Office Policiess

Medical Financial Policy
We participate in most insurance plans, including Medicare. If you are not insured by a plan we do business with, payment for services will be your responsibility. It is your responsibility to provide us with accurate and timely insurance information. Inaccurate or untimely information given to our front desk staff – that of which results in denial or noncoverage by your insurance company – will result in you being responsible for payment of the resulting balance.

All co-payments and deductibles must be paid at the time of service. We will submit your claims and assist you in any way we reasonably can to help you get your claims paid. In many instances, your insurance company requires you to supply certain additional information directly to them in order to process claims. It is your responsibility to comply with their request. If your insurance changes, we ask that you notify us prior to your next appointment so that we can make appropriate changes to your information on file; this includes up-to-date images of the front and back of your insurance card so that we can properly file claims with your insurance company. If your account is past due, you will receive a letter stating your financial responsibility. we hold the right to refer your account to a collection agency and/or discuss the potential for dismissal from the practice. If you are uninsured or choose not to use your insurance, you will be responsible for the full cost of services rendered. Payment in full is expected at time of service unless a prior arrangement has been made with billing staff. We offer self-pay assistance for those who qualify.

Please see the full financial policy for more details.
Vaccine Policy
The providers at Mosaic Health and Healing Arts endorse the evidence-based recommendations of the Centers for Disease Control, the American Academy of Family Physicians and the American Association of nurse practitioners for vaccinations for children.

We are unable to provide vaccines in our office. For our Medicaid patients, you will need to go to the Health Department for your vaccinations and we will provide you with instructions on how to do that. For our private insured infants, we recommend minute clinic and will give you instructions for how to get them there. There might, however, be a gap of 6 mos in which there is no place to get vaccines for your child unless you choose another doctor’s office for care.

We also understand that parents have ultimate responsibility for their children and if you, as parents, decide to do a delayed vaccine schedule or choose not to vaccinate at all, we will continue to give your family care. However, by signing this policy, you acknowledge that you understand the risks of your choice and are willing to take responsibility for these risks. Neither Mosaic nor the providers at Mosaic, can be held responsible for any outcome associated with NOT following the recommended schedule.
Late Policy
Late appointment arrivals are subject to being rescheduled. Please arrive to your appointment 15 minutes before the start time to update any information.
Refill Policies
To get your prescriptions filled, call your pharmacy to see if you have refills left on your script. If so, ask them for your refill. If not, ask the pharmacy to send a refill request to Mosaic. If you don’t have refills left on your script and your pharmacy will not forward a request to Mosaic, call us at 574-537-2680 and press 2 for the refill line. You can also request a refill via the patient portal.

Once we’ve received your refill request, please allow 2 business days for the script to be sent to your pharmacy. If you’re wondering if your prescription is ready, call your pharmacy to see if the prescription is ready–– Mosaic doesn’t have that information at our office and thus will not call you to alert you.
Covid-19 Policies
  • Only patients with an appointment will be allowed in the office. Call or use the patient portal to schedule an appointment or otherwise communicate with us. Please be sure to leave a message if you are directed to voicemail.
  • If you have covid-related symptoms OR a known recent exposure to COVID-19, please do not come into the office. We will be happy to schedule a virtual assessment.
  • Guests are limited to one parent/guardian or patient advocate per patient.
  • While in our space, masks are required and we ask that you remain 6 feet from others at all times.
  • Let’s get through this together! Get vaccinated and wear a mask!
Contact Policies
In accordance with HIPAA regulations, please do not contact us via email or through any social media outlets regarding personal medical information.

Rather, we look forward to hearing from you by telephone or through the Patient Portal so that we may assist you with your health and well being.

Given that our voicemail is one of our main methods of communicating with patients, it is very important that the messages left have all the necessary information and are clear and easy to understand. Here are some tips to ensure that we get your message and can follow up as appropriate:
  • Make sure your phone line has a good connection (we can’t get back to messages we can’t understand!)
  • Please speak clearly
  • Leave a detailed message including your name, date of birth, reason for calling, and a phone number where we can reach you (we want to make sure we have the most updated contact information for you!)
Counseling and Mental Wellness Financial Policy
Our mental health provider does not currently participate with any insurance plans. For this reason, the costs associated with any services rendered are your responsibility. Self-pay fees for services rendered start at $90 for initial appointments and $75 for subsequent appointments. Payment in full is expected at time of service. We offer self-pay assistance for those who qualify.

If your account is overdue, you will receive a letter stating your financial responsibility. Partial payments will not be accepted. Please be aware that if a balance remains unpaid, we hold the right to reschedule future appointments. We schedule our appointments so that each client receives a fair amount of time to be seen. That’s why it’s important that you keep your scheduled appointment and arrive on time. If you must cancel or reschedule an appointment, we require at least 24 hours’ notice. Failure to do so will result in a no-show/late notice charge that is equal to the regular cost of your appointment.

Please see the full financial policy for more details.
Behavioral expectations
We know that when people feel unwell or unheard, that can lead to frustration and fear. We also recognize the importance of ensuring the safety and care of the patients in the Mosaic space and our providers and staff. If patients become aggressive, physically intimidating, or verbally threatening, they may be asked to leave and reschedule for a time that they can be more calm and engage with us in a more respectful manner. We will gladly engage with a patient about their care when they feel regulated and ready to talk to us.