- Patient Portal
- Scheduling Appointments
- Additional Charges May Apply
- Phone Calls
- Divorce Families
- Antibiotic Request Over The Phone
- ADD/ADHD Appointments
- ADD/ADHD Medication Refills
- Insurance and Billing
- Medical Record Release
- No Tolerance Policy
- Social Media
We appreciate the opportunity to serve your child's medical needs. We would like to give you some guidelines regarding our office policy and procedures and hope this helps make our relationship a great one. If you have any questions regarding any issues that are addressed here or any issues that are not here, please feel free to call and ask.
Our office opens daily at 8:00 a.m. Our office closes for incoming phone calls at 12:00 p.m. and re-opens at 1:30 p.m. and closes for the day at 5:00 p.m. Our answering service will not take cancellations or medication refill messages. You are asked to call our office during regular business hours. Our office may remain open during this lunch period, please call to check on any particular day you may need assistance during these times to assure you are not inconvenienced.
Dr. Yeiser is in the office Monday and Wednesday thru Friday 9:00 a.m. - 5:00 p.m. and Tuesday 9:00 a.m. - 12:00 p.m.
Kamie Theobald, FNP is in the office Monday, Tuesday, Thursday and Friday 9:00 a.m. - 5:00 p.m. She is here on Wednesday 9:00 a.m. - 12:00 p.m.
If you should need advice when the office is closed, we have an answering service that will get in touch with the doctor on call in the event of an emergency. Office number 706-221-4602.
Every minor child seen in our office for medical services must be accompanied by a parent or legal guardian who knows the child's medical history and can give permission for the necessary immunizations and tests. When we are familiar with your child's medical history, we will assume that anyone bringing your child in for a medical treatment has your permission to do so. As such, we will not hesitate to prescribe treatment. However, if certain procedures become necessary such as immunizations, antibiotic injection and sutures, we will contact you by phone to be sure we have your permission to proceed.
If you know in advance someone other than yourself will be bringing your child(ren) to their appointment, you may write a statement for us to place in the child's chart.
Please check with the front desk to ensure that we have every possible number to reach you. - Home, Work, and Cell.
We encourage all parents to access the patient portal. Ask our staff how to enroll. On this portal you will have access to medical summaries of visits for specific days, immunization records and you are strongly encouraged to enter messages for our office to include medication refill request.
Upon leaving our office we will schedule the next check up for our patient. We do not differentiate between check up and sports physical. Any patient 11 years and older will be asked to complete a sports physical form. This form is good for one year. We encourage you to make copies to avoid the cost of completing again should it get misplaced.
We will let you know at your visits which vaccines should be given at that visit. Vaccines are a "must" in order for your child to attend daycare or school. You will be asked to sign for each vaccine. If you chose not to vaccinate your child by 6 months of age, you will be asked to sign a form releasing your records to a physician of your choice.
Due to the number of insurance plans available it is not possible for us to know all benefits. Therefore, it the parent's responsibility to know their insurance plan. Please contact your insurance benefit coordinator prior to each check up appointment or prior to any visit for vaccines to ensure your plan covers.
If we find that your insurance is not adequately reimbursing us for the cost of the vaccine, we will expect payment from you to cover our cost. This statement overrides any and all contracts we may have with insurance companies. We cannot afford to pay for vaccines and not be adequately reimbursed. We will try to keep you updated as we find out if certain plans do not cover our cost.
If your vaccines are not covered, we participate with the federal program "VACCINES FOR CHILDREN". These vaccines are provided by the state at a reduced cost to you. The vaccines provided by the state are no different than the private stock we purchase for these insurance plans that do not cover vaccines. The nurse will ask you at each visit prior to receiving vaccines if your insurance company covers vaccines. If your answer is no, then she or he will have you sign a form based on state guidelines and we will utilize the federal programs. This must be done prior to immunizations being given. If this information is retrieved after the immunizations are given, the family is financially responsible for the entire cost of the vaccines purchased by this office. Therefore, knowledge of your plan coverage for vaccines could be a tremendous savings to your family.
It is our policy that a vaccine record is on file prior to any immunization being given. If your child has been seen by more than one physician, a record from each physician is required. If you are bringing in an older child who has received vaccines prior to establishing records here, please check with our front desk prior to your appointment to ensure we have all vaccine records needed.
We try to accommodate our sick patients on a daily basis. The physician's schedule is limited to the number of patients that a physician can see in a day to ensure quality of care. Once their schedule is full, it becomes policy for a nurse to return your call assessing the condition of the patient. The nurse will confer with your physician to determine the best time possible to work your child in. We apologize in advance that this may not be the most convenient time for you. However, we are working our patient, your child into an already full schedule.
