Our Policies

Vaccine Policy

We believe that fully vaccinating your child is one of the most important things you can do to secure your child’s health. Our practice is pro-vaccination and we follow the vaccine schedule recommended by the American Academy of Pediatrics. While we do not mandate the flu, COVID-19, and HPV vaccines, we highly encourage our patients getting them.

We have created our policies with the safety and well-being of our patients in mind. We only allow for alternative or customized vaccine schedules on a case by case basis after discussion with a provider. We require patients who transfer into our practice and are behind on their vaccine schedule to agree to a catch-up schedule to become patients with us.

Linked below are resources to the most up to date vaccine schedule:
https://www.cdc.gov/vaccines/imz-schedules/downloads/parent-ver-sch-0-6yrs.pdf
https://www.cdc.gov/vaccines/imz-schedules/downloads/parent-version-schedule-7-18yrs.pdf

We know information comes from many sources, and it can be tough to figure out what exactly to follow. We are here to give you the most up-to-date and medically-accurate information to help you feel confident in your decisions. If you have concerns about the effectiveness or safety of vaccines, we are happy to talk with you about it.

If you choose not to vaccinate your child our practice may not be a good fit for you and your family.

Consent for Treatment and Confidentiality

As of July 1, 2024, Idaho law requires consent by a parent or legal guardian for minors to receive care. For ease of care, we ask for a “blanket consent” for our services, which will be in effect for a full calendar year. If parents prefer, they can specify consent for treatment for only specified care at each visit. In addition, the new laws give parents unlimited access to a minor’s medical records. We encourage you to ask any questions prior to signing the consent at your visit.

Clinical Exchange & Immunization Registry

Clinical Document Exchange allows different healthcare organizations to exchange patient records. Your participation allows other providers you see to obtain your patient records for treatment purposes. For example, your child is seen by a specialist or in the Emergency Room at another hospital. That provider can quickly access your child’s records to find out what medications your child is taking or if they have a medication allergy. How much of my data is being shared? Your most up-to-date Summary of Care record is made available and contains information including:

• Demographic data (name, date of birth, address)
• Clinical data (such as diagnoses, allergies, medications, history of procedures, diagnostic and laboratory test results, history of immunizations )
• Insurance Policies

Only providers at healthcare organizations that participate in Clinical Document Exchange through the interoperability framework Carequality are able to retrieve your records. They may retrieve your records for treatment purposes only. In accordance with industry standards many layers of security, including encryption, protect patient data when it is transmitted to a different healthcare organization. Please inform our office if you choose to opt out of clinical documentation exchange.

In addition to the clinical information exchange, our electronic medical record system has bidirectional integration with the Idaho IRIS (we can access immunizations given elsewhere as well as upload immunizations automatically to the state database). This helps us ensure all our patients are up to date on their immunizations as well as provides accurate information to ensure only the appropriate and needed immunizations are received. By default we share information with IRIS. If you choose, we can change this setting for your child/family via written request.

Appointment Policies

Masking

We do require certain sick visits to wear a mask along with the staff in the room with them. This includes all respiratory symptoms. Please be kind if you or your child over 2 is asked to wear a mask.

Cancel/Reschedule/Missed Appointments

We understand that unexpected circumstances may arise, causing you to miss an appointment. To better serve our other patients, we kindly request that you inform us before the office opens on the day of your appointment so we can offer your slot to someone in need. It will be recorded as a no-show if you miss, cancel, or reschedule an appointment without proper notice.

If a family accumulates three missed appointments, they may be dismissed from the practice.

Missed Double Appointment

For your convenience, we offer the option of double appointments for parents with two children needing to be seen on the same day. However, we will restrict this option for future visits if you miss a double appointment without proper notice.

Late Arrivals

If you’re running behind schedule, please call us to see if we can still accommodate you; the next patient kindly thanks you for showing up on time.

Well Visits

Yearly well visits are an important part of maintaining your child’s health and wellness. During these visits, we’ll perform routine screenings and check-ins. Every patient must be up to date on wellness care in order for us to provide refills of medications, referrals or other coordinated services.

During the visit if new health concerns arise, we need to discuss the management of chronic conditions, or prescribe medications, your insurance requires us to file a separate claim for this portion of the appointment, which may result in a copayment.

To ensure your child’s concerns are properly addressed, we may ask you to schedule a follow-up appointment if we cannot address all concerns in the allotted time.

Chronic Conditions

Conditions that require medication need routine monitoring. For example, patients receiving birth control medication must be seen at least once per year, patients with asthma must be seen at least every six months, and patients on medication for ADHD, depression, and anxiety must be seen at least every three to four months to monitor dosage, side effects, and any other changes. More frequent appointments may be required depending on individual situations.

Once per year, this follow-up visit may be combined with a well-child visit. Your insurance requires us to file a second claim for this part of the visit, and a copay and deductible may apply.

Medication Refills

Please submit refill requests through messaging on Spruce or by calling your pharmacy a few days in advance to ensure you don’t run out of your prescription. Our team will process the refill request within 48 hours. Sometimes, we may need to schedule a visit to review your child’s health and medications.

Financial Policies

We understand that financial matters can sometimes be difficult to discuss. It’s important that we all have a clear understanding of what’s expected.

Patient Responsibility

It is your responsibility to confirm with your insurance that Treasure Valley Children’s Clinic is in-network prior to your first appointment. If you are seen and your insurance is not accepted, you will be financially responsible for the visit.

Your insurance determines what you’ll need to pay, including copays, deductibles, or out-of-pocket limits. Contact your insurance company for details on what they cover. After they’ve passed on your portion of the visit to us, it’s our responsibility to bill and collect payment from you directly.

