Clinic Policies and Procedures

Under Section 2799B-6 of the Public Health Service Act, health care providers and health care facilities are required to provide a good faith estimate of expected charges for items and services to individuals who are not enrolled in a plan or coverage or a Federal health care program, or not seeking to file a claim with their plan or coverage both orally and in writing, upon request or at the time of scheduling health care items and services.

If you are an uninsured or self-pay patient, we will provide you with a good faith estimate of your expected charges

1. Purpose

The purpose of this financial policy is to outline the expectations and responsibilities regarding the payment of services at Alaska Serenity Clinic. This policy ensures that patients are informed of financial practices and promotes smooth financial operations.

2. Insurance and Billing

• Insurance Coverage: Alaska Serenity Clinic accepts insurance from participating providers. It is the patient’s responsibility to confirm that Alaska Serenity Clinic is within their insurance network.

• Insurance Billing: As a courtesy, Alaska Serenity Clinic will submit claims to the patient’s insurance company. However, patients are responsible for any remaining balances after insurance processes the claim, including copayments, coinsurance, and deductibles.

• Verification and Pre-Authorization: Patients must ensure that services are covered by their insurance policy and must obtain any necessary pre-authorization before treatment.

3. Payment Responsibility

Patients or their legal guardians are responsible for payment for all services received at Alaska Serenity Clinic. This includes copayments, coinsurance, deductibles, and any services not covered by insurance.

4. Self-Pay Patients

Patients who do not have insurance coverage or choose not to use their insurance must pay for services in full at the time of the appointment. Alaska Serenity Clinic may offer discounted rates or payment options for self-pay patients; please inquire with the billing department for details.

5. Payment Expectations

• Payment Due at Time of Service: Copayments, coinsurance, and known deductible amounts are due at the time of the appointment.

• Forms of Payment Accepted: We accept cash, checks, credit/debit cards, and HSA/FSA cards.

• Payment Plans: Alaska Serenity Clinic offers payment plan options for patients who may require flexibility. Patients can call the office for more information.

6. Missed Appointments and Cancellation Fees

Appointments that are canceled with less than 24 business hours’ notice may incur a cancellation fee of $50. No-Shows may incur a fee of $100. These fees are not covered by insurance and will be billed directly to the patient.

7. Statements and Outstanding Balances

• Monthly Statements: Patients will receive monthly statements for outstanding balances.

• Unpaid Balances: Unpaid balances may result in a suspension of non-emergency services until the balance is resolved or a payment plan is established. Accounts more than 90 days overdue may be sent to a collections agency.

8. Refunds

Refunds are processed for overpayments or when prepayments exceed the cost of services provided. Refunds are typically issued within 30 days of identification of an overpayment.

9. Billing Inquiries

Patients with questions or concerns regarding their bills or financial policy can contact Alaska Serenity Clinic’s billing department at 855 (255-1036).

10. Policy Changes

Alaska Serenity Clinic reserves the right to make changes to this financial policy at any time. Patients will be informed of changes through our website or by direct communication.

Acknowledgment

By receiving services at Alaska Serenity Clinic, patients acknowledge that they have read and understand this financial policy and agree to abide by its terms.

This notice describes how medical information about you may be used and disclosed and how you can get access to this information.

You have the right to:

• Get a copy of your paper or electronic medical record

• Correct your paper or electronic medical record

• Request confidential communication

• Ask us to limit the information we share

• Get a list of those with whom we’ve shared your information

• Get a copy of this privacy notice

• Choose someone to act for you

• File a complaint if you believe your privacy rights have been violated

Your Choices

You have some choices in the way that we use and share information as we:

• Tell family and friends about your condition

• Provide disaster relief

• Include you in a hospital directory

• Provide mental health care

• Market our services and sell your information

• Raise funds

Our Uses and Disclosures

We may use and share your information as we:

• Treat you

• Run our organization

• Bill for your services

• Help with public health and safety issues

• Do research

• Comply with the law

• Respond to organ and tissue donation requests

• Work with a medical examiner or funeral director

• Address workers’ compensation, law enforcement, and other government requests

• Respond to lawsuits and legal actions

Your Rights

When it comes to your health information, you have certain rights. This section explains your rights and some of our responsibilities to help you.

