Office & Financial Policies

Thank you for choosing Olympic Dermatology & Laser Clinic. We have set forth a few of our policies which we hope will guide you during your time with our office. We are committed to building a successful provider-patient relationship with you and your family. Your clear understanding of our policies is important to our professional relationship. Please ask us if you have any questions about our fees, policies, or your responsibilities.

Courtesy

We strive to provide the best customer service and medical care to our patients. We are continuously working to improve our services and value your feedback. If suggestions, please let us know. Note, any foul language directed at our staff is not tolerated and will be grounds for immediate dismissal from our practice.

Appointments

Our office is open Monday through Saturday and appointments are scheduled between 8:30 AM – 4:45 PM. Because we know your time is valuable, we do our best to stay on schedule. Therefore, we ask new patients to arrive 20 minutes before their scheduled appointment. Any patient arriving 10 minutes late may be asked to reschedule. A pattern of no-shows, late cancellations or tardiness may result in discharge from the practice.

Phones and Leaving a Voicemail

Demand for our services is high and we do our best to answer all incoming phone calls, however due to volume it may be necessary to leave a voicemail. Please keep your voicemail brief, but be sure to leave your name, date of birth, return phone number, and the reason you are calling. We do our best to return all messages on the same day, but messages left after 4:00 PM will be returned the following business day. You may also use our Patient Portal to send us a message.

Demographics

It is your responsibility to notify our office of any patient information changes (i.e. address, name, insurance information, etc.).

By supplying your home phone number, mobile phone number, email address, and any other personal contact information, you are authorizing Olympic Dermatology to employ a third-party automated outreach and messaging system to use your personal information, the name of your care provider, the time and place of your scheduled appointment(s), and other limited information, for the purpose of notifying you of a pending appointment, a missed appointment, overdue wellness exam, balances due, lab results, office newsletters, or any other healthcare or office-related function. You are also authorizing Olympic Dermatology to disclose to third parties, who may intercept these messages, limited protected health information (PHI) regarding my healthcare events. You are consenting to receiving multiple messages per day from Olympic Dermatology, when necessary. You may opt out of automated correspondence at any time.

Referrals and Pre-authorizations

If your insurance company requires a referral and/or preauthorization, you are responsible for obtaining it.  We are available to assist you, but failure to obtain the referral and/or preauthorization may result in you being held responsible for the entire bill.

Medical Records

We are happy to send your medical records to another physician as a courtesy. At your request, we can also make your records accessible through our secure patient portal at no charge. However, our office charges $1.17 per page for the first 30 pages of printed copies of medical records, and $0.88 per page for each additional page.

To release records, we must receive a written request from the patient, parent or legal guardian.  Please allow (15) fifteen business days to process the request.

Product Returns

All sales are final on clearance items and prescriptive products. All other products have a 30-day limit on returns or exchanges, but the item must be at least 50% full. Returns on SKNV products must be made through their website at https://my.office.sknv.com/customerservice/contact

Minors

The parent(s) or guardian(s) is responsible for full payment and will receive the billing statements.  A parent or guardian must be present with the minor patient at the first visit. A signed release to treat will be required for an unaccompanied minor thereafter.  Patients over the age of 18 are responsible for any balances due.

Prescription Refills

We ask that all prescription refills be requested through your pharmacy.  Please allow 72 hours for us to process their request.  Our policy is not to renew any prescription for a patient who has not been seen in our office within the past year.  Some medications require more frequent monitoring.  If we require an appointment before a refill is approved, it is because we are trying to provide you with the best possible care.

In-House Prescription Refills

We request 24 hours’ notice for in-house prescription refills. The same prescription guidelines outlined above will be followed.

Nondiscrimination & Non-Harassment Policy

At Olympic Dermatology & Laser Clinic, we are committed to providing high-quality healthcare services in a safe, inclusive, and respectful environment. We believe in treating all individuals with dignity and respect and are committed to ensuring equal access to care for all patients, regardless of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected characteristic.

We will not tolerate any form of discrimination and have a zero-tolerance policy for harassment. Both our patients and staff should feel safe and respected while at our facility.   Harassment can take various forms, including but not limited to:

  • Verbal harassment or intimidation.
  • Physical harassment or threats.
  • Unwanted advances, comments, or gestures.
  • Displaying offensive materials.

We encourage both our staff and patients to report any form of discrimination or harassment. We take all concerns very seriously and will conduct a thorough investigation to take appropriate action to address the issue. We respect the privacy and confidentiality of all complaints, and we will conduct our investigation in a confidential manner to the extent of the law. Reports can be addressed to our Practice Administrator.