We have a nurse and a receptionist that are available by phone beginning at 8:30 a.m. Dr. Yeiser and Ms. Kamie usually starts seeing patients at 9:00 a.m. All appointments that are scheduled are seen first. To best serve our patients when a parent "walks-in" for her/his child to be seen, a nurse must first triage. It is at the nurse's discretion as to whether your child is ill enough to be seen on an immediate basis. Any walk in appointment that truly is "urgent" will be seen as quickly as possible. All other patients will be asked to see the front desk to schedule an appointment. The appointment can either be first available or a work in appointment later that day. When a sibling has an appointment and you feel another child needs to be seen, it is our request that you call our office first. In most cases, the sibling can be worked in. However, if we do not plan on that additional appointment, we may have already worked in a separate patient and your scheduled appointment time could be delayed.
Any appointments that are made within a 24 - hour period will not be called for a reminder and is considered confirmed. We ask that you cancel your appointment as soon as you determine that the appointment cannot be kept. Failure to cancel an appointment one hour prior to your appointment time will be considered a "no-show" appointment. The fee will be charged based on your appointment type. Sick visit $25, Well visit $40, and Extended visits for ADD/ADHD Evaluations $50. These charges are not covered by insurance and payment in full is required within 30 days of occurrence. If this remains unpaid, the family is discharged from the practice. This is an irreversible decision that is made with a heavy heart, but necessary to meet the needs of those patients that truly need to be seen and who consistently show for their scheduled appointments.
Additional Charges May Apply
Our office charges for the completion of forms that are not completed at an appointment time (ie: Sports physical form, school medication forms ) the fee is $15 pre-paid. There is a charge for any letters written by our office, either by staff or physician. This cost is $25 payable at time the letter is picked up. All balances on your account must be current. You can avoid this charge, please ask staff how.
Immunization records as well as hearing and vision screening forms required for daycare programs and local schools require pre-payment of $5 per form. You are encouraged to ask for these upon leaving each time your child is in for a check-up.
You are encouraged to enter all messages on the patient portal.
When you call our office and if a nurse is available, the nurse will take your call. However, you may be asked to leave a message for the nurse to return your call. If a message is left prior to 12:00 p.m. it is our intent to return your call before or during the lunch hour. (12:00 p.m. - 1:30 p.m.) If a message is left between the hours of 1:30 p.m. and 5:00 p.m, it is our intention to return your call before we leave for the night. Please make every attempt to have your phone ready to receive these calls. These calls may be from a blocked phone number. You know your child best. If you place a call to our office and you have a" truly" urgent matter, please notify the person you are speaking with. We will make every effort to have a nurse speak with you at that time.
Phone call requesting the physician only to call back may result in a charge that is not covered by your insurance. This is your balance to pay upon billing. When asking for the physician please understand that patients that are in the office are the priority. Your call may not be returned the same day. The physician will return your call as soon as possible.
As you know by now children are a life-long commitment. We do not get involved in divorces. We have been asked in the past to notify both parents of scheduled appointments. Lines of communication should remain open between parents where their child is concerned. The parent who schedules the appointment should be responsible for notifying the other parent. The parent bringing the child for treatment will be the one responsible for any unpaid balances. We will be happy to recommend family counselors to help your child, our patient, with this difficult transition. If other family members (grandparents, aunts etc...) bring your child, please send written permission with them allowing them to sign for treatment.
Antibiotic Request Over The Phone
It is a policy set forth by our doctor that in order to receive an antibiotic for your child, a confirmed diagnosis is necessary. Therefore, your child must be seen. If your child has been on antibiotic and finished the course prescribed by your physician, a follow up appointment may be necessary to insure the infection is resolved. If symptoms reappear any time once antibiotic is completed, the child should be seen again.
Many insurance plans require referrals when a primary care physician sends a patient to a specialist. Please know what your plan requires. Due to the paper work involved and the time spent on the phone to obtain some referrals a 24-hour service time is requested. If an appointment is scheduled through our office, we will make every effort to get the referral to the specialist via fax. It is our recommendation that you plan to come by the office, if your requested referral is a written one, to obtain a copy prior to your visit with the specialist.
If your insurance requires you to use certain facilities for the lab collections or x-rays, please notify our referral specialist prior to scheduling the appointments.
These appointments are usually 'extended time' appointments. Once your child has been evaluated and diagnosed as having ADD/ADHD, follow up appointments are required to ensure that your child is getting the maximum benefit of his/her treatment. (i.e.: medication, psychological, etc...). Recheck appointments are every 3 months. Every year the child has a well child check-up which will include one 3 month ADD/ADHD rechecks, there will usually be a co-pay required on this well child visit since the ADD/ADHD recheck is included on this visit. We ask that you schedule your appointments 6 months in advance, if at all possible. These appointments are far and few between, therefore advanced scheduling will assure you that your child does not go without his/her treatment. At the recheck appointments you are asked to bring your child's report card, progress report and any significant class work you may have. We also ask that you ask for the teacher's input on your child's actions in class. (We have special forms/ check list to assist you). Please check with your insurance to make sure this service is covered by your plan. If your child is covered by Alabama Medicaid, this is not covered by that plan and a referral to a psychologist will be necessary in order to receive full benefits from a financial standpoint. We are happy to assist those with this plan. However, payment will be expected the time services are rendered.