Billing for All Care Provided

We have to report all services and bill according to our fee schedule. Just like it’s a contract violation for you not to pay your insurance premium, it’s also a contract violation for us to not charge or undercharge for our services.

Insurance Cards

Bring your child’s insurance card to each visit. This helps us ensure we have the correct information and bill the right insurance.

Insurance Not Active at the Time of Appointment:

• Patients will be required to pay our self-pay rate ($200 for wellness visits and $140 for sick visits and consults).
• This does not apply to newborns under six weeks old.
• If insurance is activated and backdated to cover the appointment, any applicable credit will be promptly refunded.

Copayments

We are required to collect copayments at the time of your appointment. We can’t waive this payment for any reason due to our contract agreement with your insurance company.

Medically-based treatment

Treasure Valley Children’s Clinic prioritizes your child’s health by following the recommended routine screenings, including developmental, hearing, and vision, anemia, and lead tests. Unfortunately, not all insurance plans cover these screenings, so patients need to understand their coverage and inform our office if a screening is not covered before their appointment.

Time of Service Discount

No insurance or out-of-network? Pay in full at your appointment and receive a discount. This discount only applies on the day of the visit and can’t be applied to the portion of the bill you’re responsible for under your insurance plan, as that’s already discounted through our contract with your insurer.

Outstanding Personal Balance

• A $10 surcharge will be added to any outstanding balance with each statement after the first two cycles.
• After four statement cycles, unpaid balances may result in limited ability to schedule appointments unless a payment plan is established.
• After six statement cycles, accounts may be sent to collections, and the patient may be dismissed from the practice unless a payment plan is in place.

Newborns

As new parents, we understand that you have a lot going on, but it’s important to remember to add your newborn to your insurance policy within the first 30 days. Failing to do so may result in you being financially responsible for any visit and care not covered, so don’t wait until it’s too late! Insurance and employers’ policies may differ, however, all balances that are unable to be sent to your insurer after 6 weeks will become a personal responsibility.

Account Balances

We expect all patients to pay their bills in full within 30 days of receiving a statement from us. Please get in touch with our office to set up a payment plan if you need more time to pay the balance.

• A $10 surcharge will be added to any outstanding balance with each statement after the first two cycles.
• After four statement cycles, unpaid balances may result in limited ability to schedule appointments unless a payment plan is established.
• After six statement cycles, accounts may be sent to collections, and the patient may be dismissed from the practice unless a payment plan is in place.

Failure to pay an overdue balance on your account or set up and abide by an agreed-upon payment schedule can cause dismissal from Treasure Valley Children’s Clinic. We accept various forms of payment, including credit cards, checks, and cash. A $25 fee will be added to your account if your check is returned.

Quick Pay/Credit Card On File

QuickPay is our new credit card on file program that is here to save you time, reduce stress, and make your life easier!

Why QuickPay?

• Convenience for Families: Simplify your payment process—no more mailed statements, checks or extra trips to the post office!
• Go Green: Help reduce paper and postage waste by switching to electronic statements.
• Avoid Late Fees: Stay on top of payments effortlessly and stress-free. Who is QuickPay For?
• For everyone!
  • New Patients: QuickPay enrollment is required to ensure a smooth payment process from the start.
  • Existing Patients: Optional, but highly encouraged for its ease and benefits.

How Does QuickPay Work?

• Easy Enrollment: During clinic registration or your child’s first appointment just provide your credit card or Health Savings Account (HSA) card information at check-in, this is stored within our secure credit card processing system.
• Monthly Statements:
  • An electronic notification is sent via text between the 1st and 8th of each month for anyone with an outstanding personal balance greater than $5.
  • Prefer a different payment method? Just let us know, and we can change your payment preference or set up a payment plan if needed.
• Effortless Payments: Your credit card or HSA card is charged 7-10 days after notification, ensuring payments are handled on time with no hassle.

Minors

Anyone accompanying a minor to their appointment is responsible for taking care of any payment due, like a copay. To make things super easy, you can pay over the phone using your credit card or, even better, enroll in our Auto Pay program!

Well Child Visits

Your child’s yearly physical is all about keeping your little one healthy. Unfortunately, if any new issues arise or we discuss managing chronic conditions during the visit, your insurance will require us to bill a separate claim and collect a copayment. These two parts of the visit must be billed and filed separately; otherwise, it is in violation of our insurance contracts.

Overpayment

Occasionally there may be an overpayment made on an account. Provided that there are no outstanding balances on the account, we will ensure that a refund is issued in a reasonable amount of time.

Custodial parenting arrangements

We understand that parenting arrangements can be complicated, but we’re looking to you when it comes to paying for your child’s medical care. No matter what your divorce decree, custody agreement, or other arrangement says, you’re responsible for covering the cost of the care we provide to your child. To help, we’ll provide receipts for any medical bills you pay if you need them.

Termination of Practice-Patient Relationship

In rare instances, Treasure Valley Children’s Clinic may ask a family to transfer care out of our practice. Reasons for this request may include, but are not limited to:

• Repeated no-shows or late arrivals, which is unfair to our providers and patients and strains our practice;
• Unkind and disrespectful treatment of our staff, which is never tolerated;
• Rude or disruptive behavior
• Refusal to pay fees owed to the practice (or refusal to make or follow through with an agreed-on payment plan);
• Irreconcilable differences in medical philosophy; and
• For any other reason, the practice, in its sole discretion, deems termination of the practice-provider relationship is warranted.