Phone/Video Calls, Taking Photo & Video, Or Recording

While on premises, patients and other guests are strictly prohibited from taking photos, videos or recordings of any kind with a camera, cell phone, tablet, or any other  device. We also that you refrain from taking phone calls or video calls while on premises. If you need to take an emergency call, please step outside. This policy is in place to protect patient privacy, enhance confidentiality, and maintain security. If you would like to obtain copies of your medical record, electronic images or other records of your medical visits, please complete a Medical Records Release Form.

 

Financials

All balances are due upon receipt of the billing statement. Balances not paid within 30 days of the first statement are subject to a .75% per month interest (9% APR). In the event of default of payment and/or failure to pay, you are responsible to pay the costs of collection, including court costs and reasonable attorney fees to be determined by a court of law. Any unresolved claims will be pursued in the Thurston County court system. Patients and all household members will be discharged from the practice if their accounts go to collections due to nonpayment.

If you need to make payment arrangements, please contact the Business Office immediately. Financial hardship will be considered should you meet the requirements. It is never our intention to cause hardship to our patients, only to provide them with the best care possible.

Returned Checks & Stop Payments

The charge for a returned check or check stop payment is $40.  This will be applied to your account in addition to the insufficient funds amount.  You may be placed on a cash-only basis following any returned check. If insufficient funds are not paid within 15 days, the amount will be sent to collections.

Cancellation & Deposit Policy

We attempt to remind you of your appointments, but it is strictly a courtesy contact. We kindly request a 48-hour advance notice to reschedule or cancel any appointments. A $45.00 charge will be incurred for missed medical appointments. This charge is not covered by insurance.  Missed surgery appointments will incur a $75.00 fee, also not covered by insurance.

Due to demand and time requirements, cosmetic appointments require a $100.00 deposit.  Deposits are forfeited for a late cancellation or no show. If your deposit is included in a package, $100.00 will be owed at your next visit and we will collect at the time of service.  Packages are expected to be completed within one year of purchase, otherwise treatments will revert to individual pricing and a refund, if applicable, will be sent to you.

Payment of Copays & Deductibles at Time of Service

We will do our best to inform you of your insurance benefits prior to your appointment. Patients are expected to present an insurance card at each visit.  After your appointment, our office will determine the approximate cost of your portion of the visit. All co-payments and deductibles are due at time of service, unless prior arrangements have been made with the Business Office.  We accept cash, check, debit and credit cards (American Express, Discover, MasterCard or Visa) as well as Care Credit.  Post-dated checks will not be accepted.  If you are unable to make payment, the appointment will be rescheduled.  Our Business Office always happy to prepare an estimate for you after your initial visit.

Self-Pay Accounts

Self-pay accounts are defined as follows:  1.) a patient seeking medical services without insurance coverage, 2.) a patient seeking medical services who is covered by an insurance plan in which the office does not participate, or 3.) a patient seeking medical services who cannot provide proof of insurance at time of service.

We do not contract with all insurance plans. There are some plans, such as Medicaid, that will not allow us to collect privately from you for medical services rendered. In this case, we will be unable to see you in our office for medical appointments and we will try our best to help you find another dermatologist that can assist you with your care.

If you are a self-pay account, you will be expected to pay in-full at the time of service and you will receive a 25% prompt-pay discount. If payment is not made at the time of service, we will honor the discount for 24 hours. If payment is not made within that timeframe, you are expected to pay in-full and you will not be eligible for any discounted rates. If the account is not current after 45 days, it will be referred to a collection agency and you will be discharged from the practice.

As a self-pay patient, the No Surprises Act states you have the right to receive a “Good Faith Estimate” explaining how much your medical care will cost.  This Good Faith Estimate is only an estimate which may be subject to change and may not reflect the overall total charges. There may be additional items or services not contained in this estimate to be recommended by your convening provider as part of your course of care. If new or additional services are recommended for a future date, please ask to be provided with an updated estimate prior to that upcoming service. This Good Faith Estimate is not a contract, and you are not obligated to obtain the items and/or services mentioned on the estimate.

If the actual amount billed exceeds the expected charges included in this Good Faith Estimate by $400.00 or more, it is your individual right to initiate the patient-provider dispute resolution process. For question for more information about your right to a Good Faith Estimate, visit https://www.cms.gov/nosurprises.

Pathology

If we take a biopsy, a sample of your tissue will be sent to a laboratory for processing. The lab will bill you a processing fee. There is also a pathology fee for examining the tissue that is charged by our office or an outside consultant.  Your insurance information will be forwarded to these other offices; however, they may not pay for these lab fees. If your insurance requires us to use a certain lab, it is your responsibility to inform our office before the specimen is sent. Pathology for cosmetic procedures will not be billed to insurance and will be your responsibility.

