Policies

THE LEGAL STUFF

2023 Office Policies —

Privacy Policy

The Health Insurance Portability and Accountability Act of 1996 was designed to protect your rights to privacy of your protected health information. This act was passed with the intent to provide security of the electronic transmission of your individual health information.

At Legacy your personal health information (i.e. x-rays, initial medical history, progress record, etc.) and your public or nonpublic personal information (i.e. your Social Security Number, your name, address, and phone number, your date of birth, marital status, etc.) are never shared with any outside sources unless you personally request and authorize us to do so. We are not contracted with any insurance company or their affiliates.

Is your Personal Information Shared with Others?

We have no affiliates or non-affiliates or third parties with whom we share or sell your private, public or nonpublic information. In other words, YOUR PERSONAL INFORMATION IS NEVER DISCLOSED OUTSIDE THIS OFFICE WITHOUT YOUR REQUEST AND AUTHORIZATION.

We are not providers for any insurance network. We do not contract with any insurance company to provide care to you.

If you would like copies of your receipts for insurance reimbursement purposes please let our office know. We will provide you with an itemized superbill you can submit to your insurance within 14 days of this request.

When your insurance company requires additional information about your care, we forward or provide you copies of your records, if you have authorized us to do so. By signing this you authorize us to release information for insurance purposes. That form is available for your review or we will be glad to provide you a copy for your records.

What other means do we use to protect your private health information?

We have created a written procedural plan to describe in detail how we internally protect your records and insure the privacy of your health information. Some of the following points offer the general means we use to protect your private health information and public and non-public information:

We secure the premises when the office is closed at 5318 114th Street and have it professionally monitored.
We have emergency disaster plans for restoring electronic patient records.
Security measures are in place to protect electronic and hard copy data.
We permanently dispose of your paper and electronic records when required.
We randomly audit patient records to eliminate or detect errors and/or omissions of information.

You have the right to revoke any authorization that you may have previously given us.

Cancellations & Rescheduled Appointments Policy

Your appointment time is reserved just for you and/or your family. Please be courteous and provide notice to cancel or reschedule appointments. This helps to ensure that we can run an efficient and effective practice and meet the needs of those who are waiting to get an appointment.

Cancellations or rescheduled appointments must be made at least 24 HOURS before your appointment. No shows and cancellations made within 24 hours of your appointment will be charged the full amount of all services booked that day using the payment information on file. (ex: missed adjustment $75 & decompression $35 = $110) Patients on the waitlist will be contacted in an attempt to fill your open spot - if your appointment time is successfully filled then no cancellation fee will be charged.

We understand that sicknesses happen, and while getting an upper cervical adjustment can boost your immune system, we ask that you refrain from coming in if you are running a fever or have severe symptoms. If you are feeling under the weather, we do still ask for a 24 hr cancellation notice. We will allow one “sick” excuse per patient, per month.

HIPAA requires all patients over 18 to cancel/reschedule their own appointments. Appointment cancellations from family members are not accepted unless a Medical Records Release form is signed by you.

You are responsible for your appointment and can connect with the office via phone, text or email. A social media message is not an appropriate form of notification. Text messages sent to the automated appointment reminder text are not accepted. Phone: (806) 783-0644 - Text, Call, or Voicemail Email: frontdesk@legacyucc.com

Late Appointments Policy

We must adhere to the time allotted for your appointment to respect our time and the time of all practice members. Please arrive on time for your scheduled appointment. This allows for a stress-free arrival with a few moments to relax. If you are 10 minutes late to your appointment we may ask to reschedule as there will be less time for us to review your health goals, talk about lifestyle changes that can support the care you are receiving, and provide your chiropractic adjustments.

If you know that you will be more than 5 minutes late, please notify us. We understand that life happens and we do our best to accommodate everyone we serve, but with appointments scheduled every 10 minutes, you’ve already missed half your appointment. To accommodate every practice member, we will shorten your appointment time. In some instances, we can not accommodate late arrivals & your appointment will need to be rescheduled.

Medical Records Policy

Most records and imaging are available for your viewing on your patient portal or copies can be made for you at a small administrative fee. The first page is $1.00 and the subsequent pages are $.50 including any postage required. If you request a copy of an x-ray, you will be charged the actual cost for reproduction which is not to exceed $35 per CD.

A Medical Records Release form must be filled out if you want a family member, physician, etc., to request your personal information or cancel/reschedule appointments.

We will never give out your personal information or medical records without signing a Medical Records Release form.

Medicare/Insurance Policy

Epic Chiropractic, LLC DBA Legacy Spine + Nerve Care is out of network with all insurance companies including Medicare/Medicaid.

An itemized receipt (or superbill) may be requested for you to submit for insurance or tax reimbursement purposes. You will be notified via email when your receipt is uploaded to your online portal. Please allow up to 14 days as each receipt is thoroughly created.

It is your responsibility to check all personal information before submitting and updating us if any changes need to be made.

Office Closure Policy

Time to time we may close our office due to weather, education seminars or an emergency. We will always do our best to give you a 24 hr notice but please understand some closures may be out of our control.

In the event of bad weather, we will always follow Lubbock ISD for any delays or closures. If bad weather is forecasted and LISD has cancelled or delays, please know that we will be in contact to reschedule your appointment. At minimum you will be notified 2 hours before your appointment.

Notification + Communication Policy

Our office utilizes automated notifications to remind you of your upcoming appointments and intakes to fill out. Any automated emails or texts sent from our third-party services are encrypted for your privacy.

Text messages and phone calls sent to/from 806-783-0644 and emails sent to/from dr@legacyucc.com or frontdesk@legacyucc.com are not encrypted. When becoming a patient you will be asked how to communicate and authorize us to use specific measures for your ease.

If you have any comments, questions, requests or complaints regarding our Privacy Policy, please feel free to contact our Lubbock office at 806.783.0644.