicians during any hospital treatment or surgery. Identity theft, medical Over the recent years there has been a dramatic increase in medical identity theft. HIPAA regulations assist in protecting your personal health information in a medical office. In order to further assist you in protecting your medical I.D. this office requires that the original and current health insurance card be seen at each visit, along with your current government issued photo I.D. (this verification is also required under our contract with your insurance company). Insurance Card and Photo I.D. To protect our patients from the risk of medical identity theft and in compliance with this office s contracts with your health insurance plans and Federal Regulations, personal identification information, health insurance card and demographics must be confirmed at each visit. We do this to try and protect your confidential medical and financial information from misuse. Identity theft could result in another s medical information being mistakenly used in your care. Your health insurance card and Government issued photo identification must be presented at each visit to confirm your identity, and your demographic information, address, phone and other basic information will be confirmed as well, for your protection. In the event that you do not have your health insurance card and Government issued photo identification with you, we will need to re-schedule to a time at which you will be able to have this information with you for a visit. 070111/TWH Page 3 of 6 Patients Initials:

Insurance We are contracted with multiple insurers to accept assignment of benefits. We will bill those plans with which we have an agreement and will only require you to pay the authorized co-payment at the time of service. If you have insurance coverage under a plan with which we do not have a contract, you will be treated as a cash pay patient and will be provided documentation to assist you in filing your claim 48 hours notice is required to verify insurance benefits; failure to notify the office with insurance changes or presenting without an insurance card may result in the need to reschedule your appointment. If you reschedule on the same day, a fee of $50 for office visits and $75 for ultrasounds and procedures will be billed to you. We file with your primary insurance carrier only. It will be your responsibility to pay any balance not covered by the primary and file with your secondary insurance carrier. Our office verifies your insurance benefits before each visit and will notify you of your anticipated out of pocket expenses before your visit. However, the insurance company always states this disclaimer verification of benefits is not a guarantee of payment. Laboratory, Radiology and other diagnostic services bills Please check with your insurance company to verify what your schedule of benefits allows for any laboratory, x-ray or other diagnostic studies (bone densitometry, mammogram etc.) that may be ordered by the doctor during your visit. These services will be billed separately by the laboratory or physician that performs these tests and are not covered by the payments that you make at this office. Any insurance claims or problems associated with an off-site laboratory must be directed to the insurance department of that facility or their billing agent. Medicaid Patients Please do not ask to be seen under Medicaid if you have other health insurance. You must be seen under your primary insurance. You will be asked to sign an insurance waiver stating that you have no other coverage and in the event it is determined that you do and your claim is denied by Medicaid for this reason, you will be responsible for your bill in full. All Medicaid patients are required to bring with them to each visit their State issued Medicaid Card, Government issued photo I.D. and the current month s Medicaid status form. Medicare Patients Please make certain that you have a full understanding of your Medicare benefits and your financial responsibility if your services are not covered by Medicare. Medical records, charges for copies of You will be charged for copies of medical records as per Texas Medical Board guidelines. These charges cover the administrative costs of copying such records. Copying and release of medical records is now managed through a company called AMRAS, please contact AMRAS at tel #: (972) 272-4335 http://amrascorp.com/ AMRAS Corporation, 1926 Silver Street, Garland, TX 75042 Minors Minor Patients: For all services rendered to minor patients, we will look to the accompanying adult or custodial parent or guardian, for payment. Consent to treat a minor will be required from the parent, custodial parent or legal guardian unless otherwise indicated by Texas Law. On Call/After Hours: Please call our office at 972-394-0200 for your urgent/emergent after hours OBGYN needs. You will be directed to our 24 hour, 24/7 answering service who will then contact the physician on call. Dr. Levy shares call with a group of providers. If Dr. Levy is not on call and you speak to one the other providers in the call group, this provider will update Dr. Levy on all his patients that may have called into the answering service after hours. Outstanding balances/ Collections Prior to providing additional services to you, we require payment in full of total outstanding balances. Patients with unpaid delinquent accounts or accounts which have been sent to collections and written off as bad debt may be discharged from the practice. Outstanding balances that are greater than 30 days old may be referred to an outside collection agency. Once we receive an EOB (explanation of medical benefits) from your insurance, we will mail you a statement. If we do not receive payment within 30 days, your account will be referred to a collection agency. 070111/TWH Page 4 of 6 Patients Initials:

