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General Office Policies

Scheduling Office Visits

Our office is open Monday through Wednesday 8:30 am to 5:30 pm; Thursday, 8:00 am to 8:00 pm; and Friday, 9 am to 2 pm.

In order to provide the best possible care to you and your child, we see outpatients by appointment during normal office hours.

Patients may contact our office directly. We ask that you arrive on time for your appointment and notify us within 24 hours if you are not going to make your appointment.

If you are more than 7 minutes late to your appointment, we do reserve the right to schedule your appointment for a later date and time.

Office Forms

If you are a new patient to Bear Pond Family Medicine & Pediatrics, you are more than welcome to download and fill out the forms found on our Resources page prior to your first office visit.

Cancellation Policy

If you need to cancel your appointment, we do ask for at least a 24-hour notice.

  • Any office visit appointment cancelled within less than 24 hours or a “no show”, you will be assessed a $25 No-Show fee. This fee will be due prior to the next scheduled appointment.
  • Any physical exam appointment cancelled within less than 24 hours or  “no show”, you will be assessed a $50 No-Show fee. This fee will be due prior to the next scheduled appointment.

Prescription Renewals

Prescription renewals are most efficiently handled through contacting the pharmacy directly and having them send us a refill request. You may also contact our office to provide our staff with your request.

Please have your medication name, dose, directions, and if you want a 30 or 90 days’ supply. We do ask for 48 to 72 hours on all refill requests, please try to anticipate you needs in advance.

If you happen to be overdue for a follow-up appointment you will be asked to make an appointment with your provider before any refills will be sent.

Medical Records

If you need your medical records due to moving or other reasons, you will need to fill out one of our Medical Records Releases or the other practices release. Once we receive the release, allow for up to 30 days to send medical records although typical turnaround time is two weeks. We will give one set of records to another provider at no cost. If another set is requested, the patient will be charged for the records at that time. If you need a medical records release, they are on our Resources page.


Most specialty offices, radiology, and laboratories require orders and referrals for our patients to be able to see them.

If you are in to see your provider and they would like you to see a specialist, we will get a referral sent and a follow up to ensure your referral has been processed and an appointment has been made with you. We do ask for up to two weeks to get most referrals done, unless it is emergent in which case we will get it done as soon as possible.

Discharging of Patients

We reserve the right discontinue treatment from the practice if you miss an appointment or cancel with less than 24 hours' notice on two occasions, as well as habitually cancel/reschedule or arrive late for your scheduled appointments. You may request  your medical information to be sent to another provider for a fee not to exceed $6.50, inclusive of all labor, supplies, and any applicable postage.

Other Policy Information