Policies & Procedures

Please read carefully our policies and procedures at Cape Cod Pediatrics.

Communicating With Our Practice

Please call our office for any health question or concern at 508-477-5306. Our skilled nursing staff will help navigate concerns over the phone or through MyChart. You can also communicate with your doctor by sending non-urgent messages through MyChart. If you have not registered for MyChart, please call the office to help you make an account.

For your convenience, we will send you your child’s test results via MyChart. 

Appointments

Well-Child Appointments

The American Academy of Pediatrics recommends that children have checkups within the first week of life — and then again at 1 month, 2 months, 4 months, 6 months, 9 months, 12 months, 15 months, 18 months, 24 months, 30 months, 36 months, and then every year after that.

Please allow one hour for each well-child visit. We recommend you schedule your next appointment prior to leaving the office. Before making your appointment, please check with your insurance company to confirm the extent of your well-child coverage.

Additionally, please note that a well-child visit will not allow enough time to address new or complicated medical issues. If additional problems need attention, your provider will recommend that a future appointment be scheduled to address your concerns. 

Leading up to your appointment, we will make every attempt to contact you to remind you of your child's appointment. However, our confirmation call is a courtesy to you — we encourage you to record the scheduled information on your calendar.

  • Please refer to our cancellation and billing policies below regarding "no show" fees.
  • We will contact you if the office needs to close early.

Office Hours

We are open for well-child visits, sick visits, med checks, and follow-ups:

Monday - Thursday
8 a.m. to 6 p.m.

Friday
8 a.m. to 5 p.m.

Walk-In Clinic

Our walk-in clinic is open for sick visits only to established patients:

Monday - Friday
8 a.m. to 9 a.m.

Monday - Thursday
4 p.m. to 6 p.m.

Friday
4 p.m. to 5 p.m.

After Hours Coverage

Cape Cod Pediatrics shares on-call coverage with Bramblebush Pediatrics and Falmouth Pediatrics. This includes after hours weekends and holidays.

  • If you have a question after hours, please call our office and you will be directed to the pediatrician on-call.

Emergency Care

For true emergencies, such as severe respiratory distress, seizures, and major trauma, please visit your local Emergency Department.

  • We prefer to see patients in our office whenever possible; however our team only handles minor trauma in our office.
  • If you think your child has a non-acute problem, please contact us first.

Prescription Refills

To request a prescription refill, please call our office during normal practice hours. Non-urgent prescription refills can be requested through MyChart — please allow 48 hours to process any non-urgent requests. Not all refills can be called in:

  • If your child requires medications for long-term maintenance of conditions (such as asthma or behavioral medications), a follow-up office visit may be required prior to the prescription being renewed.

Medical Records Requests

If you need medical records released to an outside agency, we require you to complete a "Transfer of Medical Records Form." If you are transferring into or out of our office, please complete a "Transfer of Medical Records" found on our "Forms" page.

  • Please note that there is a $10 charge for copying medical records when transferring out of our practice. We will give you a copy of your child's well visit at the time of the visit. You may request a copy of any other visits.
  • You also have access to this information on your MyChart, with the exception of the school/camp form.

Forms

Please allow one week for the completion of any forms (i.e. Pop Warner, camps, college, etc). Please provide us with a self-addressed stamped envelope.

Your Privacy

Your medical records privacy is very important to us. There are HIPAA rules that guide how we manage your records.

Cancellation Policy

Appointments must be cancelled at least 24 hours prior to your child’s appointment time. lf there are extenuating circumstances regarding your cancellation, please let us know so that we can work with you to adjust your cancellation accordingly. 

We always prepare for your child's visit. By not cancelling a scheduled appointment in advance, you will limit our providers’ ability to serve other patients.

  • See missed appointment fees below.

Missed Appointments

Any appointment that is canceled with less than 24 hours’ notice will be assessed a $35 fee.

  • If an appointment is missed, there is a $35 fee.
  • Excessive abuse of scheduled appointments may result in discharge from the practice.

Billing and Financial

All co-pays required by your insurance carrier must be paid in full at the time of service. We accept:

  • Cash
  • Personal checks
  • Visa, MasterCard, Discover, and American Express.

There is a $15 service charge for all returned checks. The parent/legal guardian bringing the child(ren) in for visits will be responsible for the co-pay. Our team is not able to be involved in billing disputes in cases involving divorce or separation and will not split bills among family members. It is the obligation of the parent, not our office, to supply copies of medical bills and collect and/or coordinate payments that are due.

Any outstanding balances, including deductibles, are due upon receipt of your first billing statement.

  • Patients with outstanding balance over 60 days must arrange payment prior to scheduling appointments.
  • Monthly payment plans are available.
  • We will bill participating insurance companies as a courtesy to you. If you receive a bill, it is because we believe we have collected everything we can from your insurance and the balance is your responsibility.
  • If you receive a bill and expect that your insurance company should have paid it, please call your insurance company directly.

If you are ineligible for insurance, payment in full is expected at the time services are rendered unless a payment plan agreement is established prior to the visit.

  • If a balance remains on your account for 90 days or more — and we have not received payment and have not heard from you — your physician will be notified. 
    • A decision will be made whether to send your account to a collection agency for further action.
  • We reserve the right to terminate your child(ren) as patients of our practice.
  • If you require monthly payments to resolve an unpaid balance, please complete and return the Payment Plan Agreement Form to our billing office.

If you are ineligible for insurance, payment in full is expected at the time services are rendered unless a payment plan agreement is established prior to the visit.

Immunization Policy

If you would like your child to become a patient of Cape Cod Pediatrics, be aware that your child will be expected to participate in a full vaccination schedule.

* New patients must sign our immunization agreement found under the Forms and New Patient Tab.