Out of Network Full payment is due at time of service. Appropriate claim documentation will be provided for filing with the insurance company. Payment Responsibility Payment is due at the time services are rendered (co-pay, coinsurance and deductible). Patients are expected to pay their portion of the office visit bill at the time of their visit. The patient or her legal representative is ultimately responsible for all charges for services rendered. Your insurance coverage is an agreement between you and your insurance company. Non-covered means that a service will not be paid under your insurance contract. If non-covered services are provided, you will be expected to pay for these services at the time they are provided, or at the time you/ or our office receives a statement or EOB (Explanation of Benefits) from your insurance provider denying payment. Appeal procedures are generally available, and we will be happy to assist you in trying to overturn an adverse determination. We will not under any circumstances falsify or change a diagnosis or symptom in order to convince an insurer to pay for care that is not covered, nor do we delete or change the content in the record that may prevent services from being considered covered. If you are unsure whether your plan covers a specific service, it is ultimately your responsibility to contact your insurance company to determine and review your schedule of benefits to ascertain that the service is covered and medically necessary; if the service is subject to a deductible; you can clearly be informed of the extent of your financial responsibility. Accounts 45 days past due will be billed to you. At the time we receive your explanation of benefits from your insurance company, if there is a portion of the claim determined as your responsibility, you will be sent a statement for payment immediately we receive payment and/or an EOB from your insurance. Prescriptions and Refills Our office uses electronic prescribing and we ask that you have with you your pharmacy information: - name, address & Zip Code as well as a tel. #. Your provider (Physician and/or Nurse Practitioner) will prescribe medications as indicated during your visit. To assist your provider in their efforts to prescribe within the formulary determined by your health insurance company, please have a copy of this available or have a list that is specific to your medical needs. Often time s patients request numerous changes in prescriptions due to the cost. We will be happy to make the first prescription change for you. For any additional such changes based on your finances, there will be additional prescription change costs of $10 for each script that is changed beyond the initial and first change. i.e second, third requests etc. For any new prescriptions for new health issues, you will need to schedule an appointment to be seen by your provider for appropriate examination, diagnosis and medical care. If you choose not to come into the office for care and are self diagnosing, we ask that you use over the counter medications. Professional Courtesy Professional courtesy will not be offered in any form. Refunds Refunds are issued to the appropriate party. Patient refunds will not be processed until all active or past due charges are paid in full. Refunds are processed monthly. Returned checks We realize that patients still use checks to pay for statements they receive in the mail. A fee of $35.00 for checks returned to us for insufficient funds will be charged to your account. Future services will require payment by cash, money order, or credit card for your payment obligations. NSF checks that are not resolved will be forwarded to the Denton County, Justice of Peace http://www.co.denton.tx.us/dept/main.asp?dept=42&link=173 any court costs and legal fees incurred, including the cost to Robert L. Levy, M.D. & Associates, P.A. will be borne by the person who wrote the NSF check. Secondary Insurances You will be responsible for filing charges with your secondary insurance carrier; our office does not currently file secondary insurance except for required Medicare secondary insurance. 070111/TWH Page 5 of 6 Patients Initials:

Self Pay no insurance We offer a very reasonable self pay fee for patients who have no health insurance coverage in any form. Prior to your visit, you will be provided an estimate of the visit cost and will be required to pay in full at time of check in on the day of your appointment. In the event your provider carries out additional procedures/tests, you will be required to pay for these at the time of check out. You will be asked to sign a waiver stating that you have no health insurance coverage and will not be filing with any health insurance carrier. Social Security Numbers Total Women s Healthcare requires that the patients and guarantor s SSN is held on file. The reason for this is that there are times when information other than your Insurance Member ID number or DOB is used to verify insurance benefits. There are other times that it is necessary to have a SSN on file and that is for collections processing and skip tracing efforts in attempts to collect bad debt. Surgery and Obstetrical Fees estimates/financial contracts You will receive an estimate of the fees for these services, based on the physician s contracted allowable fee with your insurance, your deductible, co-insurance is and at what percentage your insurance company covers for such services. Most Non-HMO coverage consists of a deductible and/or percentage, which is the responsibility of the patient. This will be calculated on the expected costs of surgery/delivery and must be prepaid. Any overpayment will be refunded after your insurance company has paid its portion. Any underpayment will be billed to you. At your initial obstetrical visit you will pay your portion of the visit. At subsequent appointments, we require payments of no less than $100 until the balance of the prepayment is paid. The completion of the prepayment is to be paid by the seventh month of pregnancy. Obstetrical patients with no insurance coverage are required to pay for their first obstetrical appointment in full. At subsequent appointments we require payments of no less than $250 until the entire balance is completed by the seventh month of pregnancy. Surgical prepayments are due prior to the scheduled surgery. These fees are for Dr. Levy s services only and do not include lab work, hospital, assistant surgeon (where indicated) and hospital fees these will be billed to you by these parties. Telehealth As our office email via the World Wide Web is currently not encrypted in a manner that meets the HITECH Act encryption requirements in order to protect your personal information, we therefore are unable to offer Telehealth at this time. Uninsured patients Payment for all services rendered is due in full at time of service. Well women/annual visit and Problem/sick visit on the same day Some insurance companies will cover well-women/preventative/annual visits and some will not. It is your responsibility to know what healthcare benefits your insurance covers, prior to your visit. If you need to discuss any health problems that require evaluation and management (gynecological problem, surgery etc.), this must be documented separately to your well woman visit and appropriately billed for. Your insurance company may not pay for additional problems that are addressed during the wellwoman/preventative/annual exam. You will need to make a separate appointment to discuss these problems with your physician. Please do not ask our staff to change coding for the purpose of getting your insurance to make payment on services rendered. My signature below attests that I have read, understand and acknowledge the above information and have been given the opportunity to ask questions and have had any questions answered. PATIENT SIGNATURE: WITNESS NAME & SIGNATURE: DATE: DATE: 070111/TWH Page 6 of 6 Patients Initials:

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