Office Policies

New patients are always welcome to our office! We simply ask you to visit or contact our office for an appointment or a consultation. If you have already made an appointment or consulted with our doctor, please view the new patient forms and complete them to finish your processing. 

Welcome aboard Pediatric Tooth Journeys! 

Our office is dedicated to serving outstanding care to our patients. We strive to schedule appointments with your availability and convenience in mind. To schedule an appointment, please call our office at (804) 918-5850, email us, or visit our office during regular hours. You may also request an appointment or make an inquiry online; please visit our Contact Us page or click on the button below. 

Appointed times are reserved for each patient and has been put aside especially for you. For your comfort, we kindly ask you to arrive at our office at least 15 minutes prior to your appointment time for check-in procedures. We try to remind patients by phone prior to the appointment, but please do not depend on this courtesy. 

However, we do understand that sometimes it is necessary to change or cancel an appointment. Kindly give us at least 24 hours notice for all appointment changes or cancellations, so that our office has the necessary time to arrange the time slot for other patients that may need our care. In consideration for others who arrive on time for their appointments, those patients arriving late may be asked to reschedule or wait. If we can still see you or your child that day, we will make every effort to do so. Arriving more than 30 minutes late is considered a broken appointment, and we reserve the right to charge a $25.00 fee (per patient) for broken or late-cancelled appointments. If the appointment is missed due to an emergency or sudden illness, a note from the doctor or official will suffice. Please be aware that dental emergencies may arise throughout the day which may delay or extend your appointment. If a situation were to arise that affects your appointment time, you will be notified immediately for any changes.  

At the moment we accept the following insurances (please call or visit our office if you have any questions or would like to inquire about an insurance not listed):  Aetna, Anthem, Connection Dental, Cigna, Delta Dental, DentaQuest/Smiles for Children (Virginia), Dominion Dental Choice PPO, Metlife, United Concordia, and United Healthcare.  As a courtesy to you, we may verify your dental insurance coverage.

*Please bring your or your child's insurance card or insurance information (member ID and plan) with you on your visit. See Sample Insurance Card

        Your dental insurance policy is an agreement between you and your insurance company. However, insurance companies cannot guarantee payment; therefore we require a social security number for all responsible parties. It is your responsibility to give us the most up to date and current insurance information. Please be aware that some and perhaps all of the service provided may be non-covered services, and therefore are your responsibility. If your insurance company has not paid your claim within 45 days, the balance will automatically be billed to you. You and not your insurance company are responsible for your account. You are expected to pay any estimated portion at time of service. We only bill to your primary insurance carrier. It is your responsibility to seek reimbursement from any secondary insurance carrier. Any balance will be billed to you and payment is expected in full within 30 days. If your insurance company does not pay your claim for any reason or pays less than estimated, you are responsible for the full payment. In the event of an overpayment, we will issue the difference as refund.  

        Although we strive to get the most accurate and up to date information, benefits are not guaranteed and are ESTIMATES until claim submission. Our office is not required, nor obligated to obtain this information. Your dental insurance is a contract between either you and your employer, or you and your insurance company directly. The insurance company will always have the final decision regarding payment.  PLEASE UNDERSTAND that we file dental insurance as a courtesy to our patients. We are not responsible for how your insurance company handles its claims or for what benefits they pay on a claim. We can only assist you in estimating your portion of the cost of treatment. We at no time guarantee what your insurance will or will not do with each claim. We also cannot be responsible for any errors in filing your insurance. Once again, we file claims as a courtesy to our patients.

        Thank you for choosing Pediatric Tooth Journeys for your child’s dental care. We are committed to providing the best quality dental care possible and the best service possible, however no guarantee can be made regarding the outcome of the operation(s). Dental conditions change over time and treatment plans may change in order to provide the best healthcare for our patients. The following is a statement of our Financial Policy, we ask that you read and sign prior to any treatment.  

FULL PAYMENT IS DUE AT TIME OF SERVICE, THIS INCLUDES ANY INSURANCE DEDUCTIBLE OR COPAYMENT 

WE ACCEPT CASH, CHECKS, DEBIT AND MOST MAJOR CREDIT CARDS

 Checks should be made payable to: Tooth Journeys

RETURNED CHECKS WILL BE SUBJECT TO A $25 FEE 

Regarding Insurance:

        Please see above for our Insurance Policies.

Appointment Information: 

        We set aside time especially for your child’s dental care. If you cannot keep your scheduled appointment, we ask for a 24 hour notice. We reserve the right to charge a broken appointment fee at the discretion of the office per occurrence if 24 hour notice is not given. Multiple broken appointments may result in dismissal from the practice.  

Past Due Accounts: 

       Accounts are considered past due after 30 days. Past due accounts are subject to a late fee of $10 per month. Accounts over 60 days will be forwarded to a collection agency and may result in dismissal from practice.   

"The Health Insurance Portability and Accountability Act of 1996 (HIPAA) required the Secretary of the U.S. Department of Health and Human Services (HHS) to develop regulations protecting the privacy and security of certain health information.1 To fulfill this requirement, HHS published what are commonly known as the HIPAA Privacy Rule and the HIPAA Security Rule. The Privacy Rule, or Standards for Privacy of Individually Identifiable Health Information, establishes national standards for the protection of certain health information. The Security Standards for the Protection of Electronic Protected Health Information (the Security Rule) establish a national set of security standards for protecting certain health information that is held or transferred in electronic form. The Security Rule operationalizes the protections contained in the Privacy Rule by addressing the technical and non-technical safeguards that organizations called “covered entities” must put in place to secure individuals’ “electronic protected health information” (e-PHI)."  - U.S. Department of Health and Human Services     https://www.hhs.gov/hipaa/index.html

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) established national standards for electronic health care transitions and code sets, electronic exchange, unique health identifiers, and privacy and security of health information. The HIPAA Privacy Rule establishes national standards to protect individuals' medical records and other personal health information and applies to health plans, health care clearinghouses, and those health care providers that conduct certain health care transactions electronically. 

Essentially, HIPAA mandates that your Protected Health Information (PHI), such as medical history, is private and secured unless you authorize its use and disclosure. As a healthcare provider, we strive to offer you our best care, and protecting your health information is no exception.

For Urgent Medical Emergencies, please call 911.

For Dental related emergencies: if an emergency arises outside of our regular office hours, please call us at (804) 928-3388 or email us at pediatrictoothjourneys@gmail.com and we will get back to you as quickly as possible.