General Information

Our team of professionals and staff believe that informed patients are better equipped to make decisions regarding their health and well-being. For your personal use, we have created an extensive patient library covering an array of educational topics, which can be found on the side of each page. Browse through these diagnoses and treatments to learn more about topics of interest to you.

Patient Appointments

Chatham Care, PC is committed to providing quality care to our patients. To ensure timely continued care, we encourage patients to schedule appointments in advance of follow-up due dates. We make every effort to be on time for our patients, and we ask the same courtesy from your family. If you cannot keep an appointment, please notify us immediately, giving a minimum of 24 hour notice to avoid any missed appointment fees. We realize that unexpected illnesses and emergencies may occur, but we ask for your assistance in this regard.

When calling for an appointment, please provide the following:

  • Your name
  • Your telephone number
  • Your chief complaint/reason for visit
  • As well as any updated contact or insurance information

Our office strives to schedule appointments at your convenience and when time is available.

While we strive to schedule appointments appropriately, emergencies can add and do occur in Primary Care. We strive to give all of our patients the time that they require. For this reason, we kindly request your patience and understanding should a delay or rescheduling become necessary on your appointment date.

Follow up may be required to be scheduled after testing has been completed, so that results may be reviewed together, so an effective and appropriate plan for our healthcare can be determined.

We encourage you to schedule appointments for preventative health visits, physicals, chronic medical conditions, prescription renewals and sick visits.

Cancellation of an Appointment

In order to be respectful of the medical needs of our patients please be courteous and call Chatham Care, PC promptly if you are unable to attend an appointment. This time will be reallocated to someone who is in need of treatment. This is how we can best serve the needs of our patients.

If it is necessary to cancel your scheduled appointment we require that you call one (1) working day in advance. Appointments are in high demand, and your early cancellation will give another person the ability to have access to timely medical care.

No Show Policy

A "no show" is someone who mises an appointment without canceling it within one (1) business day in advance. No-show inconvenience those individuals who need access to medical care in a timely manner. A failure to present at the time of a scheduled appointment will be recorded in your medical chart as a "no show". An administrative fee of $25.00 will be billed to your account. You will be sent a letter alerting you to the fact that you failed to show for a scheduled appointment and did not cancel the appointment within one (1) business day in advance along with the bill for the administrative fee. A copy of the letter will be placed in your medical record.

**Please not that No-Show charges are patient responsibility and will not be billed to your insurance company.

Insurance

Chatham Care, PC accepts most insurance plans. If you have specific questions regarding your insurance, please contact us at (317) 644-3461. It is patient responsibility to inform our office of any changes in insurance coverage. Failure to do so could cause delay or denial of insurance payment. Patients are responsible for co-pays at time of service. If applicable, you will be billed for services not covered by your insurance (as stated in your insurance contract) by our billing department.

Payments

Chatham Care, PC accepts cash, personal checks, MasterCard, Discover, Visa and American Express. Checks can be made out to Chatham Care, PC. It is the policy of Chatham Care, PC to make all reasonable attempts to collect outstanding balances' should they accrue, including, convenient payment arrangements.

Follow these attempts, accounts in poor standing will be outsourced to a third party for the purpose of collection.

Forms/Letters

We understand that at times, various forms or letters may be required to assist you with your healthcare needs. Our staff at Chatham Care, PC will be happy to complete forms and write medical letters as necessary upon your request. However, because this can be time consuming, please allow 7-10 days for completion of requested forms/letters.

Medical Records

Per HIPAA guidelines, copies of medical records must be requested in writing. To ensure your privacy, a form for release of medical information must be completed prior to receipt of these materials. All patients can request a copy of their medical records one time, free of charge. Additional copies may be requested at a nominal fee, please contact our office at (317) 644-3461 for more details. The law allows Medical Offices 30 days to complete requests for records. However, our medical records department puts forth every effort to respond to these requests in a timely manner.

Prescription Refills & Pharmacy Information

Please inform Chatham Care, PC of which Pharmacy you use and update us if this should change. Please allow one to two business days for refill requests. We encourage our patients to review their medications prior to their office appointments and to request refills at that time, if needed

Insurance & Patient Co-Payments

If you have insurance we will help you determine the coverage you have available. In order to best assist you, it is important that you submit your medical insurance information to us with a minimum of two business days prior to your scheduled appointment. This allows us time to contact your insurance company and obtain a breakdown of the benefits your employer or you have purchased from the company. In addition, you will want to bring medical benefit information that your carrier should be able to provide. Our administrative assistants will be happy to help you understand your policy.

Referral Consultations

Should you be diagnosed with treatment services, we will be able to provide you with a detailed plan which will give you an estimate of how much your insurance company may pay for each procedure, as well as the portion you will be expected to pay at the time of service.

Professional care is provided to you, our patient family, and not to an insurance company. The insurance company is responsible only to the patient as a benefit from the employer or individual plan purchase, and the patient is responsible to the doctor. We will assist you every way we can in the filing of your medical claim and handling of insurance questions from our office on your behalf.

In an effort to reduce the cost to you, the patient, while maintaining the highest level of professional care, we have established the financial policy as follows:

•  Payment of any account balance is due in full within 15 days of statement date.
•  We gladly accept Visa or MasterCard payments.

We are happy to schedule a second-opinion consultation with one of our doctors to discuss treatment diagnosed for you. It is important to us that our patients are committed fully to a recommended course of treatment, and we make every effort to provide all available information on the types of treatment completed at Chatham Care, PC, as well as options to make appointments comfortable.

All patients that are referred to our office from another practice, or who have self-referred themselves for a second opinion are required to undergo a complete examination by one of our doctors before they provide their diagnosis opinion. Please ensure that all available medical records and chart notes from your prior office have been transferred to us for review. Please note that many offices require 7–14 business days to transfer records.

It is imperative that we have all available medical insurance information in a timely manner, as we will be providing you with a comprehensive treatment estimate after your consultation with the doctor.

If you have questions about the consultation services we provide, please reception@chathamcare.com or call at (317) 644-3461.