Our Policies

Appointment Policies

Office visits are by appointment only. We see patients Monday through Friday 8:00 a.m. to 4:30 p.m.

You may make an appointment during office hours by calling 512-472-6134, Option 3, then Option 1 or request an appointment online.

If you are a new patient or your insurance has changed since your last visit, please call our office and update your insurance(s) prior to your appointment. Also, if this is your first visit, please arrive 30 minutes prior to your appointment time and make sure that your referring physician has provided us with all the pertinent medical records prior to your scheduled appointment. Please note that a photo ID and your insurance card(s) will also be required during appointment Check-In.

We have scheduled a specific time to see you on your appointment date. We make every effort to keep our scheduled appointments. We strive to keep wait times within reasonable limits, but an appointment may run longer than expected or an emergency may arise. We try to accommodate late patients within reason, but we may ask you to reschedule the appointment if we are unable to work you back into the schedule.

Appointments are triaged and scheduled accordingly. If you feel that your child needs to be seen in an urgent manner, we will have you speak to our triage nurse or ask that your referring physician call our office to speak to our triage staff or an available physician.

There is a lot of time spent preparing for your child's visit. Additionally, time is allocated specifically for your child's case. Please be considerate and keep your appointment time. If your child cannot make the appointment, we require at least 24 hours' notice so we can schedule another child. Missed appointments and same day cancellations are charged $60.

Cancellation and No Show Policy

• In-Office/Telemedicine Appointments: If you are unable to make your scheduled appointment please note we require 24 hours' notice. If you are going to be late, call to see if we can still accommodate your appointment. If we are unable to do so you may be asked to reschedule. Appointments must be canceled by phone. Missed appointments and same day cancellations are charged $60.
• In-Office Circumcision Appointments: If you are unable to make your scheduled appointment please note we require 24 hours' notice. If you are going to be late, call to see if we can still accommodate your appointment. If we are unable to do so you may be asked to reschedule. Appointments must be canceled by phone. Missed appointments and same day cancellations are charged $150.
• Surgeries: If you are unable to make your scheduled surgery please note surgeries must be cancelled or rescheduled 10 business days prior to your scheduled surgery. Surgeries NOT cancelled or rescheduled 10 business days prior to your scheduled surgery are charged $150.
• Medicaid Members: No shows will be reported to your health plan.

Please contact our Billing Office at 512-600-0125 if you have any questions.

Inclement Weather Protocol

During the fall and winter months, inclement weather poses problems for some employees and patients in traveling to the Clinic. In those instances, the Clinic will follow the following guidelines:

• The Clinic follows inclement weather closures for Austin Independent School District (AISD) i.e. if delayed opening at 10 am, the Clinic will open at 10 am.
• If AISD is closed all day due to weather, the Clinic will have the option to open at 12 noon if a provider requests to come in to see their patients.
• When conducting reminder calls, the staff will inform patients that we follow the AISD inclement weather closures.
• A posting will be placed on the website to inform patients of our inclement weather plan.
• A voicemail will be placed on our phone system for our inclement weather plan.

Phone Calls

We make an effort to return phone calls and voicemail messages within 24 hours. Our triage nurse will return phone calls within two hours. Messages left after business hours will be returned the following business day.

Main Phone: 512-472-6134
Fax Number: 512-472-2928

• Emergencies: If you are having a medical emergency please contact 9-1-1 or go to the nearest hospital emergency room.
• After-Hours Calls: 512-406-3112 - Pediatrix Urology of Central Texas provides the service of on-call physicians 24/7 to assist with urgent or emergent concerns. If your child recently had surgery or is experiencing a new problem the on-call physician will be happy to assist you. Please be aware that charges may apply for concerns not related to recent surgery.
• Refill Requests: If you have a refill request, appointment request or non-urgent matter, please call during business hours and one of our staff members will be happy to assist you.

Newborns

Please be aware that most health plans have a mandate to cover newborns for the first 30 days after birth. The insured is responsible for adding the newborn to the insurance plan.

However, not all plans follow this mandate. Pediatrix Urology of Central Texas will require proof that the baby has been added to the insurance plan. Proof can be in the form of an enrollment form, insurance reference number, or Human Resource verification.

HMO insurance plans will be considered self-pay regardless of the date added. These plans require referral/authorization (including the date of service) that do not apply retroactively.

Medical Records

Pediatrix Urology of Central Texas cannot see patients without their referring provider’s medical records on file in our office. Please ensure that your referring physician has provided us with all the pertinent medical records prior to your scheduled appointment or else you may be asked to reschedule. Fax records to 512-472-2928.

Pediatrix Urology of Central Texas abides by federal HIPAA guidelines, in that all patient care information is strictly confidential and will not be released to any person or organization without the consent of the patient or the patient’s legally authorized representative (unless authorized by law). This includes verbal information.

To receive a copy of your child’s medical health information, an authorized release of medical information must be signed and dated by the parent or legal guardian.

Requests for medical information must include the following:

• Patient name and address
• Patient date of birth
• Name of person to whom information is to be disclosed and relationship to patient
• Address of person to whom information is to be disclosed
• Specific health information to be disclosed
• Purpose for the release of information

A fee of $25.00 will be assessed to cover the cost of copying and for sending your records. If the records are being faxed or mailed to another medical facility, there is no charge.

Requests for forms completed by physician or staff (example: Disability forms, FMLA forms, etc.) will be charged a $25.00 fee. A $50.00 fee will be charged for immigration forms/letters. Please allow two weeks for processing. Excuses for school or work are free of charge. Please contact our Practice Manager at (512) 472-6134 if you have any questions.