Office Policies & Procedures

This document covers our policies on appointments, fees, records, vaccines, insurance, and telemedicine. If you have any questions, call us at (361) 853-3222 — we're happy to help.
Effective July 2026 · Replaces all earlier versions

Appointments & Arriving Late

In Brief: Arriving on time help every visit start promptly. If you are more than 15 minutes late, we may need to reschedule.

• All visits are scheduled through the front office; we are not able to offer walk-in appointments.
• If you arrive more than 15 minutes after your appointment time, we will try to work you in. If we can't, we will help you reschedule.
• We send appointment reminders via text message or portal message. Standard message rates may apply. Let the front desk know anytime if you'd like to change how we contact you or opt out.

Consent & Who May Bring your Child

In brief: A parent or legal guardian must come to the first visit. Another trusted adult may bring your child later — if we have your signed permission on file.

• A parent or legal guardian must come with your child to the first visit and any visit where major treatment decisions are made.
• Another adult (like a grandparent, stepparent, or sitter) may bring your child to other visits if a signed Consent to Treat form is on file. Ask the front desk for the form — Texas law lets you give this written permission.
• Teens may not be seen alone without a parent's permission, except for the limited types of care Texas law lets a minor consent to on their own.
• Unless a court order on file with us says otherwise, Texas law allows both parents to bring the child to visits and to see the child's records. If a custody or court order limits a parent's rights, please give us a copy so we can follow it.

Missed Appointments (No-Shows)

In brief: Cancel sick visits at least 1 hour ahead, and checkups at least 1 day ahead, to avoid a fee.

• Sick visits: cancel at least 1 hour before your appointment.
• Well-child checkups and ADHD rechecks: cancel at least 1 day (24 hours) before.
• A missed well-child or ADHD visit without notice has a $25 no-show fee.
• We understand that plans change. After a second missed appointment within a 12-month period, we will send a courtesy reminder of this policy. If a third appointment is missed, we may need to ask your family to transfer care — a step we take only as a last resort.

Medicaid and CHIP families: By state rules, we do not charge no-show fees to patients covered by Texas Medicaid or CHIP. Please still call to cancel so another child can use the time.

If we ever need to part ways: You would receive written notice, and we would continue to see your child for urgent needs for 30 days while you choose a new doctor. Records go to your new doctor at no charge.

Vaccines

In brief: We follow the CDC and AAP vaccine schedule, and we ask all patients to stay on schedule.

• Our doctors follow the vaccine schedule recommended by the CDC and the American Academy of Pediatrics (AAP).
• We ask that all patients stay up to date on vaccines unless there is a medical reason not to. Your child's doctor is always glad to talk through questions or concerns.
• New patients must bring a current vaccine record before their first visit can be completed.
• If you want to delay or decline a vaccine, your child's doctor will talk it through with you and ask you to sign a Refusal to Vaccinate form for the chart.

Fees at a Glance

All of our fees, listed in one place.

Missed well-child or ADHD recheck visit (no-show) - $25 - Does not apply to Medicaid or CHIP patients

Your first copy of your child's medical record - Free - Also free when records go to your new doctor

Extra copies of the medical record - Up to $25 - First 20 pages, then $0.50 per page — never more than Texas and federal law allow

Vaccine record (paper copy after your visit) - $5 - Always free on the patient portal

School, camp, or sports forms after your visit - $10 - Free if you bring them to the visit

Rush fee (form needed in 2 days or less) - $10 - Normal turnaround is 5–7 days

Sports Physical - $60 - Does not apply to Medicaid or CHIP patients

FMLA (Family and Medical Leave Act) forms - $25 - Allow 5–7 days

Late payment fee - $25 - Added after the 2nd unpaid billing notice

Returned check - $20 - For checks returned for insufficient fund

Prescriptions & Refills

In brief: Ask for refills during office hours and allow 2 business days. ADHD and other controlled medicines need regular checkups

• Request refills through the patient portal or your pharmacy during office hours. Please allow 2-3 business days.
• ADHD medicines and other controlled medicines require regular follow-up visits (usually every 3 to 6 months) before we can refill them. Texas law requires us to send these prescriptions electronically.
• We do not refill controlled medicines early, and lost or stolen medication may require a police report before a replacement is sent.
• The after-hours on-call doctor is for urgent medical questions — not routine refills or controlled medicines. Requesting refills a few days early helps make sure your child never runs out.

Medical Records & Transfers

In brief: Request records in writing. Your first copy is free. Sending records to your new doctor is always free.

• To get records, fill out a written request (a release form) at our office or through the portal.
• We will complete your request within 7 days — faster than the 15 business days Texas law allows.
• Your first copy is free. Extra copies cost up to $25 for the first 20 pages, plus $0.50 per page after that. We will never charge more than Texas and federal (HIPAA) rules allow, and fees for your own child's records are based only on our actual costs.
• There is no charge to send records to your child's new doctor when you transfer care. 

If you change your child's primary care doctor or transfer records to another office, your child becomes an inactive patient here. When that happens, we give you a free copy of the immunization record, growth charts, labs, last well-child visit, and consultation reports.

Forms

In brief: Bring forms to your visit and we fill them out free. Forms requested later have a small fee.

• Camp forms, sports physical forms, asthma action plans, school notes, and similar forms are free when you bring them to the visit.
• Forms requested after the visit cost $10. FMLA forms cost $25.
• Please allow 5–7 days for any form. If you need it in 2 days or less, a $10 rush fee may apply.
• A paper vaccine record requested after your visit costs $5. It is always free on the patient portal.
  

Payment and Billing

In brief: Payment is due at the time of the visit. If you ever need help with a balance, call us - we will work with you.

■ The parent or adult who brings the child is responsible for payment due at the visit (copays, deductibles, and coinsurance).

