Office Policies

Office Policies

Your scheduled appointment is reserved specifically for your child and the procdure. If a cancellation is unavoidable, please call the office at least 48 hours in advance so that we may give that time to another patient. If two (2) broken/missed appointments occur or two (2) cancellations without 48-hour notice, our office reserves the right to NOT schedule any subsequent appointments and you may be dismissed from the practice. You may also incur a broken appointment fee because another child may have been seen that time. Also, if you arrive 10-15 minutes late for your appointment, you may be asked to reschedule. Again, please call at least 48 hours in advance if a cancellation is unavoidable so that we may give the appointment to another patient.

 

All restorative (fillings, extractions, etc.) procedures are preferred to be scheduled in the morning hours. Children tend to do better in the morning for these types of procedures. Treatment appointments are much easier when your child, the doctor, and staff are fresh. While we understand that school is important, scheduling in such a way may make the procedure go more smoothly. We have school excuse slips that you may get from our business office. Like other medical appointments, dental appointments are an excused absence.

 

Re-care appointments are made six months in advance for your convenience. Even if you are uncertain of your exact schedule that far in advance, we still recommend scheduling. If you need to change the appointment later, you can always contact our office. Please keep in mind that we try to alternate after-school appointments in fairness to all families, and to limit those to children over the age of 6.

 

We strive to see all patients on time for their scheduled appointment. We make every effort to stay on schedule but sometimes this is not possible. Please remember, we run on children’s time, not adult time. Sometimes a child may need extra time to ensure that they walk away with a positive experience, and that is our goal. Additionally, there are times when our schedule is delayed in order to accommodate an injured child or an emergency. Please keep in mind that you would appreciate the same courtesy if your child is in need of emergency treatment. If you have to wait more than 15 minutes and our staff has not yet spoken with you, feel free to ask the reason for the delay.

 

Please plan to arrive 10-15 minutes before your scheduled appointment. This will allow time to complete any additional paperwork and see your child on time. We recommend using our website and kiosks in the waiting room to expedite the process.

 

A parent or legal guardian (with official documentation) must be present in the office during the initial examination and/or any filling appointments. You may sign a special form to allow grandparents, a nanny, or a friend authorizing them to bring your child to their appointments, and to make decisions on your behalf. Please ask our staff about this form.

Please understand that payment of your bill is considered a part of your child’s treatment. While we will accept assignment of benefits from your insurance company, you will be responsible for the full balance including any amount that is not paid by your insurance company. Payment is expected in full for each appointment as services are rendered. We accept cash, personal checks, MasterCard, AMEX, or Visa. Additionally, we offer easy interest-free payment plans through CareCredit for certain treatments.

 

Our computer software attempts to calculate your estimated portion, but keep in mind that we have no control over what your insurance company pays. Ballantyne Pediatric Dentistry requires all outstanding balances to be paid in full within thirty (30) days unless other arrangements have been made. Also note, if we have not received payment or if you have not contacted us within thirty (30) days, further action may be taken with a collection agency or with Small Claims Court. Additional fees will be charged should these measures become necessary. We reserve the right to apply an interest rate of eighteen percent (18%) from the date of service.

There is no direct relationship between our office and your insurance company. The type of plan chosen by you, and/or your employer determines your insurance benefits. As such, we have no say in the selection of your insurance company, no control over the terms of your contract, annual maximums, the methods of reimbursement or the determination of your insurance benefits. Additionally, although the insurance company may prefer to dictate how treatment is performed, all treatment is determined based on Dr. Scott’s evaluation of your child in combination with consultation with you. While we do our best to determine your benefits/out-of-pocket expenses, it is ultimately your responsibility to know about your insurance coverage plus to inform us of any changes in your carrier, policy, etc.

 

While we do accept assignment of benefits, your insurance company is not legally bound to pay our office in a timely manner, and we may require your assistance in making this happen.  We file insurance as a courtesy to our patients but keep in mind that the bill is your responsibility and if the insurance company does not pay, or pays less than our computer has estimated, any remaining balance will need to be paid to our office by you.  We do our best to estimate your out-of-pocket portion but we never really know what an insurance company is going to pay until we actually receive the payment.

Telephone calls about billing or scheduling are taken by our appointment/account coordinator during regular business hours. If you reach our voicemail, please leave a clear message.

Parents are welcome in the back to observe during the exams and cleanings. We have a bench in the open bay and a chair in the private rooms available for parents for these types of visits. However, during restorative treatment, we ask that parents prepare their child that our staff will lead them in from the door to the back, and that they will be going with the staff member, and without Mom/Dad at that point. While you may want to walk your child to the chair, it can be unsettling for a child to be in a reclined position and then to have to watch their parent leave them. This arrangement allows the doctor and staff to communicate with your child directly without distractions and therefore provides the best quality and safety of the procedures. Dr. Scott and his staff devote their full attention to your child to ensure that your child has the best experience possible

 

We ask that children that are not scheduled at this appointment remain in the reception room. Young children in the reception room will need a supervising adult.

 

Please refrain from cell phone usage in the treatment areas. These conversations can be distracting to both staff and patients, and may take away from a young child’s positive dental experience.

 

Finally, we ask that you speak positively about dentistry to your child. It may seem funny to make jokes about like, “Be good or the dentist will give you a shot,” but it may impact your child’s opinions more than you may think. Even if you are uncomfortable with dentistry, please do not convey a negative message to your child.

What Our Clients Say...

Submit Your Review →
  • "Excellent service and care. I 'm very happy I chose Ballantyne Peadiatrics for my daughter. Thank you"

    -Megan Mehta

    1
    2
    3
    4
    5
    May 06 2016
  • "They work really well with children. This was my son\'s first time going to the dentist and they made both my boys feel very comfortable and it was just an excellent overall experience Thank you do much"

    -Felicia Hernandez

    1
    2
    3
    4
    5
    Mar 16 2016
  • "Great service, kid-friendly, very knowledgeable dentist and staff."

    -Ryan

    1
    2
    3
    4
    5
    Mar 16 2016