Practice Policies

When appointments need to be canceled or moved, please provide at least 24 hours’ notice so appointment availability can be offered to other patients who need care. Appointments canceled with less than 24 hours’ notice may be subject to a fee. No-show fees are not covered by insurance and are the responsibility of the patient. The no-show fee is $50 for regular appointments and $200 for surgery or cosmetic appointments. Payment of an outstanding no-show fee may be required before scheduling a future appointment. Repeated missed appointments or late cancellations may affect future scheduling.

Payment is due at the time of service. This includes patient responsibility amounts known or reasonably estimated at the time of the visit. Copayments are collected in full at check-in. Deductible amounts are collected in full when they are known or reasonably expected to apply. Coinsurance and non-covered services may be collected at the time of service when applicable. Cosmetic and self-pay services are due in full at the time of service unless other arrangements have been made in advance. Checks are not accepted.

Insurance claims are filed as a courtesy when applicable. Insurance coverage, eligibility, and benefit estimates are not a guarantee of payment. Patients are asked to bring an active insurance card to each visit for accurate processing. Many dermatology services are subject to a deductible. When it is likely that a service will be applied to a deductible or will not be covered by insurance, payment of the full amount may be collected at the time of service. After insurance finishes processing, any remaining balance insurance indicates is owed becomes the patient’s responsibility per the insurance contract between the patient and the insurance company. Scenic Dermatology is required to collect applicable patient responsibility amounts determined by insurance, including copayments, deductibles, coinsurance, and non-covered charges. If an upfront payment is collected and insurance later indicates less is owed, any excess payment will be refunded, typically after the claim is processed.

Some insurance plans require referrals, prior authorizations, step therapy, or other plan-specific requirements before services or medications are covered. Patients are encouraged to understand referral and authorization requirements before the visit. Please notify the office before the appointment if a plan requires a referral or prior authorization. The office may assist with prior authorization requests when appropriate, but approval is determined by the insurance plan. A prior authorization is not a guarantee of payment. If a required referral or authorization is not in place, the patient may be responsible for charges not paid by insurance.

Balances may remain after insurance processing, including deductible, coinsurance, copayment, non-covered, or denied amounts. If an insurance balance is not paid within 60 days, the balance may be converted to patient responsibility and a statement may be issued. If a statement balance remains unpaid after 30 days, a credit card on file may be charged when a card-on-file authorization applies. Accounts not resolved within 90 days may be referred to collections. Balances older than 90 days may incur a 1.5% monthly finance charge. Patients with billing questions are encouraged to contact the office before a balance becomes overdue.

Cosmetic services and other self-pay services are generally not covered by insurance and are due at the time of service. Cosmetic consultations, procedures, products, and treatments may require payment in full at the time of service. Insurance is not billed for services considered cosmetic or not medically covered by the plan. Deposits, cancellation rules, or procedure-specific policies may apply for certain cosmetic or surgical appointments. Package, promotional, or pre-paid services are subject to the terms explained at purchase or scheduling.

Scenic Dermatology may use phone, text, email, or other electronic communication for scheduling, reminders, billing, forms, follow-up, and general office communication when consent is provided or communication is otherwise permitted. Electronic communication may carry privacy risks despite reasonable safeguards. Messages may include appointment reminders, forms, billing reminders, or general office information. Text and email should not be used for emergencies or urgent medical concerns. For urgent symptoms, emergencies, or rapidly worsening concerns, patients should call 911 or seek emergency care. Communication preferences may be updated by contacting the office.

Medical photographs may be taken when helpful for diagnosis, treatment, documentation, monitoring, insurance support, or the medical record. Medical photos become part of the medical record. Photos may help document a skin condition, procedure site, treatment response, or biopsy location. Medical record photos are not the same as marketing photos. Use of identifiable photos for marketing, education, or public display requires a separate authorization when applicable.

Some dermatology visits include minor procedures such as biopsies, cryotherapy, injections, shave removal, excision, drainage, or other in-office treatments. Procedure-specific consent may be reviewed before treatment. Risks may include bleeding, bruising, infection, pain, swelling, scarring, pigment change, recurrence, incomplete removal, allergic reaction, or need for additional treatment. Pathology testing may be recommended when a specimen is removed. Procedure consent does not guarantee insurance coverage or payment.

Some tests or specimens may be sent to an outside laboratory, pathology group, dermatopathology service, or other third party. Outside laboratories or pathology services may bill separately from Scenic Dermatology. Separate bills may depend on the insurance plan, deductible, coinsurance, network status, and claim processing. Insurance may apply laboratory or pathology charges to a deductible or other patient responsibility. Patients should contact the billing office listed on an outside laboratory or pathology statement for questions about that separate bill.

Prescription refills and medication authorization requests require time for review and processing. Please allow 2 to 3 business days for routine refill requests. An office visit, follow-up, laboratory monitoring, or updated medical information may be required before a refill can be approved. Prior authorization requests for medications are reviewed by the insurance plan and are not guaranteed. If a medication is denied, alternatives may be discussed when appropriate. Pharmacy delays, insurance denials, shortages, and plan formulary changes may affect medication access.

Medical records and paperwork requests are handled according to office workflow, applicable law, and the information available in the medical record. Medical records may be requested through the office. Forms, letters, disability paperwork, school forms, work forms, or other documentation may require physician review. A visit may be required before certain forms can be completed. Paperwork requests may require additional processing time. Fees may apply when permitted by law or office policy.

Telemedicine may be offered when clinically appropriate and permitted by the patient’s location, insurance plan, and the nature of the concern. Not every condition can be safely or accurately evaluated by telemedicine. An in-person visit may be recommended when a skin exam, procedure, testing, or closer evaluation is needed. Insurance coverage for telemedicine varies by plan. Telemedicine visits may still be subject to copayments, deductibles, coinsurance, or non-covered charges.

Office policies may be updated from time to time to reflect changes in practice operations, insurance requirements, legal requirements, or patient care workflows. The most current office policy or consent form may supersede older summaries. Questions about how a policy applies to a specific visit, bill, or form should be directed to the office. This page is intended to improve transparency and does not replace formal medical advice, insurance determinations, or signed consent documents.