Visitor Policy
At Clinic Sofia, we allow two guests of any age to accompany you to your appointments. For ultrasound appointments, we allow one guest over the age of 18 to accompany you to your appointments. Masking is not required.
No Show/Cancellation Policy
We understand that there are occasions when a patient must miss an appointment due to circumstances beyond their control. In this event, we ask that our patients give us 24 hours to cancel the scheduled visit. The second time you “no show” a scheduled appointment, or cancel with less than 24 hours’ notice, a missed appointment fee of $25 will be charged and must be paid in full before future appointments can be made.
Prescription Refills
For prescription refills, please contact your pharmacy to check if you have additional refills remaining. If your prescription has no refills, the pharmacy will fax a request to Clinic Sofia. Refill requests require 48 hours to be processed. If a prescription needs prior authorization from your insurance company it will be handled in a timely manner. Insurance providers vary in the time it takes to process prior authorizations.
Medical Records
If you would like to have your medical records transferred to Clinic Sofia from another facility, you must contact that facility and sign a Medical Record Release Form (PDF). If you would like us to send a copy of your medical records to yourself or another facility, we will need a completed Medical Records Release Form as well. Please note: we can only release Clinic Sofia owned records. This means that if you had records sent to Clinic Sofia from a different facility, you must contact that individual facility again to obtain those records.
Financial Policies
Insurance Policies
We will file a claim for services rendered to your medical insurance. If you are not able to provide proof of active insurance and still choose to be seen, payment is due at the time services are rendered. You are responsible for any services performed in our office that are not covered by your insurance company, including co-pays, deductible and non-covered services. All co-pays are due at the time of service, as well as open patient balances.
It is your responsibility to inform us in a timely manner of any changes to your insurance information. If an insurance company denies payment for incorrect information, it is your responsibility to submit corrected information or to make payment in full. We understand that insurance can be confusing. If you have questions, we will be happy to help. We also know that some of our patients might be experiencing financial difficulties. If this is the case, we can work with you to find a payment plan that is comfortable. Please contact Clinic Sofia if you are not able to pay the full balance due. Accounts with an outstanding balance over 60 days past due that have not made approved payment arrangements will be charged an additional $100 fee and turned over to a collections agency. At that time, you will be terminated from the practice and patient services from Clinic Sofia will no longer be available after an account is turned over to collections.
Clinic Sofia OBGYN is contracted with many, but not all, insurance plans. If your insurance company requires a referral or authorization to be seen at Clinic Sofia, it is your responsibility to obtain this from your primary care provider or insurance company prior to your appointment.
Self-Pay and Health Share Policy
We offer a discounted rate for self-pay patients that pay for services the day they are rendered. All self-pay patients will need to pay at check-out for all services consented to and rendered. We will inform you of the self-pay cost before consenting to or receiving services.
We do not participate with health share companies such as Solidarity Health Share, Liberty Health Share, or Samaritan Ministries since they are not traditional insurance companies. Health share patients are considered to be self-pay for services on the date services are rendered. Health share patients submit receipts, etc. to their health share company for direct reimbursement.
OB Billing
Your prenatal care and delivery will be billed as a “global” package. The global package includes up to 13 routine prenatal office visits, delivery, and the post-partum office visit. It will be billed out at the end of your pregnancy (unless you change insurance mid pregnancy). Please note: if there are more than 13 routine prenatal office visits, there may be separate office visit charges.
Fertility Billing
Clinic Sofia is happy to discuss payment options for fertility services. If your insurance does not cover fertility testing and treatment, self-pay rates are available. Please contact the business office to discuss more details at 952-516-7966 or by emailing sofia@clinicsofia.com.
