FAQ: Office Policies & Fees

 


- Are You Accepting New Patients?
- How To Schedule an Appointment
- How Do I Cancel/Reschedule an Appointment?
- What Is the Difference Between Primary Care and Functional Medicine?
- When Is Payment Due?
- I'm a New Patient, How Should I Prepare for My First Visit?
- What Do I Need to Know About My Health Records?
- Do You Accept Insurance?
- How Do I Submit My Claim to Insurance So I Can Receive a Reimbursement?
- What Types of Payment Do You Accept?
- Is There a Fee For Cancellations or Missed Appointments?
- Do You Charge for Phone Calls and Responding to Messages?
- How Do I Contact the Office About Administrative Matters?
- What's The Quickest Way to See My Test Results?
- How Do I Get Prescriptions Refilled?
- I Have Some Medical Forms That Require a Doctor's Signature. Will You Fill Them Out for Me?
- How Do I Sign Into the Patient Portal?
- Which Practitioner Will I See?
- How Are Tests Ordered?
- How Do I Perform In-Home Testing?
- What Do I Do If I Receive a Bill in Error?
- How Do I Send a Question or Concern About My Care?

Are You Accepting New Patients?

 

Yes. We offer both general medical care and functional medicine.

How to Schedule an Appointment

 

For all new patients, go to CONTACT US and fill out the appointment application. Once that has been completed, it will be sent directly to our office email where we can reach out promptly to book an appointment.

 

If you are an established patient, click on the ACCESS PATIENT PORTAL button, which will take you to the IMNY Patient Portal where you can request an appointment.

 

If you need an urget or time sensitive appointment, call us directly at 212-399.7000.

How Do I Cancel or Reschedule an Appointment?

 

You must notify the office if you are unable to keep your appointment. Please call 212-399-7000 or message Lina or Monique directly in the patient portal at least 24 hours or one business day in advance.

 

There is also an option to leave a voicemail if your call is not answered. All voicemails are screened throughout the day. If you fail to do so, there is a non-refundable $100 cancellation fee.

What Is the Difference Between Primary Care and Functional Medicine?


Since our practice provides both Primary Care and Functional Medicine, we thought it important to help you understand how functional and conventional medicine differs.


Primary Care treats patients on the basis of evidence-based guidelines for illness management provided by the various medical organizations. The focus is on diagnosing a disease or illness and providing treatment that alleviates symptoms. The approach is reductionist and focused on what “disease” you have.


Preventive Care utilizes the US Preventive Health Task Force screening guidelines for the detection of illness. We also provide immunizations based on CDC guidelines.


Functional Medicine identifies the root cause of illness with a systems approach; analyzing nutritional, metabolic, genetic, microbiome and lifestyle factors. Symptoms are not merely suppressed; patterns are analyzed to identify the underlying mechanisms of an illness. Your medical history timeline is reviewed so that we can understand what factors led to your current health issues.


By identifying physiologic imbalances in key systems we can develop individualized treatment plans based primarily on diet, nutrition and lifestyle management. We also focus on education, the key to creating a therapeutic partnership with our patients. Our team approach includes nutritionists and health coaches. 

When Is Payment Due?


Payment for IMNY services in full is due at the time of your visit. We accept credit card payments or cash. We require that you maintain a credit card on file.


Costs of all outside diagnostic tests, including laboratory work and imaging are paid to outside providers. You are responsible for any service that your insurer does not cover. We will advise you of the costs of functional tests we may recommend. Many functional labs are out of network and you should check with the specific lab and your insurer to determine your financial responsibility.


Even if the insurer determines that certain services are not covered because it considers them to be unreasonable, medically unnecessary, or inappropriate, you are still responsible for those charges.

I'm a New Patient. How Should I Prepare for My First Visit?


Please do the following before your first appointment:


  • Register at the Power2Patient (P2P) online portal at www.power2patient.net and click on the QUESTIONAIRE button on the left hand side of the screen.
  • This questionnaire and other standard forms must be filled out entirely at least 48 hours before your appointment. Because all communications are done via the Power2Patient portal, you must be registered to receive messages, view test results, and communicate with the office.
  • Your appointment will be cancelled if either your questionnaire, reason for visit, or medical history is not completed at least 2 business days before your appointment. There is a non-refundable late cancellation fee of $100.
  • Functional Medicine Patients may be asked to complete additional forms prior to or at the time of your visit.
  • When you schedule an appointment with our practice you will be asked to leave a credit card on file to complete the registration process. We require a $250 deposit to reserve a functional medicine appointment.
  • Fax your medical records to the office (preferred) at least a week before your scheduled appointment. Our staff will scan these reports into your medical record. Our fax number is 877.413.3872. You can also mail your records to the office:


Integrative Medical NY Attn:
Monique Rosario,
200 West 57th Street, Suite 200,
New York, NY 10019.


