New Patients

Thank you for choosing Dr. Karen LaFace for your primary care. Please take a moment to familiarize yourself with our office policies below.

Appointment Policy | Online Registration | Medication & Prescription Refill Policy | Financial Policy and Accepted Insurances

APPOINTMENT POLICY

• Appointments can be made in advance. However, if you need to be seen suddenly, please call and we will do our best to see you as soon as possible, preferably on the same day.

New problems require appointments.

• Appointments can be made by: (1) calling the office, (2) via the patient portal (electronically), or (3) in person at the office.

• We respect your valuable time. However, emergencies occasionally occur and cause the doctor to run behind schedule. In the event of lengthy delays or cancellation of an appointment due to emergencies beyond our control, we will attempt to notify you as soon as possible so that you can rearrange your schedule.
• To cancel or reschedule an appointment, please call at least 24 hours in advance so that another patient can be seen.  

“No shows” are assessed a $50 fee for complete physical exams and new patient appointments, and a $25 fee for all other appointments. 

Tips for an Effective Office Visit:

• Schedule the right amount of time: 30 minutes for most visits, 60 minutes for complete physical exams the first visit for new patients. The appointment also includes time Dr LaFace requires for documentation, contacting specialists, the lab, etc.  If you are an established patient and have a complex problem not yet discussed with Dr. LaFace, or several concerns, addressing them may take several appointments.
• Make a list of concerns, but prioritize. We want your health needs to receive the attention they deserve. We may need to devote multiple sessions to explore them in detail. Our office gives patients longer visits than in a traditional primary care office, but time is not unlimited.
• Bring all medications you are taking, including prescribed medications, over the counter medicines, herbs, vitamins and other supplements.
• Understand your prescription plan. Insurance companies have formularies, which prefer you to take certain types of medications and treatments. Your insurance company and your pharmacist can help you obtain the information you need. Find out if you are eligible for a 30 or 90 day supply of medication from your local pharmacy or mail order pharmacy so that prescriptions can be written as cost effectively as possible.

ONLINE REGISTRATION

For the convenience of our patients, we require on-line registration. Reduce the amount of time spent in the waiting room by completing these forms ahead of time. Please be sure to bring your insurance card to your first visit along with these forms.

  • WE REQUIRE PATIENTS TO COMPLETE THE ON-LINE HEALTH HISTORY FORM AT LEAST ONE WEEK PRIOR TO THE NEW PATIENT APPOINTMENT
  • Patients who have not completed the health history form one week prior to the New Patient Appointment will be subject to cancellation and rescheduled when they have completed on line registration
  • On line registration must be done using a computer or tablet, cell phones don’t work for this
  • Please contact us if you have any trouble with the on line registration

MEDICATION AND PRESCRIPTION REFILL POLICY

New medication prescriptions are generally written for a patient during an office appointment.  Prescription refills and renewals will require regular office visits (at least annually, but usually every 3 to 6 months, depending on the medication).

Antibiotics and controlled substances, including narcotics, will not be prescribed without a visit.

Regular use of controlled substances, notably narcotic medications, will require a signed agreement between the patient and physician.

Refills are renewed during office hours and not after hours. Kindly call, fax or email us at least a week before you run out of your regular medicine. The office requests a minimum of 72 hours (three business days) to respond to prescription refill requests.

Please provide us with the following information to refill a medication:
• Your name, date of birth and best phone number to reach you
• Pharmacy name
• Pharmacy phone number
• Name of medication, dosage and frequency of taking the medication
• Amount of medication requested (30 days or 90 days, number of refills)

FINANCIAL POLICY

We are committed to providing you with quality and affordable health care. Our fees are representative of the usual and customary charges for our area. Please review our financial policies and ask us any questions you may have.

Patients with Insurance Coverage

All co-payments, deductibles and non-covered services are required to be paid at the time of service prior to your appointment. This arrangement is part of your contract with your insurance company. For your convenience we accept cash, checks, debit or or credit cards. We make every effort to accept a broad range of major insurance carriers. We will be happy to help you obtain the appropriate benefit from your insurance carrier by billing your insurance as a courtesy to you. However, you are responsible for the payment on your account. Portions of the bill may not be paid by your insurance company and are to be paid by the patient. Knowing your insurance benefits is your responsibility. Please contact your insurance company with any questions you have regarding your coverage.

Proof of insurance, which may include a driver’s license and your current, valid insurance card, must be obtained at each visit. 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 in 45 days, the balance will be automatically billed to you.

Nonpayment: A patient may be referred to a collection agency if no payments have been made at least 120 days since the balance was transferred to the patient. If you are unable to pay your bill please discuss this with us as soon as possible so we can work out a payment plan. We want to keep you as our patient. However, if your balance remains unpaid you may be referred to a collection agency and you and your immediate family members may be 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.

Checks Written with Insufficient Funds: a $20 fee will be charged to the patient for all returned checks.

Below, are the insurance plans we accept in our office:

  • Aetna
  • Excellus (Blue Cross/ Blue Shield)
  • Molina
  • GHI
  • POMCO
  • Fidelis (please call your insurer to ensure Dr LaFace is on your plan)
  • MVP
  • PHCS- Multiplan (please call your insurance company to ensure Dr. Laface is credentialed with  your plan)
  • Martin’s Point
  • Today’s Options

Patient’s Without Insurance Coverage

Patients without insurance coverage are requested to pay for services as rendered.

Credit Card on File

We now require all patients to keep an active credit card on file with our office.  Since many patients now have insurance plans in which they are responsible for larger portions of their office healthcare expenditures this is necessary in order for us to continue to provide dependable, high quality healthcare to our patients.

OFFICE HOURS
Monday 9am to 5pm
Tuesday 8:30am to 3pm
Wednesday 9am to 5pm
Thursday 8:30am to 3pm

(and by appointment)