08/20/2026
🪷OFFICE POLICY UPDATE — PLEASE READ🪷
As our practice continues to grow, we’ve recently made some changes to our office policies to ensure a more streamlined process and allow us to serve all of our patients to the best of our ability.
Our schedule is currently booking approximately three months in advance, so it is increasingly important that appointments are properly prepared for and that reserved appointment times are respected.
Please review the updated information below:
📝 INTAKE FORMS & NEW APPOINTMENTS
Effective immediately, all required intake paperwork must be completed and returned BEFORE a new patient appointment time is finalized.
These forms provide important information that allows us to determine the appropriate type and length of appointment needed. Once the required paperwork has been received and reviewed, an appointment time can be reserved.
If you are already scheduled and have received paperwork by email that has not yet been completed, it must be submitted no later than TWO BUSINESS DAYS before your appointment in order to continue reserving that appointment time.
If the required paperwork is not received by the deadline, your appointment may be cancelled and the time offered to another patient.
📞 COMMUNICATION FROM OUR OFFICE
Our staff makes MULTIPLE attempts prior to appointments to:
• Obtain current insurance information
• Make sure required forms have been received and completed
• Address outstanding information needed for your visit
• Confirm your scheduled appointment
Please respond when our office contacts you.
Failure to respond to repeated attempts to obtain necessary information or confirm your appointment will result in forfeiture of your reserved appointment time, and the appointment will be cancelled.
With patients waiting months for appointments, we cannot continue holding appointment times when we are unable to confirm that the patient intends to attend or has completed the requirements for the visit.
💳 COPAYS & PATIENT RESPONSIBILITY
Copays and other known patient-responsibility amounts are due at the time of service.
Please come prepared to take care of your financial responsibility at your appointment. Keeping insurance information current before your visit also helps our staff verify benefits and identify potential issues ahead of time.
💊 PRESCRIPTION REFILLS
Patients receiving medication management must remain current with their follow-up appointments.
Prescriptions will not be refilled if you have not been seen within the required 90-day follow-up period.
Please do not wait until you are out of medication to schedule your follow-up. Because we are currently booking approximately three months in advance, we strongly encourage patients to schedule their next appointment before leaving the office.
📅 MISSED & CANCELLED APPOINTMENTS
When you reserve an appointment, that time is held specifically for you. A missed or last-minute cancelled appointment cannot always be replaced immediately — and there may not be another available appointment for several weeks or months.
We understand that true emergencies and unexpected circumstances happen, and those situations will always be handled appropriately.
However, forgetting an appointment, failing to complete required paperwork, not responding to repeated communication from our staff, failing to provide updated insurance information, or waiting until medication is nearly gone to request an appointment does not guarantee that we will be able to accommodate you immediately.
Our staff cannot create appointment times that do not exist, move another patient who has appropriately reserved their time, or override office policies because something was not handled in advance.
❤️ Healthcare is a partnership.
Our responsibility is to provide you with quality care, communicate clearly, prepare for your appointment, and respect the time we have reserved for you.
We ask our patients to do their part as well: complete requested paperwork, respond to our staff, keep insurance information current, arrive prepared for financial responsibilities, schedule follow-ups appropriately, and keep the appointments you reserve.
These policies are not intended to make receiving care more difficult. They are necessary to keep our office running efficiently, protect appointment availability, and ensure that we can continue providing the level of care our patients deserve.
Thank you to the overwhelming majority of our patients who already do these things consistently. We appreciate you more than you know. 💗
— Lotus, PLLC
