Last updated January 5, 2025
HIPAA Statement for Be Well Clinic, LLC
All information provided to Be Well Clinic, LLC in any form, including verbal, email or written, that falls beneath the Health Insurance Portability and Accountability Act (HIPAA) guidelines, will be kept confidential without express and written permission by the patient to whom that information belongs.
Disclosures:
Protected Health Information (PHI) is only accessible only as appropriate by the team members of Be Well Clinic.
All members of the Be Well Clinic team have limited access to client information. This includes invoices, receipt amounts, names, date of birth and contact information of the patients of Be Well Clinic, LLC. The access and usage of this information is limited by individual contracts and is used solely for business and client management purposes. No information is sold or given to a third party.
HIPAA compliant G Suite, and a secure EMR (Practice Better) are used for electronic health records*. Written PHI is kept in a file cabinet, and access is limited to Be Well Clinic team members, only as appropriate per their role.
You will be informed in writing of any changes to this HIPAA statement. If you have any further questions, please ask.
Communication Policies
There are several ways to communicate with your provider at Be Well Clinic. General inquiries about services, classes, appointment dates and times will not be charged.
Conversations by any media or type in which your provider gives health counsel will be billed according to the current fee schedule.
Although we strive to be available for support, we are not an emergency service. We will reply to you as soon as we can, and if you send an email or leave a message, we will strive to reply back by the end of the next business day.
For urgent questions outside business hours, please send a message to your provider stating that your situation is urgent and requires immediate attention, or call the sick line. We may be available to answer your question outside of business hours, but that is not guaranteed. If it is a true emergency, please call 911, or go to the nearest emergency room or urgent care center.
Please note that many forms of online communication used by the public including Skype, Zoom, and most email servers (including basic gmail, yahoo, hotmail, etc) are not HIPAA compliant modes of communication.
*Declining use of EMR will result in restriction of available healthcare services provided by Be Well Clinic. If you have concerns about your information being stored on a EMR, please contact our office.
Insurance Policies
Be Well Clinic is a “cash clinic”, and does not bill to any insurance. Payment for health services rendered is the responsibility of the patient, to be paid at the time of service, or as otherwise arranged.
Upon request, Be Well Clinic is willing to provide patient forms, superbills, or other documentation required if the patient would like to submit a request for reimbursement to their own insurance. A standard superbill can be issued for a $5 admin charge. If any additional forms need to be filled out by the provider, an additional fee will be collected according to our current fee schedule. Written or verbal notice prior to, or at the beginning of an appointment is required if you are planning on submitting forms to your insurance.
Flexible health spending account (FSA or HSA ) money can be used to pay for services rendered at Be Well Clinic, according to your individual insurance guidelines. If your insurance denies your submission, you, the patient, are still responsible to pay for services rendered.
There are non-insurance, share organizations “insurance alternative” options available to patients. A need or share can be opened with a diagnosis given by a diagnosing provider (Amy Mihaly, FNP-BC is a diagnosing provider.) If you are interested in learning more, please ask the front office for more information.
Cancellation/ Rescheduling Policy
Appointments missed by you represent time that could have been used for another person. In order to be courteous, and to keep costs low, please let us know at least 24 hours in advance if you need to cancel or move your appointment time.
If an appointment is canceled or rescheduled less than 24 hours from the scheduled appointment time, it is subject to a cancellation or rescheduling fee according to the current fee schedule as detailed below. Some appointment types require a card on file in order for the booking to be confirmed. If, in the case of cancellation or rescheduling less than 24 hours prior to the appointment, or in the case of a “No call/No show,” the provided card will be billed according to our current fee schedule.
Rescheduling Fee (if less than 24 hours before appointment time): $25/Appointment
Cancellation Fee (if less than 24 hours before appointment time): 50% of the cost of the scheduled appointment.
No-call/No-show: If there is no notification by phone or email of cancellation and the patient/client does not show up for appointment, the appointment will be billed at 100% of the cost of the appointment.
At our discretion, any new appointments made for a member of a family who has had a no-call/no-show will be required to be paid in full prior to the new appointment being confirmed. This includes in-person, scheduled phone or teleconference consultations.
On the third (and subsequent) instances of late cancellation, the full appointment fee will be charged. This includes in-person, scheduled phone or teleconference consultations.
Payment is due at time of service, and additional time will be charged per minute for time used in addition to the stated appointment time length. Payment methods include cash, check (payable to Be Well Clinic), or credit card/HSA cards. Cash and check are preferred!
An additional $10 fee will be collected at the time of your first initial visit to cover administrative time unless otherwise noted.
Fee schedule subject to change without notice.
Sick Line Policy
The Be Well Clinic Sick Line is for actively established primary care patients of Amy Mihaly. This does not include patients who are only participants of GAPS packages, GAPS programs or nutritional therapy.
Actively established patients are defined as:
- Children age newborn to 12 months who have attended each appointment of the First Year of Life Package scheduled up until this present date
- Children ages 1 year to 12 years who have had a well visit appointment with Amy Mihaly, FNP within the past year, or
- Patients over age 12 who have had a well visit appointment with Amy Mihaly, FNP, within the past 2 years.
- Patients who have an appointment scheduled but have not had a well visit appointment within the above time frames are not considered actively established and are therefore not eligible for the sick line.
The sick line will be in use during Loveland Clinic hours, M-F from 8:30 am-5 pm. On days that the Loveland Clinic is not open (for example, on holidays), the sick line will not be open. Calls received after hours and on days of closure will be returned the following business day.
Returned sick line calls will be billed at our current fee rates.
The sick line is not an emergency service, nor is it for scheduling or general questions. Our sick line should be utilized if you are seeking guidance on how to best support yourself or your child through his or her illness. All general questions should still be called into one of the offices’ main phone numbers. For emergencies, call 911 or go to the Emergency Department. We expect sick line conversations to be less than 30 minutes long, and we will strive to keep it within this timeframe. If your concern requires additional time we will help you determine if it is appropriate to seek emergent care or schedule an appointment with one of our practitioners.
Misc. Appointment Related Policies
Current patients are defined as a patient that has been seen by Be Well Clinic within the last 1 year (ages 0-14) or within the last 2 years (ages 14+)
If health questions are too complicated or numerous to be answered over the phone or by email, an in-office visit may be necessary. This is left to the provider’s discretion in order to provide you with the best and safest care and support.
Our appointments are family friendly, but any accompanying children must be supervised so that we can maintain a quiet healing environment.
Our schedule is subject to weather related closures. If you have an appointment the day of a weather closure, we will do our best to call you as soon as possible.
Fragrance-Free Zone
Be Well Clinic Loveland office is a fragrance-free zone. This includes any synthetic fragrances (including those in natural soap and detergent brands), as well as strong essential oils or any other scents or perfumes. This is for the safety and comfort of our sensitive patients and staff, and we deeply appreciate your cooperation. Learn more here.