Office Policies
No Show Policy
Please be aware that as of March 3, 2025, Hales Pediatrics has implemented a No Show Policy.
To avoid a $25 fee, please call to cancel or reschedule any appointment at least one business day in advance. This fee must be paid prior to your next appointment. Additionally, patients who are 20 minutes or more late will be considered a no show and asked to reschedule.
ADHD Policy
To refill your prescription, please call our office during business hours, Monday through Friday. When calling, please have the following information ready:
* Name of the medication (generic or brand name)
* Dosage
* Quantity
For same-day pickup, please call before 11 am. Requests placed before 11 am will be ready for pickup after 3 pm.
Financial Policy
As a courtesy, we will file your claim with your insurance company. Ultimately, however, the financial responsibility for charges incurred for services provided in our office is yours.
To avoid outstanding balances and to stay current, we require payment in full 30 days after your first statement and/or before your next appointment. Balances will be charged to your Credit Card on File as per our policy. Payment plans are available upon request.
Newborns
After your newborn arrives, please remember to add your baby to your insurance policy. This is not an automatic process. Most insurance plans provide a 30-day grace period for newborn enrollment. To avoid any potential insurance delays or unexpected financial burdens during this special time, please ensure your baby is added to your policy within 30 days of birth.
Copayments
Copayments are due at the time of service as per your agreement with your insurance company. For a hassle-free check-in at each visit, we are able to run your card on file.
Sick/Office Visits
For patients with deductible plans, sick or office visits will typically result in a patient responsibility until the deductible is met. To keep your account current, we ask that you make a payment within 30 days of receiving your first statement and/or before your next scheduled appointment. Your insurance company will send you an Explanation of Benefits (EOB), which you can use to review their coverage decisions.
Sick Visits During A Wellness Visit
During wellness visits, we sometimes identify and are asked about additional health concerns that require attention. When possible, we are happy to address these issues during the same appointment. Our physicians document all diagnoses and treatment that occur during the visit, which may result in a co-payment or other patient responsibility after your insurance processes the claim.
Wellness Visits
We find most insurance plans cover wellness visits and vaccines in full. However, every policy is unique and your policy may leave a patient portion. Furthermore, some insurance companies only cover a specific number of wellness visits per calendar year. Please make sure you are familiar with your policy. We are happy to work with you according to your benefits.
Self-Pay Patients
We are happy to welcome families with no insurance coverage who prefer to pay for services out-of-pocket. A 20% discount is provided and payment is required at the time of services. You may call our billing department to get an estimate ahead of time.
Credit Card on File Policy
To ensure timely payment of patient balances and improve the patient flow upon check-in, Hales Pediatrics has adopted a Credit Card on File Policy, effective July 1, 2025.
During registration, we will request your credit card information. Your credit card numbers will be encrypted and stored securely with our PCI Compliant credit card system.
Please note that all of your rights with respect to the use of your credit card will remain in effect. This new policy will in no way prevent you from being able to dispute a charge or question your insurance company’s determination of payment, and our knowledgeable billing department is happy to assist to the best of their ability.
Your credit card on file can be used for the following reasons:
Co-payments at the time of check in
Co-payments not collected from you at the beginning of the visit
No show or late cancellation charges
Remaining balances greater than 30 days after your first statement
Furthermore, payment plans are available upon request with a minimum payment of 20% of the balance.
If you have any questions about this policy, please call our Billing Office at 504-897-0744.
After your newborn arrives, please remember to add your baby to your insurance policy. This is not an automatic process. Most insurance plans provide a 30-day grace period for newborn enrollment. To avoid any potential insurance delays or unexpected financial burdens during this special time, please ensure your baby is added to your policy within 30 days of birth.