Please present a photo ID and a current insurance card upon your arrival. You must agree to have your photograph taken as a part of your medical record. You will be asked to sign several standard privacy policy statements and waivers.

What Do I Need to Know About My Health Records?

 

Your P2P Health Record is created to store your personal health information online, including health conditions, allergies and medications. Any information provided as part of an Intake Questionnaire becomes part of your P2P Health Record.

 

You agree to provide accurate information for your P2P Health Record, to periodically review such information, and to update such information before each appointment. The more up to date your medical record is, the better we can provide the utmost care. For additional information regarding the use of your P2P Health Record, please see our Privacy Policy.

 

It is your responsibility to confirm any third party information in your P2P Health Record. You may authorize another person (such as a family member) to access your P2P Health Record by providing them your Patient ID and password.

 

You acknowledge and agree that, unless you have a written agreement with IMNY to the contrary, we will be (a) reviewing continuity and editing your P2P Health Record for updates, accuracy and completeness; or (b) relying on your P2P Health Record in connection with making treatment decisions.

 

As a group practice you acknowledge and agree that, to the extent authorized by you, all members of the group may access your P2P Health Record and respond to your inquiries or provide services to you via P2P.

Do You Accept Insurance?

 

We have opted out of participation with insurance, which considers us to be out of network. However, your insurance plan does cover certain testing and procedures ordered by us from participating laboratories, radiology facilities, and consultants, except in the case of Medicare Advantage plans and strict plans that do require a PCP assigned to you, which require a participating provider.

How Do I Submit My Claim to Insurance So I Can Receive a Reimbursement?

 

After your visit, a CMS 1500 insurance claim form will be generated and uploaded into your patient portal under the Documents section. You can mail the claim to your insurance plan to address listed on the back of your insurance card. There is also an option where the office can submit the claim form for you. The claim form will include the date of service, appropriate procedure and diagnosis codes and the amount that was paid for the visit.

What Types of Payment Do We Accept?

 

We accept Cash, VISA, MasterCard, American Express, and Discover Card. Personal checks are not accepted. We ask that you keep an active credit card on file at our office as part of your registration with IMNY. You will be notified in advance before any charges over $100 are charged to your card.

Is There a Fee For Cancellations or Missed Appointments?

 

Our scheduling system will send appointment reminders to the email address and text reminders to the phone number and email address we have on file for you. Reminders are sent until we receive your confirmation. If you do not receive the reminder for some reason, you are still responsible for keeping or rescheduling your appointment.

 

If you need to cancel an appointment, you may do so by calling our office at 212-399-7000, or by messaging Lina or Monique in your P2P Patient portal. If you fail to cancel prior to 24 business hours before your appointment, or you do not show up for your appointment, you will be charged a $100 non-refundable cancellation fee. You will be unable to have prescriptions refilled or make another appointment until this fee is settled.

 

Although we try to accommodate patients who are late for their appointment, if you are more than 10 minutes late, we reserve the right to cancel the appointment, charge the late fee, and ask you to reschedule.

Do You Charge for Phone Calls and Responding to Messages?

 

Phone consultations are not covered by insurance. Phone consultations are at a rate of $100 per 15 minutes for NP Leah and $150 per 15 minutes for Dr. Maurice Beer, which will be discussed with you at the time you schedule. Billable time includes chart preparation, consultation, order submission and documentation by the practitioners. Administrative fees may apply at the discretion of the providers (same rate as phone consultation).

 

We are available for non-urgent questions through the P2P portal’s messaging system. These questions should be succinct and easily answered. If your question is complex or requires investigation you may be asked to schedule an office or phone appointment. Messages to a practitioner that take over 10 minutes will be billed at the same rate as an in-person appointment.

 

Please call the office and do not message us about matters that require same-day attention or that are best discussed during an appointment.

 

NOT FOR EMERGENCIES. The P2P Services are not for use for medical emergencies or urgent situations. IF YOU THINK YOU MAY HAVE A MEDICAL EMERGENCY, GO TO THE NEAREST HOSPITAL, URGENT CARE CENTER OR CALL 911 IMMEDIATELY.

How Do I Contact the Office About Administrative Matters?

 

You can message specific staff members with questions related to billing, payments, testing, medical records, forms and letters. Please see our list of administrative staff so you can direct your question to the right staff member. If you have questions regarding Functional Medicine, please send a message to Monique Rosario directly in the patient portal or call 212-399-7000.

What's The Quickest Way to See My Test Results?

 

You can view your test results online in your P2P Patient Portal under the “documents” section. All test results are screened by medical staff and cleared for viewing in the patient portal. Although communicating via the portal may seem impersonal, it enables us to provide you with the full test report and to document this information in your medical record.

 

It is your responsibility to schedule a follow-up appointment to discuss the results. Receiving a report does not replace an office visit to discuss the results in detail and establish a treatment plan.

