Office Policies and Fees

Appointment Policy

We know that paperwork can be time consuming, especially when filling it out for multiple children. Patients are asked to arrive at least 10 minutes prior to their appointment time so that paperwork, as well as current insurance and demographic information can be appropriately updated.

We make every effort to run on time, as we feel that everyone’s time is equally valuable. Our team does their very best to anticipate each child’s needs when scheduling an appointment. Occasionally situations arise where extra time is needed with a patient or family. We will do our very best to let you know if we are running behind. 

Patients arriving 10 or more minutes late to their appointment may be asked to reschedule later in the day or another day. We kindly ask that appointments be cancelled occur at least 24 hours ahead of time if possible. If a patient fails to come for a scheduled appointment with no notice, a fee will be charged. If a family incurs 2 late cancellations or no-shows, we reserve the right to dismiss the family from the practice.

Office Fees 

Missed Appointment

Missed appointments affect not only our providers and staff, but access to the office for other patients. If you fail to bring your child to an appointment with no prior notice, there will be a fee of $50 for each appointment missed. Upon a family’s third appointment missed or last minute cancelled, the office reserves the right to dismiss the family. If you miss an appointment for a check-up with no notice, there will be a $50 fee assessed for each appointment missed. For an operative visit, if the appointment is missed without notice, there will be a $100 fee. These fees may be waived at the discretion of the practice based on insurance contracts.

Conduct/Separated Parent Policy

At South Hill Pediatric Dentistry we strive to provide the highest quality service and communication to your family. This requires a team approach that includes our providers and staff as well as your family. As such, we ask that everyone in the office follow certain conduct guidelines, including patients and parents. The following types of conduct will not be permitted and may result in dismissal of a patient/family: 

1. Disruptive/rude behavior towards any employee or other patient in the office
2. Destructive behavior that damages office property
3. Taking photos/video in the office without consent by a provider
4. Bringing a weapon to the office
5. Non-payment of responsible charges
6. Misrepresentation of medical history, insurance information, contact information, identity of a patient, parent or guardian
7. Non-compliance regarding a child's emergent dental needs

In the case of parental separation/divorce/custody concern, our focus is the child's dental care. To provide the best care for the child, the following parameters will be enforced: 

1. We will assume that the parent who accompanies the child to their appointment has full or joint legal custody allowing full dental decision making, unless there is legal documentation stating otherwise. This means that the parent who comes to the appointment is responsible for treatment decisions made for the child, regardless of who the court ordered payer/payers are. The parent accompanying the child will be the parent responsible for payment at the time of treatment. Parents are required to settle financial issues between each other, as our office staff will not serve as mediators between parties.
2. If one parent or guardian is unable to attend the appointment, it is the responsibility of the parent/guardian who does attend to communicate the information to the other parent.
3. If parental dynamics become disruptive to our office, staff or other patients in the practice, or if there is non-compliance with this policy, we reserve the right to dismiss the family from the practice.