Practice Office & Financial Policy
Welcome to Northwest Houston Neurology (NWHN). By scheduling an appointment, checking in, or receiving care, you acknowledge and agree to the following policies.
We encourage all established patients to utilize the secure Patient Portal to communicate with our office in regards to appointments, billing questions and medical questions.
Appointment Policy
Please contact our office at 281-357-5678 during normal business hours to make an appointment.
Forms & ID: All registration forms must be completed prior to your visit. A valid photo ID and current insurance card are required at check-in and must be updated as requested.
Late Arrivals, Cancelations & Appointment Attendance: Patients arriving more than 15 minutes late may be asked to reschedule. We require at least 24 hours’ notice for cancellations or rescheduling; failure to do so may result in a No-Show Fee. A pattern of missed appointments, late cancellations, excessive tardiness, no-shows, or frequent rescheduling may be considered noncompliance with our Appointment Attendance Policy.
Patient Presence: For safety and compliance, the patient must be physically present for all visits. Providers cannot see representatives in place of the patient.
Telehealth Conduct: Telehealth visits follow all standard office policies. To ensure safety, privacy, and compliance, patients must be physically located in Texas, remain visible on camera for the duration of the encounter, and be in a private, safe, stationary environment (not driving).
Emergency Care: Northwest Houston does not provide emergency medical services. If you are experiencing a medical emergency, call 911 or proceed to the nearest emergency department.
Financial Policy
Payment at Time of Service: All copays, deductibles, coinsurance, and outstanding balances are due in full at the time of service.
Insurance Responsibility & Cost Estimate: Insurance verifications and cost estimates are provided as a courtesy only and are not guarantees of final coverage or payment. Patients are ultimately responsible for all charges incurred, including services deemed non-covered or out-of-network by their insurance. Final patient responsibility is determined only after insurance processing. Any verified overpayments will be refunded upon request.
Adults & Minors: Patients age 18+ are fully responsible for their accounts regardless of third-party arrangements. For minors, the parent or guardian presenting the child for treatment is responsible for payment at the time of service.
Referrals & Authorizations: Required insurance referrals or prior authorizations must be active before services are rendered, or the visit may be rescheduled or become full patient financial responsibility.
Third-Party Claims: We do not bill auto insurance, workers’ compensation, or liability carriers. Full payment is due at the time of service, and documentation will be provided for you to submit.
Balances & Collections: Monthly statements are due within 10 days. Accounts over 90 days past due may be sent to collections and result in dismissal from the practice.
Payment Methods & Fees: We accept cash, checks, and major credit cards. Returned checks or credit card chargebacks incur a fee. Repeated payment disruptions or stop-payments constitute a breach of contract.
Administrative Fees & Other Services: Out-of-pocket fees apply to paperwork, forms, letters, record requests, and other non-visit services. Patient care discussions without the patient present are not billable to insurance; these require a valid Medical Power of Attorney or signed HIPAA form on file and are strictly private, flat-rate self-pay consultations.
Our billing department is happy to assist with general insurance questions. However, your insurance policy is a contract between you and your insurance carrier. For specific questions regarding coverage, benefits, claim processing, or payment determinations, please contact your insurance company directly.
Patients are responsible for providing current insurance information in a timely manner, obtaining any required referrals or prior authorizations when applicable, and promptly responding to requests from their insurance carrier (such as coordination of benefits, accident information, or other coverage verification). Failure to do so may result in delayed claim processing or patient financial responsibility.
Prescriptions, Refills, Orders, Medical Records
Prescriptions: We do not dispense written prescriptions in most cases. We will call-in directly or transmit electronically to the pharmacy of your choice. We can also review the patient’s outside medication history electronically.
Refills: Please allow 3-5 business days for processing and contact your pharmacy directly to request a medication refill. Requests are handled during business hours only. Medication prior authorizations may take additional time. We do not refill medications prescribed by other physicians.
Controlled Substances: Controlled substances and other medications requiring close monitoring may require follow-up visits every 3-6 months. Early or after-hours refills are not guaranteed. Contact our office 5 days in advance.
Outside Orders & Referrals: For any orders directed outside of NWHN - including labs, diagnostic testing, imaging, or referrals to other providers - patients are solely responsible for scheduling the service and confirming insurance network participation. Authorizations for these orders are subject to insurance requirements and may take additional time to process. Patients are responsible for coordinating with the outside facility or provider and ensuring completion of ordered services.
Medical Records & Forms: All medical records requests and most medical forms are securely processed through our third-party vendor, HealthMark Group. Requests related to continuity of care may be processed in-house when appropriate. A signed Authorization for Release of Information may be required, depending on the type of request.
We reserve the right to decline completion of certain types of forms. If the physician agrees to complete a form, it may be processed through HealthMark or in-house and require an appointment. Fees will apply.
Technology & Care Coordination:
To support your care, providers may review available external medical and pharmacy records through participating health information exchanges and our electronic medical record. Providers may also use HIPAA-compliant digital scribe and AI-assisted documentation technology during patient visits. The provider remains responsible for all clinical decisions and documentation.
Privacy Practices
Northwest Houston Neurology is committed to preserving the privacy of your health information. Review a Summary of Privacy Practices below to understand the ways we may disclose your medical information and also to understand your rights concerning this information.
Practice Rights & Enforcement
Office Conduct: We are committed to maintaining a safe, respectful and professional environment for both patients and staff. Abusive, threatening, or disruptive behavior toward staff or providers will result in immediate termination of care and dismissal from the practice.
Dismissal: The practice reserves the right to terminate the provider-patient relationship or decline non-urgent services at its discretion, consistent with applicable law and professional ethics. Reasons include, but are not limited to, non-compliance with practice policies or provider recommendations, repeated violations of our Appointment Attendance Policy, financial delinquency, or abusive, threatening, or disruptive behavior. The practice may also terminate the provider-patient relationship if, in the provider's professional judgment, the relationship is no longer therapeutic or based on mutual trust and respect.
Policy Update & Non-Waiver: Policies may be updated at any time, and the current version applies to all active patients. Failure to enforce any provision of these policies at any time does not waive the practice’s right to enforce it in the future.