 

We will contact you by phone if there are any critical or urgent results.

 

Please note that some specialized functional tests can take several weeks to complete. If you do not see your results on the portal after two weeks, you should alert us by sending a message to the medical assistant Alecia Dixon or Binta Ndoye via your patient portal. We want to be certain that no test results are lost. The practitioners will review your functional tests with laboratory consultants prior to your visit to derive maximal information about the results and discuss these reports at your follow up visit.

How Do I Get Prescriptions Refilled?

 

You can make refill requests through the patient portal (preferred) or have the pharmacy fax a request to 877.413.3872. Please allow at least 48-72 business hours for us to process prescription refills. Requests received on Friday may not be filled until Monday.

 

Some refill requests may require an office visit. This decision is based on the discretion of our IMNY Providers. Long-term prescriptions require follow-up visits every 3-12 months, depending on the condition. If you run out of your medication, it is most likely because you are due for a follow-up visit. Please inform us during your office visit if you need any refills.

 

Requests for new prescriptions require an office visit for proper evaluation. Refills for all controlled substances require an office visit.

 

If you have run out of a necessary medication but are unable to come to the office, we will prescribe a courtesy supply to last until your follow-up visit. Please note that we will not be able to refill 90-day prescriptions obtained from mail-order prescription services.

 

Please provide the following information when requesting a refill via the patient portal. Failure to do so may delay fulfillment.

 

Name and dose of medication

Current directions, which should coincide with your medical record

Name, address and zip code, and phone number of desired Pharmacy

I Have Some Medical Forms That Require a Doctor's Signature. Will You Fill Them Out for Me?

 

We will be glad to complete forms and write letters at your request. These include employment and school forms, DMV car placard forms, jury-duty medical deferment letters, and others. However, because of the time required to fulfill these requests, we must charge an administrative fee starting from $25 and up, depending on the form or letter. Please allow two weeks for a form or letter to be completed, although we will try our best to accommodate any extenuating circumstances.

How Do I Sign Into the Patient Portal?

 

Please review the instructional guide to make use of the P2P Portal or you can visit https://www.power2practice.com/article/new-patient-portal-registration-process/ for a video demonstration.

 

You can also contact support staff at P2P by calling 855.667.1967.

 

If you continue to have problems or need your password reset, please call the office at 212-399-7000.

Which Practitioner Will I See?

 

Primary Care Patients are seen by our Nurse Practitioners. Functional Medicine Patients are seen by  both Dr. Maurice Beer and Nurse Practitioner Leah Geoghegan. If in the event you prefer to see Dr. Beer and he is unavailable, we will schedule you on a day that he is present in the office and the visit will be initiated by the Nurse Practitioner who can then consult with Dr. Beer.

How Are Tests Ordered?

 

Test requisitions may be given to you in person or are made available to you in the “Documents” section in your patient portal. This includes blood testing and imaging requests. You can print out these requisitions, schedule the procedure when advanced scheduling is needed and bring the form with you to your appointment. If you are scheduled for a follow up appointment that requires testing, we will post date a requisition and leave it on file in your portal under the “Documents” section.

 

Please keep in mind that certain imaging procedures, laboratory testing, and medications may require prior authorization by your insurance company. Do not schedule your appointment or have the procedure until you are notified that the prior authorization has been secured. Failure to have prior authorization in place may leave you responsible for paying for the procedure. Prior authorization can take up to 72 hours to secure. The medical assistants handle this process and questions should be directed to them.

How Do I Perform In-Home Testing?

 

For Functional Medicine Patients: You will receive a test kit before leaving the office with written and verbal instructions from the medical assistant. If you have additional questions, use the link provided in the RESOURCES section of the website. In some cases we will have the laboratory ship the test kit to you.

 

Home Blood Draws are available if the preferred laboratory participates with Home Draw services. If this is something you would like, please bring this up to the medical assistant’s attention when receiving laboratory requisitions.

What Do I Do If I Recieve a Bill in Error?

 

You may receive bills for services from other providers, consultants and labs. You may receive an EOB (Explanation of Benefits) from your insurer detailing your visit and coverage and any balances due for services. An EOB for services or laboratory testing is not an actual bill. If you receive an invoice from a laboratory center, you may be required to make a payment to the laboratory for testing that is not covered by your insurance. This situation is to be resolved between you, your insurance company, and the laboratory center.

 

If you receive a bill for lab services, we may or may not be able to assist you in reducing the bill.

 

If you have questions about your laboratory bill, send a message to our Medical Assistant Alecia Dixon.

 

If you have questions about any other bill or invoice, please message our office Manager Monique Rosario.

How Do I Send a Question or Concern About My Care?

 

We aim to provide the best service and care to all our patients. If you have been dissatisfied in any way, please message our office manager Monique Rosario and she will respond to you and assist you in the best way possible.