Office Policies

Thank you for choosing our office for your medical care. Please take a few moments to review the items below as each of these answer most general questions about our practice policies.

 

Scheduling & Nurse Calls

If you believe your concern is a medical emergency, call 911 or seek immediate medical assistance at the nearest full service emergency room

Reaching our Practice

You can reach our office at (318) 797-5848, during normal office hours of 8am-5pm Monday through Friday. You will be directed to the appropriate personnel for your specific question or concern: Scheduling, Billing, New Patient Coordinator, or Referrals. You may also reach the office by utilizing the myHealthspot Patient Portal, allowing two (2) business days for a response.

Nurse Calls

Your phone call is automatically sent to a nurse when you leave a message with the receptionist. The nurses generally return calls within 48-72 hours, depending on the nature of the call. If your call has not been returned after 72 hours, please call our office at (318) 797-5848 and ask to speak to the practice manager. Please do not make multiple phone calls to the office within the day. You will be asked to make an appointment for issues of general consultation other than medication side effects. Nurse and/or provider calls with the patient, should they meet certain criteria, may be considered billable services.

Surgery by Other Physicians

You will need to schedule an appointment with our clinic BEFORE undergoing any surgical procedure for any condition that you receive treatment for by this clinic and notify the provider of post-operative medication(s) prescribed.

Medication & Refills

Opioid Treatment

If you are receiving narcotics from our office, please remember that you have signed a written agreement to follow certain safeguards. The purpose of the narcotic treatment agreement is to help us maintain a safe, controlled treatment plan for you. You must remember:

  • You are not to receive pain medications from any other physician besides those at River Cities Interventional Pain Specialists. We monitor your pharmacy records periodically and if discovered that you have obtained narcotics from another provider, it will result in a referral for addiction treatment and loss of prescription privileges.
  • You must take your medication exactly as instructed. Do not change dosage amounts without talking to our office first. If you want to change medications, you must bring un-used medicine with you to your appointment.
  • You must keep all regular follow-up appointments and attend nurse visits.
  • If prescribed a controlled medication you may be called for a mandatory compliance visit which you must present to the office within 48 hours of being notified. This is standard procedure for practices prescribing controlled medication as required by schedule II-V license holders of the state of Louisiana.

It is important to make sure that you have enough medication to make it through the weekend or after hours. Medication refills will not be called in or refilled by the provider on-call after hours or on weekends.

Refills

Prescriptions will only be refilled during normal business hours. No prescriptions will be filled during weekends, holidays, or after hours. It is your responsibility to make sure you have a sufficient amount of medications. You must remember:

  • The patient is responsible for his/her pain medication.
  • There are no early prescription refills.
  • Call the office 3 BUSINESS DAYS before your medication runs out. You may not have someone else call for you.
  • This facility does not fill narcotic prescriptions on the weekend, holidays, or after hours. If you require a refill outside of your appointment time, we require 3 days’ notice to fill a prescription once it has been evaluated by the practitioner. Be aware of holidays and office closings that might interfere with the 3 day notice.
  • Due to the availability of your physician, your refill request may take up to three business days to be processed. Please check your prescription levels and make your request prior to running out of medication or the start of a weekend to ensure you have adequate medication supplies to last until your refill is processed. When weekends and/or holidays are involved, this could be a wait of four to five days.
  • If your pharmacy runs out of the medication before you can fill it, and need your prescription sent to another pharmacy, we are not able to “call around” to other pharmacies to see who has it in stock. You must do this and then call our office and request to have the prescription cancelled from the pharmacy that cannot fill it and send to the new pharmacy.
  • Due to the nature of our practice, our clinic nurses and advanced practice practitioners can generate prescriptions however ALL prescriptions must be reviewed and then signed by Randall Brewer, M.D. before sending electronically to your pharmacy. This is completed daily following the end of afternoon clinic.
  • MEDICATIONS ARE NOT REFILLED ON WEEKENDS, HOLIDAYS, or AFTER HOURS.

Please be prepared to provide the following information when calling regarding your medication:

  • Your Name & Telephone Number
  • Pharmacy Name & Telephone Number
  • Medication Name & Strength
Electronic Prescribing Program

River Cities Interventional Pain Specialists is enrolled in an electronic prescribing program. This program is meant to help our providers with understanding what medications our patients are currently using and to give them the best possible treatment.

Appointments

When to Arrive for Your Appointment

FOR CLINIC APPOINTMENTS, patients are requested to arrive 15 minutes before their scheduled appointment time and have visit paperwork completed prior to coming. Paperwork can be completed in Patient Portal or printed from the website here, Online Forms.

FOR NEW PATIENTS, we ask that you arrive at least 30 minutes prior to your scheduled appointment time and visits generally last 2-3 hours. Please allow time and prepare for a visit of this length on the day of your initial appointment. Please make sure you complete all required new patient paperwork prior to your visit and bring them to your appointment. This information will be used by the provider during your evaluation. Failure to have the forms completed prior to your arrival may result in your appointment being delayed or rescheduled. If possible, you may fax, email, or mail back to our facility. Forms can be accessed by visiting the New Patient Information page.

