Associates in Orthodontics: Office Policy

Scheduling Appointments
Seeing your Dentist

Broken Appliances
If you have a problem with your braces, please call prior to your appointment as we may have to reschedule to provide adequate time for repairs. If you show up for a short appointment with a problem, we may not have the time to fix it. When in doubt, please call.

Missed Appointments
We ask for at least 24 hours notice to reschedule an appointment. If the office you are seen in is closed, the toll-free number (1-800-750-1000) is available Monday through Friday. Missed appointments or numerous appointment changes will inevitably result in an extension of treatment time. Our goal in rescheduling appointments is to keep your treatment progressing and on time. Waiting for a convenient after school appointment can delay treatment.

sisters in braces Scheduling Appointments
We are sensitive to the fact that families have many obligations during the day. We have devoted considerable time and effort into designing our scheduling system. We want to see you on time, have adequate time to do the necessary procedures, answer questions, and update you on treatment progress.

Longer appointments, which are occasional, are scheduled during school or work hours. In this way, the shorter appointments can accommodate as many families as possible during early morning or after school or work hours.

Arriving on time will permit us to accomplish all the treatment planned for the day. All appointments should be made before leaving the office. Patients are generally seen every 4-6 weeks during treatment. When braces are removed and retainers are placed, these intervals are gradually extended.

Seeing your Dentist
All orthodontic patients are expected to see their dentists for regular examinations before we start, at least every 6 months during treatment, and soon after the removal of braces. Adult patients are expected to see their dentist a minimum of every 4-6 months for a cleaning and exam while fixed orthodontic appliances are in place.

Fees
The philosophy of this office is to provide the highest quality of orthodontic care in a warm and caring environment. Our fees reflect that quality and vary according to the complexity of the case, estimated length of treatment time, patient cooperation, as well as other factors.

An estimated cost and treatment length may be discussed at the first clinical exam. Full diagnostic records are needed to establish a specific treatment fee and more accurate treatment length.

Our costs do not include extractions, general dental care, or fees by other dental specialists. We do not charge for an initial evaluation or subsequent recall appointments while in our pre-orthodontic guidance program. Payment is due at the time of service (such as records or receiving a new retainer).

Fees are divided into 2 sections:

Records/Consult: This fee includes:

Study casts, facial and oral photographs, panorex x-ray, cephalometric x-ray (45-60 minute appointment)
Diagnosis and treatment planning by our team of orthodontists
Presentation of information and the doctors' recommendations by the Treatment Coordinator and the doctor (60 minute appointment)

Treatment:
The treatment fee covers all active orthodontic care, insertion and adjustment of retainers.

Payment Plans
We offer several payment options for comprehensive treatment:

Discount: We offer a 7% bookkeeping discount if payment is made in full with a check or cash at the start of active treatment. A 5% discount is available if paid in full with a credit card (Visa/MC), including flex cards, at the start of active treatment. These discounts only apply to comprehensive fees over $1000.
Office Plan: This consists of an initial payment, followed by monthly payments for 18 months or less. There is no interest charge. Coupon books are provided to assist you in your payments. The first monthly payment is due on the first day of the month following the start of active treatment. The option of setting up your payments or be billed to your credit card every month is also available. Statements are sent out only for those accounts which are delinquent. There will be a $15 late fee charged monthly on accounts overdue by 60 days. Even if you or your child has not been seen in a given month, payments are still due as scheduled. Prepayments can be made at any time with no penalty and payment must be received in full prior to the removal of the braces. We can set up automatic withdrawal from Visa or Master Card for your monthly payments. Many patients prefer this method to reduce monthly billing and take advantage of frequent flyer miles and other credit card bonus programs.
Out of Office Financing: Healthcare Finance by Capital One provides convenient no initial payment, low monthly payment plans for orthodontic patients. Features include:
*Rates as low as 5.9% APR
*Low monthly payments for up to 60 months
*No prepayment penalty
*Hassle-free application and online decision in minutes
*Interest-free option available
*Paid in full discounts do not apply

Capital One Healthcare Finance is the only financing option endorsed by the American Association of Orthodontics.

Apply online or call toll-free 1-877-559-5050

Insurance
While we are happy to confirm benefits and file insurance claims for our patients, we do not typically accept assignment of such benefits. What this means to you, the patient or parent is that you, the patient or parent, is that you are responsible for all payments to us and the insurance reimbursements will be paid directly to you.

Pre-Treatment Estimate: Some insurance companies require a pre-authorization. This is a procedure by which the insurance company establishes the coverage and eligibility of the insured. It will provide an estimate of the dollar amount the insurance will be paying. It i s your responsibility to inform the office of the need for pre-authorization, as well as to supply the office with the necessary insurance forms.

Our insurance form is available in Word and PDF format.

Claims: When appropriate, we will complete an attending dentist statement. We will make available to your insurance company those records necessary for their evaluation.

Payments: All payments for orthodontic services are made directly to this office by the person financially responsible for treatment. We do not generally accept direct payments from your insurance company. Payment should be made directly from the insurance company to the insured. The only exception to this are some of the Delta Dental insurance plans.

Verification: You may be required to verify to your insurance company that treatment was initiated, is continuing, or has been completed. Please give these forms to the receptionist for verification and signing.

Responsiblity of payments: You are responsible to the doctors for all services rendered. Your insurance company is responsible to you. It is important to keep your account with our office up-to-date, regardless of the payment schedule of your insurance company.

Marianne and Lisa can assist you with financial or insurance questions. Call our billing number at 1-802-859-9441 or the toll-free number 1-800-750-1000.

Marianne and Lisa

Flex Spending Programs
These programs are designed to allow you to cover medical/dental expenses not covered by insurance. You must accurately predict these expenses. For this reason all people with insurance who use a Flex Spending Program as well, need to have pre-treatment forms sent to their insurance company. This must be done prior to establishing an amount to be withheld in the Flex Program. Guidelines set up by the IRS are rigid and must be adhered to. Some Flex Programs are integrated with your insurance benefits. This has a significant impact on your Flex withholdings. You must know this before establishing your withholdings. It is your responsibility to determine this.