Clinic & Shop Policies

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PRIVACY & OTHER POLICIES

Please also review our Privacy Policy, (data collection through this website), our HIPPA Privacy Notice (collection of patient data by clinic), and our Terms of Use, (rules and statements regarding website data), all of which govern your visit to our website.

Credit Card On File Policy

Our office require a credit card on file. This will be used to process your portion of the bill once your insurance has processed your claim and leads to a dramatically more efficient billing process that most patients find convenient. The way this works is:

  1. Once your insurance company has paid their portion of your bill, they should send you an Explanation of Benefits (EOB) that outlines our charges for the services you have received, the contracted rate that you receive through your insurance, the amount your insurance company has paid, and the balance that your insurance company has determined is due to Miller Family Dermatology.
  2. After your insurance has processed the claim, we will send you a statement for any outstanding balance (patient portion).
  3. This balance will be charged to your credit card 2 weeks after the date of the statement.
  4. Prior to that 2 week deadline, you can send a check or make a payment online with a different card (Many people will pay online using their HSA card).
  5. We will contact you if your card does not process for any reason.

For example:

  1. You come in for an office visit on July 1st.
  2. Your insurance company processes the claim on July 28th and sends you an EOB showing that your portion of the visit is $37.
  3. We receive payment from your insurance company on July 29th and send you a statement for $37.
  4. The statement will say that your credit card on file will be charged 14 days from the date of the statement.  July 29th + 14 days = August 26th.
  5. On August 26th your credit card will be charged $37 for your portion of the visit.  If you wanted to pay a different way, you can mail a check, pay cash in person, or make a payment online with a different card (different credit card, a debit card, or an HSA card) prior to August 26th.

This in no way compromises your ability to question your insurance company. This in no way compromises your ability to dispute charges to your credit card.

Once entered, the credit card number is encrypted and we do not have access to the full card number.

Miller Family Dermatology Financial Policy

Copayments: Any copayment required by your insurance will be collected prior to checking in for your appointment.

Credit Card on File Policy: Miller Family Dermatology is committed to making our billing process as simple and easy as possible. We require that all patients leave a credit card on file with our office. We will scan your card with a card reader which stores your card number in a PCI compliant manner.  After scanning, we can only view the last 4 digits and cannot access the complete credit card number.

After your insurance processes your claim we will mail a statement for the amount that your insurance says is due. Your credit card will be charged for the outstanding balance 2 weeks from the date of the statement.  If you wish to mail us a check or pay cash in person, you are welcome to do so. If you would like to pay with a different credit card we have a secure online payment portal for you to do so.

No Show and Late Cancellation Policy: As a courtesy, we will remind you of your appointment by calling, texting, and/or emailing you prior to your scheduled appointment date. If we cannot speak to you directly, we will leave a message for you. However, our efforts to contact you may be unsuccessful because tech sometimes fails.

An appointment is a contract of time reserved for your treatment. We reserve the right to charge $50 for regular appointments cancelled or broken without advance notice of 2 business days. We charge a $150 cancellation fee for regular surgery and $200 for Mohs surgery cancelled without providing 3 business days notice prior to the appointment. All late cancellations and no show fees will be charged automatically.

Frequent no shows and/or late cancellations may result in discharge from the practice.

Pathology, Microbiology & Laboratory Fees: Many diagnostic services are provided by other healthcare companies. Miller Family Dermatology does not have any contractual arrangement with them and these companies will bill you separately. Biopsies are often sent to an outside pathology lab. You will receive a separate bill from the pathology lab for this microscopic examination.  Microbiology testing is performed by a separate lab that will bill you separately. If blood testing is recommended, you will be provided with a lab slip to take to the lab of your choosing. They will bill separately for their testing.

Cosmetic Services:  The removal of benign lesions is deemed cosmetic and is not covered by insurance.  There typically will be an office visit billed to insurance for the evaluation of these lesions. Cosmetic removal fees are separate from any medically necessary evaluation or treatment done at the same visit.

Lasers, botox, fillers, etc. are entirely cosmetic.

Cosmetic services cannot be billed to insurance, nor can we knowingly try to bill insurance in the hope that it may be covered. Charges for cosmetic services must be paid in full at the time of the service.

Product Purchases: All purchases are final. Products purchased from Miller Family Dermatology cannot be returned for credit or refund.  If there is a defect with a product, it may be exchanged for the same product if the unused portion is returned to the office within 1 week of purchase.

Patient/Parent/Guardian Responsibility:  The parent(s) or guardian(s) accompanying a minor is responsible for providing current insurance information for the minor as well as the payment for services provided.  At the initial visit you may sign our consent for minor treatment form that allows us to render care at follow up visits without the presence of a parent or guardian.

Expired/Invalid Credit Cards: Charges to your credit card will be declined if your card expires or the bank issues you a new card. If charges are declined, we will call you to get an updated credit card.   If our calls are not returned within one week, a $35 declined payment fee may be applied to your account and a new statement will be mailed. Your account becomes delinquent if not settled within 14 days.

Returned Checks: All returned checks will be subject to a $35 returned check fee. If the check is returned for any reason you have 7 days to contact the office and arrange another form of payment.

Past Due Balances:  Past due balances must be paid in full before scheduling additional visits or other services.

Delinquent Accounts: I understand that my account becomes delinquent if not paid within 30 days after billing and the unpaid balance becomes subject to a monthly finance charge of 1.5% (18% APR) or $35, whichever is greater. All unpaid accounts, regardless of size, are turned over to collections and you will be terminated from the practice.

Appointment Policy

Please…

Schedule an appointment by calling (425) 654-1275 or by requesting an appointment on our website, www.millerfamilydermatology.com. If you are having an urgent problem, please call to schedule your appointment so that we can get enough information about your situation and find the best solution.

Check In Policy

Before your appointment begins all your information needs to be entered into our electronic medical record. When you arrive we need to:

  • scan your insurance card and photo ID
  • swipe the credit card you will keep on file
  • verify your insurance eligibility
  • have you review and sign our privacy and financial policies
  • collect your copay

When this is all complete, you are considered checked in. To do this all in the office, new patients must arrive 20 minutes before your appointment.

Your appointment time is the time you are scheduled to be seen. If you arrive in advance so that all paperwork can be completed, we have a 95% on time record. To allow us to remain on time 1) patients who arrive late may be rescheduled, offered an abbreviated visit, or seen later that day and 2) patients who have checked in on time will be seen ahead of those who check in late.

Call ahead if you are running late for your appointment time. We will do all that we can to accommodate your appointment and to minimize the need to reschedule.

No Show Policy

No shows and short-notice cancellations are a significant problem for any small practice. Many practices double book on purpose so that no-shows and cancellations won’t limit access for other patients as well as cause a financial hardship for the practice.

When it comes to no shows and cancellations, we have two choices:
1. A strict policy; or
2. Double Booking (leading to long wait times at our office).

We respect your time, and don’t want to keep you waiting for your appointment. We feel the strict policy is the best fit for our practice. This allows us to run on time except for unusual circumstances.

Cancellation Policy for Clinic Visits

If you need to cancel or reschedule your clinic appointment we need to know at least two (2) full business day before your appointment. For example, if you have to cancel an appointment on Monday at 9 am, we need to know by the previous Thursday at 9 am. This allows us to offer the appointment to another patient on our short-notice cancellation list. A $50 charge will be assessed for no-shows or cancellations with less than two full business day’s notice.

Cancellation Policy for Surgical Visits

Surgical visits require setting aside substantially more time, both for us and for you. If you need to cancel or reschedule surgery, you must call us at least three (3) business days before your appointment. For example, if you have to cancel an appointment on Tuesday at 9 am, we need to know by the previous Thursday at 9 am. The cancellation fee for surgery visits is $150 and for Mohs it is $200. When rescheduling surgery appointments you should also be aware that it will almost certainly be several weeks before an opening can be found for you again.

Violations or Abuse of the Policy

Our ability to meet the needs of patients is quickly compromised by individuals who regularly fail to keep their appointments or reschedule with high frequency. Therefore, Miller Family Dermatology reserves the right to dismiss patients for violating this policy.

Online Shop Policies

Product Returns:

For health and sanitation purposes, we cannot accept returns on skincare products purchased through our website (or in-person within our clinic).

If you believe a product or packaging was delivered in a defective or unusable condition, please contact us at (425) 654-1275 to resolve the issue. Quality and patient/customer care are extremely important to us and we will always do our very best to correct any such issues with as minimal inconvenience to you as possible.

Product Shipping:

Products purchased through our online store, the MFD Online Shop, are shipped within 1-4 business days from purchase completion. We utilize the services of USPS, UPS, and FedEx couriers, depending on what makes most sense for the customer’s shipping location.

If, for any reason, you require a specific delivery courier, please contact us beforehand to see if something can be arranged to make your purchase and delivery as smooth as possible. Sometimes in rural areas it’s difficult or impossible to use certain carriers, so if you’re aware of such issues, please contact us before purchasing to make sure we can accommodate you.

Product Tax Application:

Because we have a physical location, we are required by law to collect Washington state sales sax on all physical/product purchases from the MFD Online Shop, except those made by customers residing in sales tax exempt states.

Sales tax exempt states include:

  • Alaska, Delaware, Montana, New Hampshire, and Oregon.
  • Purchases shipped to all other US states will incur the Washington state tax rate, which is 6.5% at the time of writing. This charge is subject to change with the fluctuations in state rates going forward.

Skincare Product Disclaimer:

As skincare and skin health experts, we stand behind our dermatologist-curated collection of high quality products. Please note that we do not own or have any affiliate relationships with any non-MFD skincare brands, and we cannot guarantee successful results from using any skincare items sold by Miller Family Dermatology online (or in-clinic).

Everybody’s skin is very different and sometimes sensitive to skincare product ingredients. Please be sure to read the product ingredients before purchase, especially if you have known allergies. If a product in our online shop does not include a list of ingredients, you can always contact us to confirm. We cannot guarantee or be held responsible for any allergic reactions or discomfort that may be experienced from the use of any product purchased through Miller Family Dermatology. Although such instances are rare, it’s impossible to foresee if an individual will have any adverse affects from any specific skincare product. We do encourage you to seek our professional advice regarding product selection, especially if you feel you are susceptible to certain ingredients or particularly sensitive to skincare products in general.