ADD/ADHD Medication Refills
Please request all medication refills on the patient portal. Include the name of the medication along with the strength, the name of the pharmacy and if your child has any medication allergies. This information is due every time you request a refill.
We are now allowed by the State of Georgia to send refills for ADD/ADHD medications directly to the pharmacy. Please check with your pharmacy to determine if they will accept. If not, in your request please indicate that a paper prescription is needed. All paper prescriptions will require a small payment to cover the cost of the expensive security paper required.
Insurance and Billing
It is always the responsibility of the parents to make sure we have all correct insurance information on file at every visit.
If the patient is less than 30 days old when presenting to our office, it is the parents responsibility to add the baby to their insurance prior to the 31st day of life. If your insurance allows for additional time, that is their policy. However, it is not ours.
We accept most insurance plans. Please phone your insurance company to see if we are considered providers under your particular plan. We will file insurance claims on your behalf. There are several reasons why insurance companies deny claims. We will ask for your help in solving many issues with your insurance company. Once a claim is denied the balance becomes your responsibility. You will be given an opportunity to set up financial arrangements (interest free) on balances over the amount of $100. It is our request that all balances be paid in full in a six-month period, with payments being made monthly. Please keep in mind that co-pays and deductibles are due at the time of service. This is your insurance rule. We accept cash, checks, visa and master card. If ever you have any questions about your bill, please call our office to speak to our billing specialist.
If for any reason you are unable to meet your obligations with your payment plan, a call to our office is appreciated. Once an account is delinquent with no attempt on your part and no success on our part to work with you, it will be referred to an outside collection agency, RMG. All fees associated with the collection agency are your responsibility.
When this is done no services (check- ups, vaccinations, school forms, nursing advice) will be rendered until the past due amount is paid in full. We will however, treat the child if he/she is in acute or emergent distress or injured.
We make every attempt to work with you on balances. As mentioned above if we are not successful in working with you and your account is referred to an outside collections and your child presents for care, we will not hesitate to make known to make known to anyone presenting with your child that a past due balance is due prior to seeing the child. We will not in any way discuss any medical diagnosis or care other that with a parent in this instance.
Unlike some practices we not dismiss patients from our practice if your account is referred for collections. However, if ever your account is referred a second time the family will be dismissed from our practice. We can't continue to offer services to a family who is unwilling to work with our flexible payment plan and unwilling to pay the physician for services that are rendered. This decision is FINAL.
We accept Visa, Mastercard, Checks and Cash.
If for any reason your check is returned from the bank, there will be a $37 return check fee assessed.
We do prosecute bad checks. All fees imposed by the court is the responsibility of the parent, to include the warrant fee and court cost.
Medical Record Release
Record request for transfer are managed as soon as possible. These are completed in the order in which they are received. Georgia law allows thirty days to prepare and release, we strive to meet this request sooner. Records are release at no cost for the first copy. All additional copies are charged at the rate in which Georgia Law permits.
When the records are mailed there is a form that request a confirmation of receipt enclosed. These are not always returned however, if the records are not returned in the mail to us we will assume that records are received at the forwarding location.
Our office has had and Electronic Health Record for the past ten years if not more. Therefore, there are still paper charts that are in storage. There is a fee for retrieving those charts. Request are sent by the 15th of the month and a $25 fee is associated with this request. If you need this information urgently then an additional fee for "RUSH" will be assessed. This is payable prior to requesting the record.
No Tolerance Policy
Abusive language or threats to our staff will not be tolerated. Our staff will not use abusive language when speaking to you or your representative. We apologize in advance if we say things that you may not agree with. However, our policies are set forth by our physicians and we must adhere to them. If you feel that your complaint needs further attention it is our request that you write it down and put it to the doctor’s attention. It will be addressed. Good, Bad or Indifferent. Please share this with any one you chose to represent you at this office. (Grandparents, Aunts, Uncles, Sisters...etc). This violation will be brought to the attention of your physician and a termination letter will follow.
We do not respond to comments made on social media. However, if you have a complaint or issue regarding anything to do with our office, please let us know at the time the problem arises. It is not our intent to upset anyone. It is your freedom to express your opinion but it could affect the relationship you have with your provider.
This is your office and we want to make every effort to meet your needs. If you feel that we are not meeting your needs, please call and speak to the office manager.