Questions? Contact Us

Thank you for choosing our office for your dermatological needs.  We value our patients and strive to deliver you with the best possible care! If you have any questions or concerns about our office policies, please call us at (360) 459-1700. We are always happy to assist!

 

Will my skin cancer screening be covered as “preventative”?

No. The only cancer screenings that are covered under the preventative care benefits are: breast, cervical and colorectal cancer screenings. Our office will not bill skin cancer screenings as preventative because they are not generally covered as a preventative service by insurance. Any applicable copays, deductibles and/or coinsurance would apply to skin cancer screening appointments.

Why am I receiving extra bills for my pathology or laboratory services?

  • Pathology Services: If we take a biopsy, a sample of your tissue will be sent to a laboratory for processing. The lab will bill you a processing fee. There is also a pathology fee for examining the tissue that is charged by our office or an outside consultant. Your insurance information will be forwarded to these other offices; however, they may not pay for these lab fees. If your insurance requires us to use a certain lab, it is your responsibility to inform our office before the specimen is sent. Pathology for cosmetic procedures will not be billed to insurance and will be your responsibility.
  • Laboratory Services: If you receive laboratory services, such as blood tests, you may receive a bill from a laboratory, such as LabCorp or Quest Diagnostics Laboratories, as they perform the analysis of the lab specimen.

I have been a patient for years; why is my visit billed as a “new patient visit”?

The American Medical Association and your insurance give physicians a specific set of codes that we can use to bill for office visits. These codes indicate that a new patient is any patient that has not been seen within the last three years.

How do I know if my insurance will cover my visit or surgery? How much will it cost?

  • Coverage varies with each insurance company, so please refer to your insurance member handbook or call your insurance company with questions about what’s covered. Deductibles, Coinsurance and Copays will be applicable for covered services. We do our best to inform you about your benefits prior to your appointment.
  • Please contact the billing office to request an estimate. Any estimates given are a general quote of benefits and are not a guarantee of payment. Actual payment is based on your insurance benefits. You should always check with your insurance company regarding your specific benefit.

When will I receive a bill? When am I responsible for my bill?

Our goal is to notify you of your insurance benefits prior to your appointment. After your visit, we will collect at time of service for any copayments or deductibles that may be due. We will submit the claim to your insurance, and you will receive a statement once the insurance processes.

All balances are due upon receipt of billing statement. If you need to make payment arrangements, please contact the Business Office immediately. We are happy to work with you. It is never our intention to cause hardship to our patients, only to provide them with the best care possible and the least amount of stress. Please understand that paying in a timely fashion is required or you may be discharged from the Clinic. Financial hardship will be considered should you meet the requirements.

Balances that are not paid within 30 days of the first statement are subject to a .75% per month interest (9% APR). In the event of default of payment and/or failure to pay, you are responsible to pay the costs of collection including court costs and reasonable attorney fees to be determined by a court of law. Any unresolved claims will be pursued in the Thurston County court system.

What is a referral or prior authorization?

Some insurance plans require a referral when seeking care from a specialist. A referral is completed by your primary care physician and is sent into your insurance company. It is your responsibility to obtain any necessary referrals. A referral means that your primary care physician has approved for you to see a doctor outside of your primary clinic. A referral DOES NOT guarantee payment from your insurance company. Olympic Dermatology will work with you and your insurance company to obtain prior authorizations for certain services. A prior authorization means that a proposed medical visit/treatment is medically reasonable and necessary. A prior authorization DOES NOT guarantee payment from your insurance company.

What is a deductible, coinsurance or copay?

  • Copay: A copay is the amount you owe for medical visits. They can vary by type of provider (specialists, primary care, etc.) Copays are due and collected for every visit until you reach your out-of-pocket limit set by your insurance company.
  • Deductible: A deductible is the amount you have to pay for medical care. Until you pay your full deductible, your insurance company will not make any payments on your medical bills. Just like auto insurance in the event of a claim, your deductible is due first, and then the insurance company pays. Even when you reach your deductible, you may still have copays and coinsurance due.
  • Coinsurance: Coinsurance is the percentage that you have to pay of your medical bills. Many plans are 70/30, 80/20, or 90/10 coverage, meaning you have to pay 30%, 20% or 10% of your bills respectively. Most plans require you to meet your deductible and then your coinsurance begins. For example, straight medical pays 80% of claims after meeting your annual deductible, so Medicare is 80/20 coverage.

What are my options if I am experiencing financial hardship?

If you are experiencing financial hardship, please call the business office at (360) 450-1700 option 5 to discuss your situation.

How can we help you?

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424 Lilly Road NE
Olympia, WA 98506

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