Patient Financial Policy

We are committed to providing you with quality health care. Your clear understanding of our Patient Financial Policy is important to our professional relationship. Please understand that payment for services is a part of that relationship. Please ask if you have any questions about our fees, our policies, or your responsibilities. It is your responsibility to notify our office if any patient information changes (i.e., name, address, telephone, insurance information, etc.)

Insurance. We participate in several insurance plans. If you are not insured by the plan, we do business with, payment in full is expected at each visit. If you are insured by a plan, we do business with but do not have an up-to-date insurance card, payment in full for each visit is required if we cannot verify your coverage. Knowing your insurance benefits is your responsibility. Please contact your insurance company with any questions you may have regarding your coverage.

Co-payments and deductibles. All co-payments and deductibles must be paid at the time of service. This arrangement is part of your contract with your insurance company. Failure on our part to collect copayments and deductibles from patients can be considered fraud. Please help us in upholding the law by paying your co-payment on each visit. To make payments convenient we accept visa, master card, American Express, and cash.

Non-covered services. Please be aware that some – and perhaps all – of the services you receive may be non-covered or not considered reasonable or necessary by insurers. You must pay for these services in full at the time of visit.

Proof of insurance. All patients must complete our patient information form before seeing the doctor. We must obtain a copy of your driver’s license and current valid insurance to provide proof of insurance. If you fail to provide us with the correct insurance information in a timely manner, you may be responsible for the balance of a claim.

Claims submission. We will submit your claims and assist you in any way we can to help get your claims paid. Your insurance company may need you to supply certain information directly. It is your responsibility to comply with their request. Please be aware that the balance of your claim is your responsibility whether your insurance company pays your claim. Your insurance benefit is a contract between you and your insurance company; we are not party to that contract.

Coverage changes. If your insurance changes, please notify us before your next visit so we can make the appropriate changes to help you receive your maximum benefits. If your insurance company does not pay your claim within 45 days, the balance will automatically be billed to you.

Nonpayment. It is our office policy that all past due accounts be sent two statements. If payment is not made on the account, a single phone call will be made to try to make payment arrangements. If no resolution can be made, the account will be sent to the collection agency and discharged from the practice. If this is to occur, you will be notified by regular and certified mail that you have 30 days to find alternative medical care. During that 30-day period, our physician will only be able to treat you on an emergency basis.

Self-Pay Accounts. Self-pay accounts are patients without insurance coverage, patients covered by insurance plans in which the office does not participate, or patients without an insurance card on file with us. We do not accept attorney letters or contingency payments. It is always the patient’s responsibility to know if our office is participating in their plan. If there is a discrepancy with our information, the patient will be considered self-pay unless otherwise proven. Please ask to speak with the Practice Manager to discuss a mutually agreeable payment plan. It is never our intention to cause hardship for our patients, only to provide them with the best care possible and the least amount of stress.

Minors. The parent(s) or guardian(s) is responsible for full payment and will receive the billing statements. A signed release to treat may be required for unaccompanied minors.

Regardless of any personal arrangements that a patient might have outside of our office, if you are over 18 years of age and receiving treatment, you are responsible for payment of the service. Our office will not bill any other personal party. Our practice is committed to providing the best treatment for our patients. Our prices are representative of the usual and customary charges for our area. Thank you for understanding our payment policy. Please let us know if you have any questions or concerns.

Paperwork Submission Policy. To provide thorough and accurate service, we require patients to allow 72 hours for the completion of any forms, such as disability, FMLA, return-to-work, or other medical documentation forms. This policy ensures that our staff has adequate time to review your medical records, accurately complete each form, and obtain the necessary approvals.

Important Details:
1. Patient form Requests: Patients should bring or submit any forms that need to be completed as soon as possible. All requests should include detailed instructions and any sections pre-filled where possible.
2. Processing Time: We require a minimum of 72 hours (3 business days) from the time the form is received, but this time frame is not guaranteed. Please keep this in mind for any deadlines or submission dates.
3. Fees: A processing fee may apply for form completion. This fee covers administrative time and resources and is due when the form is submitted. Payment for form completion is non-refundable.
4. Urgent Requests: If you require expedited processing (less than 72 hours), additional fees may apply, and we will accommodate your request as best as possible.
5. Patient form Pick-up/Delivery: Completed forms will be available for pick-up at our office or can be faxed/emailed upon request. Please specify your preferred method at the time of submission.

For cases requiring extensive documentation, patients are required to schedule and attend a follow-up visit. This additional visit allows for comprehensive assessment and accurate record-keeping to support ongoing care and any necessary insurance claims. Standard visit charges will apply for this follow-up.

Patients will be informed if their case requires this additional follow-up. Failure to attend may result in incomplete documentation. If you have any questions regarding this requirement, please speak with our billing department.

Requested Third Party Meetings (excluding coordination of care). When requested and with appropriate notice, Georgia Epilepsy & Neurology Institute, LLC are available to speak with patients’ attorneys, custody evaluators and other appropriate third parties. Georgia Epilepsy & Neurology Institute, LLC time will be billed to the patient at the then prevailing hourly rate.
Thank you for your understanding and cooperation. This policy enables us to continue providing high-quality care while efficiently handling administrative requests.

Care Credit. As a courtesy to our patients Georgia Epilepsy & Neurology Institute, LLC does accept Care Credit to assist with treatment payments. Georgia Epilepsy & Neurology Institute, LLC does accrue a 4.72 % fee for processing payments through the merchant. This fee will be added to each payment where Care Credit is utilized.

No Show fees. No show fees will be assessed if the prospective patient/patient does not provide cancellation notice of 48-hours or more for a new patient consultation appointment and 24-hours or more for a treatment or follow-up appointment. The following list of no-show fees, by appointment type, will apply: