When you call and schedule an appointment, time is reserved for you and no one else. Therefore, your appointment with the provider will be much longer than a standard office visit. This also means that there are a limited amount of appointment slots each day to provide optimal care for each patient. We value your time and place a priority on your health as we put much preparation into your visit even prior to your appointment. No shows and cancellations made without sufficient notice are significant interruptions to the clinic. With that, there has been a need to implement these policies to allow us to serve you and all of our patients better.
There is a $100 deposit for new patients. Payment of the deposit must be made the day your new patient appointment is booked. This deposit will be applied towards your consult fee when you come in to be seen. For established patients, a credit card number will need to be kept on file. A $50 deposit for established patients will only be charged if you do not adhere to the policies as outlined below.
If you need to reschedule or cancel
Due to the length and complexity of visits with the provider, please be courteous and provide notice of at least 2 full business days to cancel or reschedule appointments. This helps to ensure that we can run an efficient and effective practice, meet the needs of patients who are waiting to get an appointment, and be respectful of the time the provider puts forth preparing prior to the visit as well as the time of all of our patients. Cancellations made prior to 2 business days of your appointment will not be charged. Cancellations or rescheduled appointments made less than 2 business days of your appointment will FORFEIT your deposit and it may not be applied to future appointments. A notice of less than 24 hours and no shows will be charged the FULL amount of the consult fee. If you do not show for your appointment or cancel without adequate notice more than two consecutive times, you may be released from the practice.
The portal system will email you 4 days before your scheduled appointment. You may confirm your appointment by replying YES to this email. The office will call you 3 business days prior to your appointment if we are still awaiting confirmation from you. For Monday appointments, you will be called on Wednesday the week prior; Tuesday appointments will be called on the prior Thursday, etc. Please confirm your appointment by 12:00 pm, noon, 2 days prior to your appointment. For Monday appointments, this will be the prior Thursday by 12:00 pm; Tuesday appointments by the prior Friday by 12:00 pm, etc. You can also confirm by either calling the office, sending a message through the patient portal, or emailing firstname.lastname@example.org. If you do not confirm by this time, your appointment slot will be cancelled, filled by another patient, and charges will be applied.
Due to the complexity of consult visits, we must adhere to the time allotted for your appointment to respect the time of the providers and all patients. If you are late to your appointment, there will be less time for the provider to go over your medical history and treatment plan with you. Any extra time going over the allotted appointment slot will be charged an extra fee.
Payment in full is expected at the time of your consult as we are a fee-for-service practice. A credit card number will be required to be kept on file. Functional Medicine consultation services may or may not be covered by your insurance plan. It is recommended that you call your insurance carrier to find out if your plan covers an “out of network” provider. Our clinic does not bill your insurance directly, but we can give you a receipt for services at your request, which you may submit for reimbursement. You may be able to use your insurance for blood work, certain advanced labs and any prescription medications. You may also use pre-tax dollars from a Health Savings Account (HSA) or a Flexible Spending Account (FSA) to pay for your consultations, lab fees, and prescriptions/supplements as your insurer allows. You can read more about why we do not bill insurance here.
For new patients, you will first need to register through our portal here. Once registered and a deposit is made to book your appointment, you will need to fill out forms and questionnaires online in the patient portal. This will hold your slot. You must complete the medical history questionnaires within 24 hours of booking your appointment time. A complete and thorough medical history will help the provider prepare for your consult. Please allow at least 2 hours to complete this since a thorough medical history is needed. We require that all new patients complete their questionnaires no later than 24 hours after booking the appointment. If it is not completed in time, you will lose your appointment slot. You will then have to reschedule the appointment. Any cancellations or rescheduled appointments with insufficient notice of less than 2 business days will cause for your deposit to be forfeited.
A most recent copy of your labs and any procedures or tests will need to be provided prior to your initial consultation. You can have these faxed to our office or you may upload these into the secure patient portal prior to your visit as it will help the provider review the results before you are seen. Please bring all prescription medications and supplements to your visit and list these in your chart as well. You can input these in the portal under My Medications.
Established patients with questions about their healthcare can contact the providers at anytime through the Patient Portal. Please be advised that due to the varying degrees of complexity that messages may involve, please show us grace in our response times as it may not be the same day. It is possible that it may even take up to a week to reply to emails and messages, and that not all questions can be answered through the portal. NOTE: Any response that requires 5 minutes or longer of the provider's time to respond to your message will require an appointment by phone. These will be billed by the amount of time consulted with the provider, but should be no greater than 20 minutes as this would require a follow-up consult fee charge for the appointment. Please see our Fees page for details. If an appointment is necessary to adequately answer your questions, we will let you know. For any urgent needs, please contact the office by calling (682) 593-7223.
Lab results will not be released before your scheduled follow up consult unless there is an urgent matter to discuss. Please withhold any questions regarding labs until your appointment.
Prescription (RX) Refill Requests
Existing patients may request prescription refills through the secure Patient Portal by clicking on the My Medications button. We ask that you give sufficient notice to the office of at least one week before your prescription expires. Please also check with your pharmacy in advance of when your medication runs out of supply to avoid any delays. This will give the office ample time to provide an alternative if a medication were to be out of stock and on backorder. For certain medications, routine follow-up with our office is necessary and may be required in order to fulfill requests. If you have not been seen for over six months, you may need to schedule an appointment prior to getting your refill.
Primary Care Provider (PCP)
Due to our practice structure, Stewarding Life Wellness will not function as a primary care provider (PCP). All patients should have a PCP to cover for acute needs, routine care, and screening (such as mammogram, Pap smear, and colonoscopy). Every patient we see will need to have seen their PCP within the past year and had their basic labs done. In some cases, it may also be requested that they return to their PCP and have additional labs/testing done before moving forward with any functional testing. This will be case by case and under the discretion of the functional medicine provider.
ACUTE Care and emergencies
As a Functional Medicine clinic, our office hours and staffing does not allow the same availability and access to care that you can receive at your primary care provider clinic which would be necessary during situations that are urgent. Any acute illness or injury will need to be directed to your PCP. In the event of a serious health concern that needs immediate attention, please go to the nearest urgent care/ER, or call 911 in the case of a true medical emergency. Any crucial medical problem outside of our office hours that cannot wait until the next business day should also be seen by your PCP, or at an urgent care/ER, or call 911. If you notice an adverse effect from one of the components of your health plan, you should discontinue it immediately and call the office or contact your provider through your patient portal.