You can download, print, and complete this paperwork prior to your visit. New Patient Paperwork can be found on our website under the For Patients section under Patient Forms. If you bring your completed paperwork with you, please arrive 15 minutes prior to your scheduled appointment time.

Late Appointments

Our practice strives to provide not only the finest medical care, but also to provide a high level of efficiency and patient service. In order to have adequate office hour coverage, and to keep on schedule during our office hours, please arrive 15 minutes before your scheduled appointment (unless instructed otherwise) and call ahead if you anticipate being late for your appointment. If you arrive past your scheduled appointment time, and you have not completed your visit paperwork prior the appointment, you will have to reschedule for another day.

If you need a prescription refill, the receptionist will have a nurse contact you to discuss your prescription refill.

Cancellations & No Shows

Please notify our office no later than 24 hours prior to your scheduled appointment if you cannot be present for your appointment. You may be billed for a missed appointment if you fail to call the office to cancel or reschedule. Following three (3) “no show” appointment cancellations you may not be allowed to reschedule another appointment.

  • All New Patients must give 48 hours’ notice if needing to cancel or reschedule the appointment or will forfeit the New Patient Deposit.
  • Established patients that reschedule within 24 hours of appointment or No-show may be billed a fee. Following three (3) “No-show” appointment cancellations you may not be allowed to reschedule another appointment.

Note: Pain medications cannot be called in, so it is imperative to keep scheduled appointments.

Forms and Letters

Medical Records

To obtain copies of medical records, a signed Request for Records or Authorization to Release Health Information must be filled out, submitted to the clinic and placed in the patient’s file. Patient’s can request records through the Patient Portal , obtaining the release forms at the clinic or by following this link . The office turnaround time for records is typically 5-7 business days.

Work Excuses

If you require a work excuse, please ask for it at the time of your appointment. Work excuses are only allowed for the same day of a scheduled appointment or procedure.

Disability Forms

Our requirements for the completion of disability forms or letters are listed below:

  • Our office will not initiate long-term disability. The office will consider continuance of disability forms, first initiated by another provider, subject to review and decided upon by a case-by-case basis.
  • There will be a charge that must be paid prior to the completion of the form/letter. The charge for most forms is $25.00.
  • Ten (10) to fourteen (14) working days will be required for the completion of the form/letter.
  • The completion of some forms/letters may require an office visit if additional assessment is required.
  • We reserve the right to refuse to complete a form if it requests information that we do not have as part of your treatment plan.

 

Billing Policies

It is our goal to make payment for our services a smooth process for everyone involved.  We are in network with almost all major insurance plans. For any questions regarding insurance or billing related matters, please contact our office and request to speak with our billing manager.

Billing Policies

It is our goal to make payment for our services a smooth process for everyone involved.  We are in network with almost all major insurance plans. For any questions regarding insurance or billing related matters, please contact our office and request to speak with our billing manager.

 

Payment Policy

Payment arrangement are understood and agreed upon by the patient and provider prior to services being rendered. 

River Cities Interventional Pain Specialists participates with and accepts most insurance plans. Patients are required to furnish proof of insurance at the time of service. As a courtesy to our patients, we will be happy to file the insurance claim(s) for services rendered River Cities Interventional Pain Specialists. 

Monthly statements are generated and mailed to patients/guarantors to make them aware of any outstanding balance after insurance coverage has been exhausted. Any outstanding balance is considered the guarantor’s responsibility regardless of insurance coverage. 

An account will be deemed delinquent after 90 days from the date of service or from the date services were denied or paid by the insurance carrier. 

Co-Payments & Deductibles

Annual deductible amounts will be the obligation of the guarantor. If the patient has met his/her deductible for the current year and can verify this with an Explanation of Benefits from his/her insurance carrier, the remainder of the patient responsibility (such as 20% for most insurance plans) will be due at the time of the visit.

Co-payments for HMO’s, PPO’s, and other managed care plans must be paid at the time of service. Balance billing patients for their co-pays is a violation of many managed care contracts and will not be allowed. Co-payments will be collected at check-in before the physician sees the patient.

If the patient does not have the co-pay at the time of the visit, the patient may reschedule the appointment in order to meet the co-pay requirement. 

Should the patient or responsible party express an inability to pay, alternative payment plans and assistance are available upon request. The physician and/or clinic manager must approve monthly payment plans and discounts. Patients must agree in writing to the payment plan prior to seeing the physician.

Zero Tolerance Policy

 

Harassment & Behaviors

Our Practice staff aim to be polite, helpful, and sensitive to all patients’ individual needs and circumstances. We value our teammates and patients and treat them with respect and dignity, acting in a professional manner at all times. We believe in treating people the way we all want to be treated. We will nurture an environment in which everyone feels included, valued, and appreciated.

Aggressive behavior, be it verbal or violent, toward any patient, staff member or member of the community will not be tolerated and may result in discharge from the practice. Individuals behaving in an aggressive verbal or physical manner while on the property will be requested to leave immediately. Failure to do so will result in the police being notified. Any threats or verbal abuse towards patients or staff is grounds for discharge from the practice.

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