Policies and Procedures

Appointments and Scheduling

Our phone lines are open beginning at 7:30am weekdays and 8:30am Saturday for acute care appointments.

Our office is organized around an electronic appointment system. This enables us to work as efficiently as possible and reduce wait time. In order to provide enough time for your visit, you will be asked the nature of your problem.

In case of an emergency, we will make every effort to see you as soon as possible. There may be certain times when you have an appointment and we are running behind schedule. Our receptionist will let you know if your physician is running behind schedule. You have the option to reschedule your appointment if necessary.

Appointment Length

• New patients - 30 min
• Complete physical appointments - 30 min
• All call-in or follow up appointments - 15 mins

Call-In Appointments

There are a minimum of six call-in appointments per day, per physician. Call-in appointments are for acute illness which require urgent attention, i.e. within two weeks. Scheduling for an acute visit is on a first come, first serve basis; the phones open at 7:30 am and typically fill up early morning.

• Once the spots are filled, the patient is placed on a wait-list. The patient will then be called if a spot opens up because of a cancellation.
• If the patient cannot be scheduled due to a full capacity schedule, the patient can call the following am, or proceed to urgent care.

 

Confirming / Canceling Appointments

You will receive a phone call two days prior to your appointment from our automated call center. Follow the prompts to either confirm or cancel your appointment. Our automated call center will also contact you if our office has to close for reasons beyond our control.

If you need to cancel or reschedule an appointment, please let us know 24 hours in advance. Missed appointments may be assessed a $25 fee.

No-Show Appointments

• Three no show appointments accumulated at any time are grounds for dismissal from the practice. These are problematic as sick patients could have taken the spot that was vacant secondary to the missed appointment.
• No-show physicals - will be charged.

 

Referrals and Blood Work

Office visits frequently require referral to specialists or blood work. Blood work can be done in our office, and/or any Compunet location. Depending on the type of blood work, patients may be required to get the blood drawn at Compunet. Results will be available between 24 hours and 7 days.

Referrals require substantial work from our staff. The staff must contact the referral office, fax over necessary information, and determine availability, therefore all effort should be made by the patient to attend this referral visit.

For both blood work and referrals, if the patient has not heard directly about the results and/or next steps in treatment within 7 days, the patient should call the office and enquire as to whether the results have been received by the office.

If the patient schedules an appointment with a specialist themselves, or gets blood work done by another physician, Dayton Family Practice should be notified by the patient. This is to ensure continuity of care.

The patient should always receive notification of results from the office - the physician reviews all labs and test results ordered by Dayton Family Practice.

 

Physician Phone Calls

All physicians at Dayton Family Practice have dedicated time to directly communicate test results with patients. Patients can call between 12 and 12:30pm M-F. These phone calls are for communication of test results or referrals ordered by Dayton Family Practice.

The 12-12:30pm calls should be reserved for communication of test results only, it is not the time for medical advice; appointments should be made for medical advice.

Should a patient not be able to speak during the 12-12:30pm time allotment, a request can be made for physician to call at alternative times. If this is not possible, a message will be left with the physician and communication will be relayed through a medical assistant.

 

Admission to Hospital

If a patient is admitted to any inpatient facility, Dayton Family Practice should be notified by the patient or family. A followup visit within 14 days after discharge from the facility with the patient's physician is very important for continuity of care.

 

Copayments

Copays are charged during a nurse visit or encounter; they also may be charged a copay if the labs are done at Compunet depending on insurance requirements.

 

Insurance & Billing

We accept assignment on all Medicare patients. We will accept Medicare’s maximum allowable fee for each of our charges. We accept most major insurance carriers.

Our billing office works to get claims submitted to your insurance carrier within one day of the date of service. Most claims are filed electronically based on your carrier. We are currently not accepting new patients with CareSource, Molina, Ohio Medicaid, or Workers Compensation. Insurance carriers require all co-payments to be paid at the time of service. We also require all balances to be paid at the time of service. If you have any billing or claim related questions, please call our billing office at (937) 254-5661 between the hours of 9:00 a.m. and 4:00 p.m.

 

Office Manager, Kyle McMahon