When possible, we include the full list of ingredients provided directly from each brand for all products offered within the MFD Online Shop. Please be aware that, without notice, skincare manufacturers occasionally change the ingredients of their products with new releases. Although we work diligently to provide the most accurate and up-to-date data for all of the products we offer, we cannot guarantee the accuracy of this data or the ingredients displayed within the product pages of the MFD Online Shop. If you discover any inaccuracy in the product data displayed within the MFD Online Shop, we would greatly appreciate your valuable input and notification – please call us at (425) 654-1275 and we will look into the matter immediately.

Patient Data Website Security

When it comes to website security, we are especially vigilant. We have gone to great lengths to ensure your Protected Health Information is stored only where it actually belongs, which is in our Practice Management software, and that is is digitally transferred in a secure, encrypted manner.

Data transmitted through our contact forms are securely processed by the HIPPA-compliant online form service, FormStack. No form data is stored on FormStack’s servers or databases. FormStack’s transmission of patient data is sent securely with an SSL Certificate and the addition of 2048 bit key encryption (the most secure transmittal method at this time). Data from FormStack is transmitted to us by a HIPAA-compliant email provider with which we have a Business Associate Agreement attesting to their security processes to protect your data.

The portions of our website that involve patient data collection and transferal are protected by a 256 bit SSL Certificate (ie data encryption). Our website is protected by SiteLock and our security processes are audited by Trustwave. For your protection, none of your information is stored on our website server or within our website database.

We welcome input on any new or emerging technologies that could further augment security.

Please be sure to also read the Online Shop Website Security section below, as the security processes are slightly different for online product purchases.

Online Shop Website Security

To process payments through the MFD Online Shop, we use the secured payment processor, PayPal, with the added layer of encryption provided by our websites’ 256 bit SSL Certificate. Your sensitive payment data utilizes PayPal’s ultra secure payment processing system. As such, none of your payment information is stored by us. While it may be convenient to store your payment data within your MFD Online Shop ACCOUNT for future purchases, it is markedly less secure and is not HIPPA-compliant. Therefore, this option will never be offered through Miller Family Dermatology or the MFD Online Shop.

However, PayPal does offer secured storage of encrypted payment and customer data within their User Accounts. For details, please visit PayPal’s website to learn more.

Your MFD Online Shop ACCOUNT

When you purchase any product through the MFD Online Shop, you have the option of creating a user / customer account (aka your MFD Online Shop ACCOUNT) that stores non-sensitive data to facilitate faster purchases in the future. Account holders also receive exclusive promos and invites that non-account holder won’t receive.

Data that is stored within your MFD Online Shop ACCOUNT, should you create one, includes the following:

  • Your name and email address. Your email address serves as your username to access your account, and your password is stored fully encrypted in our website’s database. That means your password cannot be retrieved in any form, but you can always reset your password, should you lose track of it.
  • Your billing and shipping addresses (which you can manage through your MFD Online Shop ACCOUNT anytime).
  • Your order history.
  • Any downloads you have purchased or received in promotion.

Creating an MFD Online Shop ACCOUNT is not a requirement to purchase any of our skincare products online. It’s simply offered as a convenience for future purchases, but you can checkout as a guest as well. In the latter case, none of your data is retained at all. When you checkout as a guest, you will still receive order email notifications, but your order history or details cannot be retrieved online. You can still retrieve purchase data by contacting us to request our Accounting Team look up your purchase transaction details.

Deleting Your MFD Online Shop ACCOUNT

If, for any reason, you wish to have your MFD Online Shop ACCOUNT removed from our website, we will comply asap. Please note this action is irreversible, and once enacted all data associated within your account will be wholly deleted from our website and database, thus becoming irretrievable. This data includes names, email addresses, billing and shipping addresses, order histories, and all downloads you may have purchased or received in promotion. Please note that purchased downloads are usually sent as attachments with your original purchase receipt email, except in cases where the download file size exceeds that allowed by the email client. You may still be able to retrieve your downloads within these purchase emails even after a successful deletion request of your MFD Online Shop ACCOUNT has been performed.

Unsubscribe from Mailing Lists

Please note that deletion of your MFD Online Shop ACCOUNT will not remove you from any Miller Family Dermatology mailing lists that you are subscribed to. To ensure proper website security, our email mailing list management processes are completely separate from our online store data and these emails must be manually unsubscribed.

To unsubscribe from any of our mailing lists, simply click the “Unsubscribe” link at the bottom of any email sent to said mailing list. Our Mailing Lists are managed securely through MailChimp, and you will be automatically unsubscribed when you click the “Unsubscribe” link. If you cannot locate an applicable email to click the “Unsubscribe” link, please contact us at (425) 654-1275 and we’ll remove you manually.

Keep in Touch

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Request an Appointment

Use our convenient online form to request an appointment at our Issaquah, WA, office. You can also schedule via phone, at (425) 654-1275.