Frequently Asked Questions

Your medical record has gone from a paper chart to an electronic chart. Your physician is now able to view your entire medical history via a computer system called an electronic health record (EHR). The electronic health record is organized in a way that permits your physician or medical provider to easily see various aspects of your medical history in an organized manner. The electronic health record is also referred to as an electronic medical record (EMR).

The benefits of the EHR are significant. The application of a computer allows the physician to type in your information into the system or download information from other databases, such as the hospital’s laboratory system or x-ray reports. In some cases, your physician will be able to view x-rays done at our imaging centers. A provider can access all of the patient’s medical, surgical and clinical information at the push of a button.

The EHR also improves physicians’ productivity by allowing better documentation that is standardized, legible and accessible by associates. Because the physician types the information into the EHR, it provides improved legibility which helps to reduce misinterpretation of clinical information such as medication and dosage information.

Communication of patient information from various other Community Care Physicians’ providers is another feature of our EHR. Our physicians can access your medical records when they are not in the office. This is especially helpful when they are covering for another physician and need to review your medical information when called by the emergency room or you.

The major benefit of the EHR for patients is the access our Community Care physicians and non-physician providers have in understanding the various aspects of your medical care. We no longer are working in the dark because a paper report isn’t available or filed incorrectly in the office. The EHR gives your provider access to your files when they are out of the office, so your records are immediately available when they’re needed. Patient records are immediately accessible so the doctor can provide care with the most current information at the time it’s needed.

All prescriptions are completed electronically as well. Your doctor can print and sign them or fax them directly to the pharmacy from the computer. Once the prescription is in the system, it is easy to renew. There is no need to question handwriting. Furthermore, this system provides better documentation in prescribing medications.

Yes. An electronic health record is more secure than an ordinary paper chart. Confidentiality is a large part of healthcare and is upheld with the computerized system. The system is HIPAA compliant and requires password and log-in for each user. There are multiple layers of security- not everyone can access all aspects of a patient’s record. This differs from a paper chart that anyone can pick up at anytime and read. Audit trails are utilized to track which charts are viewed by which log-in and what part of the record is accessed. There is also a signature authority to track who accesses what in the electronic health record. Automatic log-offs ensure records aren’t accidentally left open for someone to breach.

Your copay is an agreed upon contracted rate, there may not be any change; should there be a change you will be made aware of it as soon as we know.

Should you have a deductible to meet that rate may vary per the nature of the visit.

No. This technology provides real time decision support for providers. The computer doesn’t tell the doctor what to do; it simply makes accurate information accessible so the doctor can make the medical decision.

Payment Options We accept cash, Visa, Mastercard, Discover, American Express, and personal checks.

Card-on-File We encourage patients to keep a credit card on file to make the checkout process easier, faster, and more efficient. You will no longer receive statements from us, but you will continue to receive your Explanation of Benefits (EOB) from your insurance carrier once your claim has been processed, detailing the charges and payments made on your behalf.

At check-in we will: scan the credit card of your choice, including your Flexible Spending Account (FSA) or Health Savings Account (HSA) card

After your insurance has paid their portion, we will:

• notify you via email of the balance owed
• charge the balance owed to your card on file
• email a receipt for the charge

Your credit card information will always be fully protected by our off-site, card-processing partner Elavon, and not on our computers, as required by industry standards (Payment Card Industry Data Security Standard – PCI-DSS).

If your pharmacy sent a refill request or you called for a refill and it was rejected, it is likely because you missed your previously scheduled follow-up visit. It also may indicate that they are due for bloodwork if you have any chronic conditions that need routine blood monitoring. We always outline the expectations for follow up appointments when the medication was prescribed. Please see below for some examples of condition follow up:

• Controlled substances – every 3 months, labs every 6 months
• Blood pressure/cholesterol/depression meds/Thyroid/diabetes – a visit every 3-6 months with labs. The frequency of your visits is determined by your provider.
• Testosterone/PrEP – visit and lab every 3 months
  • You can get a short-term medication refill (7-30 days) but you will be expected to make your regular follow up visit and labs that day may be required of you.

The turnaround time for testing depends on the time you had your test and the type of test done. For routine imaging and labs, we expect around 7 days for the office to receive the results. All imaging is reviewed by a provider within 5 days then the nurse will call with the results. Please note, all abnormal imaging that needs immediate attention is typically called same day by the imaging facility to a provider and the patient is made aware

The initial medical visit is to allow the provider to create a care plan with you, and to go over all your health history and address any immediate medical needs. This may include medication refills, referrals or acute conditions that need to be managed first. There are instances where the first visit may be converted to a physical. This is at the discretion of the provider and only during the establishment visit, after the provider has determined that no immediate needs need to be addressed.

A physical is an annual wellness exam. Most (not all) insurances cover the cost of this exam. At a physical the provider will go over your health maintenance for the past year. At the physical appointment the provider will make sure you are up to date with your immunizations, your screening exams and review or order your annual labs. You are only permitted one “physical exam” visit in a calendar year. All other exams, med refills, referrals , lab result discussion done during a physical appointment will be subject to your deductible or co-insurance depending on your insurance plan.

Not all labs and imaging require a follow up, it is condition dependent and is on a case by case basis. We strive to review labs and imaging in a timely manner in order to avoid unnecessary visits. However, if you have abnormal labs or imaging, we have a responsibility as your care provider to educate you on your condition and discuss the plan. Additionally, if the labs were from a physical (preventative visit), you will still be subject to your regular office fee for follow up as lab reviews are not considered “preventative”.

If you have an HMO, you must get an authorization generated by our office through your insurance company to direct you to specialists in your network. If you have a PPO, you typically don’t need a referral but some specialists require an order from your provider, which requires an office visit; to ensure proper documentation is completed.

Although physicals are considered preventative and covered 100% by insurance. The screening labs are not always covered at 100%, therefore if you have a deductible or had a test that insurance does not cover, you will be billed for the amount not covered. It is your responsibility to find out what your insurance will and will not cover. We cannot provide that information as the plans change on a regular basis and it would not be possible to give an accurate estimate.

Alternative: If you have a high deductible plan, consider opting for self-pay labs instead of going through your insurance. The fee schedule can be provided for you.

:We charge a $25 convenience fee for labs drawn in our facility to cover the cost of staffing a dedicated phlebotomist. This does not apply towards your deductible and is not part of preventative coverage from insurance. You have the choice of going to a lab draw facility such as Lab Corp or Quest, you just have to let your provider know to give you a lab order prior to you checking out.