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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 or utilize the patient portal to schedule office visits. 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 15 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 that release we do ask for two weeks to get those sent out, if you need them quicker please let us know. 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.

Referrals

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

If a patient has more than two (2) no shows in a calendar year, they will be discharged from the practice. You may request your medical information to be sent to another provider. There will be a cost of 65 cents per page for this service.

Other Policy Information