Policies

Everyone's Time is Equally Valuable.

At Pediatric Services 360, we value the time and commitment of every family we serve. To ensure we can provide timely care for all patients, we follow a clear appointment and cancellation policy.

Timely care depends on patients arriving as scheduled and communicating their medical needs clearly and in advance whenever possible. 

Cancellations & No-Shows: Families are responsible for notifying us. 

We request at least 24 business hours’ notice for cancellations (weekends and holidays are not considered business days). Missed or late-canceled appointments will result in a $60 fee per appointment.  While this fee is standard, we understand that unexpected situations arise and may rescind it on a case-by-case basis. Please keep us informed. 

Late Arrivals: If you are unable to arrive on time, your child’s appointment may need to be rescheduled to ensure we remain respectful of other patients’ scheduled time.

Adding New Concerns to Scheduled Visits: Problem-focused visits are scheduled to address specific concerns identified at the time of booking. If additional or new issues arise that require extended evaluation or increased complexity, addressing those may require  a separate visit to ensure appropriate time, attention, and quality of care.

• First Visits: A parent or their  legal guardian must accompany a child to their first appointment. We are not able to see patients for their first visit with a step-parent. After the first visit, we may see the patient with a responsible adult (a step-parent or other) that has been previously registered  with the appropriate  written authorization signed by a parent or the legal guardian.

We appreciate your understanding and cooperation with these guidelines. Following them helps us stay true to our mission of delivering excellent, compassionate care to every child while respecting the needs of all families in our practice.

At Pediatric Services 360, we are committed to helping families navigate the financial side of healthcare with clarity and integrity. To make the process as smooth as possible, we ask that you please review the following guidelines:

• Newborn Coverage: Most insurance companies require that your newborn be added to your policy within the first 1–2 weeks after birth. Failure to do so may result in out-of-pocket expenses due to lack of coverage. We encourage families to contact their insurance provider promptly after delivery to avoid unexpected costs.  We might request a retainer of $650, if insurance payment delay is anticipated. 
• Co-Pays, Deductibles & Co-Insurance: Your insurance requires that all co-pays, deductibles, and/or co-insurance amounts be paid at the time of service.
• Insurance Cards: Please be prepared to show your child’s current insurance card at every visit. This helps us file claims accurately and avoid billing delays.
• Payment Responsibility: Unless advance arrangements have been made, payment is required at the time of the visit, regardless of who brings your child in for the appointment.

Our billing team is here to support you and answer any questions about insurance coverage or payment responsibilities. Working together helps us maintain our focus where it belongs—on delivering trusted, compassionate care for your child.

As teens grow, part of healthy development includes learning to speak openly with their healthcare provider. Beginning at age 15, we spend a brief portion of well-child visits one-on-one with your teen. Parents and guardians remain involved in the majority of the visit, as your partnership is essential to your child’s health and well-being. This private time supports healthy development and allows teens to discuss sensitive concerns in a safe, supportive setting.

In accordance with state and federal privacy regulations—and consistent with many healthcare systems in Florida—our electronic health record system restricts parental portal access once a patient turns 16 years old. This safeguard is designed to protect adolescent confidentiality where applicable under the law. We understand this transition can raise questions, and our team is happy to discuss how access works and how we continue to support strong family communication.    

In certain situations, confidential time with a patient may also be necessary at other ages if we believe sensitive information needs to be discussed privately to ensure appropriate and honest medical care.

Our goal is to support adolescent independence, and quality of care for all of our patients while maintaining strong, respectful family communication and ensuring safe, legally compliant care.  

At Pediatric Services 360, protecting your child’s health information is not only our legal responsibility—it’s part of our commitment to integrity and trust. We are required by law to maintain the privacy of your protected health information (PHI) and to provide you with this notice so you understand how your information may be used and shared.

We collect both written and electronic information in order to provide high-quality care, administer our business, and deliver services and resources that matter to our patients. To keep your information safe, we maintain strict physical, electronic, and procedural safeguards that meet or exceed state and federal standards. These measures are in place to protect against risks such as loss, misuse, or unauthorized access to your personal health information.

The HIPAA Privacy Rule also grants you important rights:

• To be informed about how your health information may be used or disclosed.
• To know about the privacy practices of your health care providers and health plans.
• To understand your rights regarding your personal health information.

If you have any questions about your privacy rights or how Pediatric Services 360 safeguards your information, our team is always here to help.

At Pediatric Services 360, we believe vaccines are one of the most important tools in protecting children’s health and the well-being of our community. Our providers strongly recommend that newborns receive the hepatitis B vaccine in the hospital, and we encourage families to stay up to date with all recommended immunizations.

By registering with our office, families acknowledge their commitment to vaccinating their children according to the guidelines set by the Centers for Disease Control and Prevention (CDC) and the American Academy of Pediatrics (AAP). Our Vaccine Policy follows the schedule recommended by these organizations, which can be reviewed on our Immunization page.

We aim to refill your prescriptions at Well Child Visits or during scheduled follow up visits. From time to time, medication refills are needed before the next schedule appointment. To serve patients safely and efficiently, we request that you allow  5 business days for prescription requests to be processed. 

Families requesting refills  may:

• Call our prescription line
• Call the office and leave a message with the nurse
• Send a secure message to the nurse through the patient portal

If you require an emergency refill please call our office and speak with a team member directly informing your time-sensitive needs. 

When requesting a refill, please provide:

• Your child’s full name and date of birth
• The full name of the medication, including dosage and directions
• The pharmacy name and location
• A reliable call-back number

These steps help us ensure accuracy and avoid delays in your child’s care. We appreciate your cooperation and partnership in keeping prescriptions safe and timely.

Animal Policy

For the health and safety of all patients, animals are not permitted in the office. Service animals, as defined by applicable law, are welcome; however, we ask that you notify our office in advance if you will be bringing a service animal so we can make appropriate accommodations for patients with severe allergies or animal phobias. We appreciate your understanding in helping us maintain a safe environment for all families.

At Pediatric Services 360, our goal is always to build long-lasting, respectful relationships with the families we serve. In rare circumstances, however, it may become necessary to end the physician-patient relationship.

Termination from our practice may occur if:

• Communication expectations are not met. When communication between families and our team is not effective, it can impact the quality of care. In these situations, we may determine it is in everyone’s best interest to discontinue care in order to avoid further misunderstandings.
• Financial obligations are not met. Failure to meet financial responsibilities to the practice may also result in termination.

If termination becomes necessary, it will include all siblings or step-siblings living in the household.

While this is never a decision we make lightly, our commitment to integrity, compassion, and excellence requires that we maintain professional relationships built on trust and mutual respect.