Policies and Terms

Policies and Terms

Scheduling Appointments

To schedule an appointment, please call our office between 9:00am to 5:00pm, Monday through Thursday and 9:00am to 3:00pm on Fridays. At that time, we will ask you to explain the nature of your visit, so that we may allow the appropriate amount of time for your appointment.

Canceling Appointments

If you must cancel or reschedule your appointment, we require 1 business days notice (by 10:00am) to avoid a fee. This notice will allow another patient to use your appointment time.

Late Arrivals

We respect the time of all our patients. We strive to stay on schedule so that you do not have to wait. If you are delayed and arrive late for your appointment, every effort will be made to see you the same day. On occasion, you may be asked to wait or reschedule your appointment.

Financial Policy & Agreement

Thank you for selecting Saddle River Women’s Healthcare as your healthcare provider. Our commitment is to provide the very best healthcare to our patients while recognizing the need to limit services to only those medically necessary. The responsibility for payment of fees for these services is the direct obligation of the patient. Any financial payment you may receive from private insurance or government agencies is a matter strictly between you and the insurance carrier or government agency.

You must realize that your health benefit plan is an arrangement between you, the enrollee and the insurance company, HMO or your employer. While we will try to be helpful your health benefit plan determines your coverage, any requirements for prior authorizations or referrals and establishes the limit on your coverage for medical services. We cannot know the benefits and exclusions of each patient’s policy. It is the patient’s responsibility to know and understand her coverage and benefits.

Billing your Insurance Carrier:

This practice will invoice you and your insurer. If a bill, not disputed by the guarantor of the bill, patient or by the insurer in accordance with New Jersey State (NJS) regulation, and is not paid with 45 days, we will transfer the balance to your responsibility. Please be advised that in NJS a health insurer is required by regulation to pay its claims within 45 days, therefore, should your insurer fail to do so, they are in violation of the regulations of the State of New Jersey, and you should contact the NJS Department of Insurance, as you may have a recourse against your insurer for their failure.

Billing Information:

Please be sure that we have your most current demographic and insurance information at all times. It is your responsibility to provide us with this information. As soon as your information changes, notify us in writing immediately, so we can make the appropriate changes in our billing system and continue your care.

Well Women (Preventive) and Problem Focused exams:

A well women exam is when a healthy patient is seen to screen for various illnesses and diseases; this is considered preventive medicine. A problem visit is one where the patient has a specific concern, symptom or complaint. We are required to submit claims based on the services you receive. If we provide both a well women and a problem focused exam then both services may be billed. Depending on your insurance coverage, some or all of the cost may have to be billed to the patient. We recommend you contact your insurance carrier prior to each visit and inquire about the type of benefits you have. Once a claim has been submitted to your insurance carrier, the office will not change the coding in order to circumvent an insurance denial as this may be considered insurance fraud.


Should your insurance carrier require a referral or authorization, it is your responsibility to obtain or request one prior to your appointment. Please note some insurance carriers will not allow your OB/GYN physician to issue a referral. In this case, you will need to consult your primary care physician (PCP). The office will not issue referrals or authorizations for services already performed.

Bills from Laboratories, Hospitals and Other Healthcare Providers:

If your medical care requires a pap smear, blood work, a culture or a biopsy, the specimen is generally sent to an outside laboratory or hospital for analysis. When this occurs you may receive a separate bill from that laboratory. If you receive medical care during a hospital inpatient or outpatient encounter, you may receive separate bills from the hospital, the anesthesia department and other healthcare providers involved in your care. Any questions related to these bills will need to be directed to the billing entity.

Returned Checks:

If you make a payment by check to the office and it is returned to us for any reason, you will incur a fee of $35.00. Additionally, no appointments or services will be provided for non-emergent care, until the balance is paid in full.

Appointment Cancelation, No show and Rescheduling Policy:

Any appointments for New GYN patients, Initial Obstetrical patients and office procedures that are not cancelled by 10:00am two (2) business days in advance will result in a $50.00 charge billed to your account. Any cancellation or rescheduling of a scheduled surgical procedure without a valid medical reason will incur a $200.00 cancellation fee. Cancelation fees are not covered by insurance.

Non-covered charges:

A non-covered service is any service that is denied by your insurance carrier due to benefit descriptions or limitations, policy exclusions, or pre-existing waiting periods. Non-covered services will be the responsibility of the patient and payment is due at the time of service.

Rebilling Fees:

Your insurance carrier will notify both you and our office with an Explanation of Benefits (EOB) if there is a balance due that is your responsibility. At that time a statement will be sent to you. If the balance is not settled in full within 30 days, or arrangements to settle the balance have not been set up with our financial department, a $10.00 rebilling fee will be incurred. Additional $10.00 rebilling fees will be incurred for each 30 day period that the balance remains unpaid.

Past due accounts:

It is our intention to maintain all patient accounts in our office. However, if your account becomes past due the office will take the necessary steps to collect this debt. We have the options of sending your account to a collection agency or to an attorney, reporting your account to a credit reporting agency or submitting a claim to the appropriate court. In the event your account is turned over to our Collection Agency, you will be responsible for all collection fees (33% will be added to your account balance) and all legal fees (court costs will be added to your balance) that our office incurs through the process utilized to collect the outstanding delinquent balance.

* The fees/charges quoted above are subject to change at any time.