TLC Pediatrics Practice Policies and Procedures
Thank you for choosing TLC Pediatrics LLC for your child’s primary care needs. Below is a detailed description of our policies and procedures to help you navigate your visit and your family’s care experience. You can reach our office at (301) 352-6515.
Appointment Types
Annual Well-Exam / Physical
We encourage all parents/guardians to schedule a complete annual exam at a time when their child is physically well. The primary goal of the annual well visit is to focus on preventive health care and to discuss measures to ensure your child’s continued wellness. If your child is sick or has health problems, please wait to schedule their physical. We may ask you to schedule a follow-up visit to discuss any abnormal results. These issues will be addressed in a separate visit to allow adequate time for each concern.
Please note: Most insurance plans cover only one annual exam per year (child must be seen on or after the date of the last well exam). If you would like your child seen before the annual date, a fee (see billing for details) will be collected at check-in and submitted to your insurance. Once your insurance pays the claim, any reimbursable amount will be returned to you (allow up to two months for processing).
Our office policy is one well visit per year.
Follow-Up Visit
Follow-ups are for managing chronic conditions and abnormal test results. Conditions such as asthma, allergies, diabetes, high cholesterol, obesity, and ADHD typically require visits every 3–4 months. These visits help monitor progress, adjust treatment, and refill medications. Refills will not be honored if the child has not been seen. Chronic condition care is not addressed during well visits.
Urgent / Sick Visit
These visits address new or acute issues. We will examine your child, order tests as needed, and provide treatment. A follow-up may be required to ensure full recovery or discuss results.
Nurse Visit
These are limited to immunizations, weight checks, TB skin tests, and PKU screenings. You will not see a provider. If you have a concern, inform front desk staff in advance to determine if a provider visit is needed.
Check-In Process
Co-pays, co-insurances, and deductibles are due at time of service. We are contractually obligated to collect these per your insurance policy.
Payment Methods: We accept cash, Zelle, and all major credit cards. A processing fee will apply.
Newborns: A $250 fee applies if your newborn is not listed on your insurance by their first visit. If your baby was in the NICU, the first visit fee is $305.
Payment Plans: Must be arranged in advance. Plans can be set up on a 3, 6, or 9-month basis depending on the ending account balance. No immunizations will be administered until balance is settled in full.
If a balance remains unpaid after 180 days, you may be asked to reschedule and your account may be sent to collections.
We recommend understanding your insurance benefits before your visit. If you need assistance, TLC’s insurance service is available on Thursdays, 9 AM–12 PM.
Statements: We currently use the Healow patient portal to communicate patient balances. Please contact the billing department with concerns regarding your child’s account.
Tardiness and Missed Appointments
We expect all families to take responsibility for their scheduled appointments.
Grace Period: A 10-minute grace period applies only if the office is notified in advance. If not, your slot may be released and rescheduling may be required.
Cancellations:
- Same-day sick visits must be cancelled 1 hour before the appointment start time.
- Well-child visits must be cancelled at least 24 hours in advance.
No-Show Fee: There is a $75 fee for all missed appointments. Must be settled at child next appointment.
Cancellations can be made via the patient portal and or via appointment reminder calls. Please ensure all your demographic information is UpToDate with the office.
Wait Time
We strive to run on time but delays may occur due to complex cases or urgent needs. If another patient is taken in before you, they may be seeing a different provider or have an urgent concern.
Vital Signs
Vitals are collected at every visit (except for blood draws).
- Ages 3 and up: weight, BP, temperature, pulse oximetry
- Under 3: weight, temperature, pulse oximetry
Lab and Test Results
Results are communicated within 2 weeks via phone or the patient portal. If you have not heard from us within this timeframe, please call the office.
- Radiology and outside provider test results will not be available in the portal but remain in the child’s health record.
- Abnormal results requiring further discussion will require an appointment.
Messages Left for the Providers
If you need to reach a provider, call the front desk to leave a message. All messages will be returned appropriately.
If your child is experiencing symptoms or you have a medical question, an appointment will be required.
Urgent concerns should be addressed by scheduling an appointment.
Referrals
Referrals are ideally handled during visits when the condition is discussed. If you haven’t been seen for the concern, you may be asked to make an appointment. When requesting a referral, be prepared with the specialist’s full name, address, phone, fax, and specialty.
Allow 3 business days for processing.
Prescription Refills
We e-prescribe prescriptions that are not controlled substances. Request refills during regular appointments. Do not wait until medication runs out.
- Allow 72 hours (3 business days) for processing.
- Controlled substances require an in-office visit and cannot be refilled by phone.
- Children on controlled medications must be seen every 3 months.
- There is a $25 fee for rush refill requests of controlled substances.
Always confirm or update your pharmacy at check-out.
Forms and Letters
Submit forms and letters to the front desk with your portion completed. Forms without a name and DOB will not be accepted.
Some forms require a visit before completion.
Fees:
- Standard forms: $25
- FMLA forms: $85
Turnaround Times:
- Forms: 5 business days
- FMLA and letters: 14 business days
We are not able to expedite forms under any circumstances.
Mailing, Faxing, and Emailing
Unfortunately, we do not mail, fax, or email documents.
On-Call Service
When the office is closed (evenings, weekends, holidays), a provider is on call for urgent medical concerns only. A fee will apply for calls that are deemed non-urgent by the medical provider.
Call the office number and follow prompts or dial 443-481-3185 directly.
Do not use this service for:
- Prescription refills
- Referrals
- Lab results
- Scheduling
In a medical emergency, call 911.
Billing Concerns
For billing questions, call 301-352-6515 and select the option for billing.
Questions about lab bills (e.g., Quest, LabCorp) must be addressed with those providers directly—we do not have access to their billing systems.
Emergency Office Closures
For weather-related closures or delays:
- Call the office for a recorded message at 301-352-6515
- Visit our Facebook page for updates
Communication and Concerns
Stay connected through:
- The Patient Portal: access visit info or message your provider
- Website: www.pediatricsbowie.com
- Facebook: TLC Pediatrics Facebook Page
For concerns or feedback, please contact our Office Manager, at 301-352-6515.