Get an electronic or paper copy of your medical record

• You can ask to see or get an electronic or paper copy of your medical record and other health

information we have about you. Ask us how to do this.

• We will provide a copy or a summary of your health information, usually within 30 days of your request.

We may charge a reasonable, cost-based fee.

Ask us to correct your medical record

• You can ask us to correct health information about you that you think is incorrect or incomplete. Ask us how to do this.

• We may say “no” to your request, but we’ll tell you why in writing within 60 days.

Request confidential communications

• You can ask us to contact you in a specific way (for example, home or office phone) or to send mail to a different address.

• We will say “yes” to all reasonable requests.

Ask us to limit what we use or share

• You can ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree to your request, and we may say “no” if it would affect your care.

• If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that

information for the purpose of payment or our operations with your health insurer. We will say “yes”

unless a law requires us to share that information.

Get a list of those with whom we’ve shared information

• You can ask for a list (accounting) of the times we’ve shared your health information for six years prior to the date you ask, who we shared it with, and why.

• We will include all the disclosures except for those about treatment, payment, and health care

operations, and certain other disclosures (such as any you asked us to make). We’ll provide one

accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within

12 months.

Get a copy of this privacy notice

You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice

electronically. We will provide you with a paper copy promptly.

Choose someone to act for you

• If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.

• We will make sure the person has this authority and can act for you before we take any action.

File a complaint if you feel your rights are violated

• You can complain if you feel we have violated your rights by contacting us at 907 223 3879.• You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by

sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or

visiting www.hhs.gov/ocr/privacy/hipaa/complaints/.

• We will not retaliate against you for filing a complaint.

Your Choices

For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.

In these cases, you have both the right and choice to tell us to:

• Share information with your family, close friends, or others involved in your care

• Share information in a disaster relief situation

• Include your information in a hospital directory

If you are not able to tell us your preference, for example if you are unconscious, we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety.

We never share psychotherapy notes unless you give us written permission.

We never market or sell personal information.

In the case of fundraising:

• We may contact you for fundraising efforts, but you can tell us not to contact you again.

Our Uses and Disclosures

How do we typically use or share your health information? We typically use or share your health information in the following ways.

Treat you

We can use your health information and share it with other professionals who are treating you.

Example: A doctor treating you for an injury asks another doctor about your overall health condition.

Run our organization

We can use and share your health information to run our practice, improve your care, and contact you when necessary. Example: We use health information about you to manage your treatment and services.

Bill for your services

We can use and share your health information to bill and get payment from health plans or other entities. Example: We give information about you to your health insurance plan so it will pay for your services.

How else can we use or share your health information?

We are allowed or required to share your information in other ways – usually in ways that contribute to the public good, such as public health and research. We have to meet many conditions in the law before we can share your information for these purposes. For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/index.html.

Help with public health and safety issues

We can share health information about you for certain situations such as:

• Preventing disease

• Helping with product recalls

• Reporting adverse reactions to medications

• Reporting suspected abuse, neglect, or domestic violence

• Preventing or reducing a serious threat to anyone’s health or safety

Do research

We can use or share your information for health research.

Comply with the law

We will share information about you if state or federal laws require it, including with the Department of

Health and Human Services if it wants to see that we’re complying with federal privacy law.

Respond to organ and tissue donation requests

We can share health information about you with organ procurement organizations.

Work with a medical examiner or funeral director

We can share health information with a coroner, medical examiner, or funeral director when an individual dies.

Address workers’ compensation, law enforcement, and other government requests

We can use or share health information about you:

• For workers’ compensation claims

• For law enforcement purposes or with a law enforcement official

• With health oversight agencies for activities authorized by law

• For special government functions such as military, national security, and presidential protective services

Respond to lawsuits and legal actions

We can share health information about you in response to a court or administrative order, or in response to a subpoena.

Our Responsibilities

• We are required by law to maintain the privacy and security of your protected health information.

• We will let you know promptly if a breach occurs that may have compromised the privacy or security of

your information.

• We must follow the duties and privacy practices described in this notice and give you a copy of it.

• We will not use or share your information other than as described here unless you tell us we can in

writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change

your mind.

For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/noticepp.html.

Changes to the Terms of this Notice

We can change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available upon request, in our office.