■ You are responsible for any balance your insurance does not cover.

■ Self-pay families and families with health-sharing plans pay in full at the visit. We can give you an invoice to send to your health-sharing plan.

■ If a new problem comes up during a well-child checkup — or your child needs extra testing, medication changes, or a referral — your insurance may charge a separate copay, deductible, or coinsurance for that part of the visit.

■ Before a checkup, please ask your insurance what it covers. Some plans do not cover hearing, vision, or other screenings. If your plan doesn't cover them, you pay the allowed amount.

■ After insurance processes a claim, you will get an Explanation of Benefits (EOB). Any balance it shows is your responsibility.

■ If a balance is unpaid 30 days after your statement, we cannot schedule new routine well visits until it is paid or a payment plan is set up. Sick care is still available — we will set up payment arrangements when you schedule.

■ A $25 late fee is added if the balance is unpaid 30 days after the second billing notice.

■ Balances unpaid for more than 90 days may be referred to a collections agency and, in rare cases, may require transferring care to another practice.

■ A $20 fee applies to checks returned for insufficient funds.

Divorced or separated parents: The adult who brings the child pays at the visit. We cannot get involved in payment disputes between parents.

Need help with a balance? If paying on time is hard right now, call our billing office before your balance is overdue. We will help you set up a payment plan.

Insurance

In brief: Bring you insurance card to every visit and keep us updated. We'll help you sort out any coverage questions.

• Keep our office updated with your correct insurance information. If wrong or outdated information causes a claim to be denied, you are responsible for the bill.
• Bring your insurance card to every visit.
• Please check what your plan covers, including vaccines, and let us know before vaccines are given if your plan does not cover them.
• We try to verify your coverage before well visits, but the information insurance companies give us is not a guarantee of payment.
• If your plan requires you to name a primary care provider (PCP), make sure ABC Pediatrics is listed before your visit. If not, you may need to pay in full or reschedule.
• By signing below, you allow us to share your child's diagnosis and treatment records with your insurance company to process claims, and you allow your plan to pay us directly.
  

ImmTrac2 - the Texas Immunization Registry

In brief: With your consent, we share your child's vaccine records with the state's secure registry. You can say no, and you can change your mind anytime.

ImmTrac2 is a free, secure registry run by the Texas Department of State Health Services (DSHS). It keeps all of your child's vaccine records in one place. Joining is your choice.

If you consent, Texas law allows these groups to see your child's vaccine information:

• Public health departments in their own areas
• Doctors and other providers licensed to give vaccines, when treating your child
• A state agency with legal custody of your child
• Your child's Texas school or child-care facility
• Your child's health plan (one authorized by the Texas Department of Insurance)

You can withdraw your consent at any time by writing to:

Texas DSHS, ImmTrac Group – MC 1946, P.O.Box 149347

Austin, TX 78714-9347.

Telemedicine (Video Visits)

In brief: Video visits are private and convenient, but they have limits. You can switch to an in-office visit anytime.

• The same privacy laws that protect in-office visits also protect video visits. Your insurance plan may review records for quality checks, just like any visit.
• Only a limited physical exam is possible by video. The doctor may ask you to come in, or to go to urgent care or the ER, if your child needs a hands-on exam.
• Technical problems can interrupt or blur the video. If the doctor can't see or hear well enough, a follow-up visit may be needed.
• Not every condition is right for telemedicine. A child who is getting worse should be seen in person.
• Normal copays, coinsurance, and deductibles apply. If your plan does not cover telemedicine, you are responsible for the balance.
  

Emergencies & After-Hours Care

In brief: In an emergency, call 911 first. For urgent questions after hours, our on-call doctor can help - please don't use the portal  for anything urgent.

• If your child has a medical emergency, call 911 or go to the nearest emergency room right away. Do not wait for a call back.
• For urgent questions after hours, call (361) 853-3222 and choose extension 6 to reach the on-call physician (MD/DO).
• Please do not use portal messaging for emergencies or urgent concerns. Portal messages are read only during regular office hours, so a message about an urgent problem may not be seen in time. For anything urgent, call the office or the on-call line; in an emergency, call 911.
• The on-call line is reserved for urgent medical questions. Our office team is glad to help with scheduling, billing, forms, and refills during business hours.
  

Respect & Saftey

In brief: We treat your family with kindness and respect, and we ask the same for our staff and other families.

• Threats, abusive language, harassment, or discrimination toward our staff, doctors, or other families is not tolerated.
• This behavior may require us to ask a family to transfer care, with the same written notice and 30-day transition described above.
  

Questions? Call (361) 853-3222

Alameda office: Fax (361) 853-7811, AlamedaDesk@abcpeds.net.

Saratoga office: Fax (361) 980-3619, SaratogaDesk@abcpeds.net.

Your privacy & your rights: We follow HIPAA and Texas privacy law. We do not share your child's records unless you direct us to or the law requires it. Our full Notice of Privacy Practices is available at the front desk and at www.abcpeds.net.

We strive to minimize antibiotic overuse by educating families on proper use and adhering to evidence-based guidelines for responsible prescribing. Since many illnesses are viral and don't require antibiotics, our pediatricians explain alternative treatments and emphasize the importance of natural healing when appropriate.

Furthermore, we avoid prescribing antibiotics over the phone, as we believe in conducting proper assessments before doing so. Antibiotics are prescribed only when necessary and appropriate, ensuring patient well-being while mitigating the risks of antibiotic resistance and unnecessary side effects.

We respect everyone's time and kindly ask that you arrive 5 minutes early for your appointment. While we understand delays happen, late arrivals may need to reschedule to keep us on schedule.


Missed or canceled Well Child or ADHD re-check appointments without 24-hour notice may incur a fee, as they impact our clinicians, staff, and other patients.