Clinic Policies
Welcome to Graceville Pediatrics. We’re glad you’ve chosen us to be part of your child’s care and their pediatric medical home.
Our goal is to provide thoughtful, compassionate, and timely care while making your experience with our office as easy as possible. The information below will help you know what to expect when scheduling appointments, communicating with our team, and receiving care.
Appointments
We ask that you arrive on time for your child’s appointment. New patients may be asked to arrive a little early to complete registration.
Please bring your child’s current insurance card, a parent or legal guardian’s photo ID, and any records or information our team has requested.
When scheduling, let us know if you have several concerns you would like to discuss. This helps us schedule the right type of appointment and make sure your provider has enough time with you and your child.
Well-Child Visits
Regular well-child visits are an important part of your child’s care. They give us an opportunity to follow your child’s growth and development, provide recommended screenings and immunizations, and talk about nutrition, sleep, behavior, school, safety, and the many questions that come up as children grow.
We encourage families to keep up with the recommended well-child visit schedule for their child’s age.
What if I have another concern during a well visit?
We always want to hear about concerns you have regarding your child.
Well-child visits are primarily designed for preventive care. If your child has a new illness, ongoing medical problem, or significant behavioral concern, a separate sick or behavioral visit may be the best way to give that concern the time and attention it deserves.
If an additional medical or behavioral concern is evaluated and treated during a well-child visit, an additional problem-oriented visit may also be billed. Depending on your insurance plan, this could result in a copay, deductible, coinsurance, or other out-of-pocket cost.
We want to be upfront about this so you are not surprised by an unexpected bill.
Please don’t hesitate to tell us what is going on with your child. We can help you decide whether the concern can be addressed during the well visit or whether a separate appointment would be better.
Sick Visits
When your child is sick, please contact us as early as possible. We will make every reasonable effort to accommodate children who need to be seen.
When scheduling, tell us about your child’s symptoms so we can determine the most appropriate type and timing of the appointment.
If your child is experiencing a medical emergency, call 911 or seek emergency medical care. Please do not wait for a response from our office.
Sibling Visits
We understand that when one child is sick, a sibling may be having similar symptoms—and we know how convenient it is to have everyone seen during the same trip. Whenever possible, we’re happy to work with families to accommodate siblings.
If more than one child needs to be seen, please let us know when scheduling so each child can have their own appointment. This gives us enough time to properly evaluate each child and keep clear documentation in their individual medical records.
If you arrive for one child’s appointment and would also like a sibling seen, just let us know. We’ll do our best to accommodate them based on the schedule that day. If we can’t, we may need to schedule a separate visit.
You know your child best. If there is a sensitive, behavioral, or more involved concern you would like to discuss, a separate one-on-one visit may be better so you and your child have the time and privacy you need.
Late Arrivals
We know unexpected delays happen. If you are running late, please give us a call.
Depending on how late you arrive and our schedule that day, you may need to wait until your provider can safely accommodate your child or we may need to reschedule the appointment.
We do this so that every child has the time and attention they need while also respecting the appointment times of other families.
Cancellations & Missed Appointments
Plans change, and we understand. If you are unable to keep an appointment, please let us know as soon as possible so we can offer that appointment to another child who may need care.
Repeated missed appointments or late cancellations may result in additional scheduling requirements or a missed-appointment fee when applicable.
Repeatedly missing scheduled appointments may also require us to discuss whether Graceville Pediatrics can continue to serve as your child’s pediatric medical home.
Parent or Guardian at Appointments
Whenever possible, a parent or legal guardian should accompany a child to their appointment.
If someone else will be bringing your child, we may need written authorization from a parent or legal guardian before certain non-emergency care, treatments, or immunizations can be provided.
Some services may require consent directly from a parent, legal guardian, or the minor patient as required by law.
Custody & Guardianship
Please let us know about any custody, guardianship, or other legal arrangements that may affect medical decision-making or access to your child’s health information.
We may ask you to provide current copies of relevant legal documents.
Graceville Pediatrics cannot mediate disagreements between parents or guardians regarding custody, medical decisions, financial responsibility, or access to medical records.
Prescription Refills
Please request routine prescription refills before your child runs out of medication.
Some medications require regular follow-up visits, examinations, laboratory monitoring, or other evaluation before they can safely be refilled. For this reason, a refill request does not always mean that a prescription can be issued without an appointment.
Patient Portal & Electronic Communication
The patient portal is a convenient way to communicate with our office about non-urgent concerns.
Please allow our clinical team appropriate time to review and respond to messages.
The patient portal and electronic messages should not be used for medical emergencies or symptoms that require immediate attention. If your child is experiencing a medical emergency, call 911.
After-Hours Concerns
Our after-hours service is intended for medical concerns that cannot reasonably wait until regular office hours.
Routine questions, appointment requests, forms, prescription refill requests, and other non-urgent matters are best handled during regular business hours.
If you believe your child is experiencing a medical emergency, call 911.
Forms, Letters & School Documents
We’re happy to help with school, daycare, sports, camp, medication, and other forms related to your child’s healthcare.
Please allow reasonable time for our team to review and complete forms. Some forms or letters may require a recent examination, and certain administrative services may have a fee.
Referrals & Prior Authorizations
Some insurance plans require a referral or prior authorization before they will cover certain medications, tests, procedures, specialists, or services.
Our team will assist with clinically appropriate referrals and prior authorizations. However, approval and coverage are ultimately determined by your insurance company and cannot be guaranteed by Graceville Pediatrics.
We encourage families to become familiar with their individual insurance benefits and requirements.
Medical Records
We take the privacy and confidentiality of your child’s medical information seriously.
Requests for medical records are handled according to our medical-records procedures and applicable privacy laws. Certain records involving minors or specially protected health information may require additional authorization before they can be released.
Immunizations
We believe routine childhood immunizations are an important part of keeping children and our community healthy.
Graceville Pediatrics follows evidence-based immunization recommendations. We welcome questions and encourage you to talk openly with your child’s provider about any concerns you may have regarding vaccines.
Adolescent Care & Confidentiality
As children grow into adolescence, we may give your teen an opportunity to spend part of the visit speaking privately with their healthcare provider.
This is a normal part of pediatric care and helps adolescents learn to participate in their own healthcare while giving them a safe place to discuss age-appropriate concerns.
We value the important role parents and guardians play in their child’s health while also respecting the privacy rights of adolescents as required by law.
Photography & Recording
To protect everyone’s privacy, please ask before taking photos, videos, or audio recordings in our clinical areas, especially when other children or families may be in view or within hearing.
A Respectful & Safe Environment
We want Graceville Pediatrics to be a place where children, families, and our team feel comfortable and safe.
We ask everyone who comes into our office to treat one another with kindness and respect. Threatening, abusive, discriminatory, intimidating, or disruptive behavior toward patients, families, providers, or staff will not be tolerated.
Behavior that creates an immediate safety concern may require us to take additional steps to protect our patients, families, and team.
Financial Responsibility
Copays, deductibles, coinsurance, self-pay services, insurance requirements, and outstanding balances are addressed in our Financial Policy & Patient Responsibility Agreement.
We encourage families to review the Financial Policy so they understand their responsibilities and can contact us with any questions.
Our Commitment to Your Family
Policies are necessary, but we never want them to get in the way of communication.
If you are unsure about something, please ask us. We would much rather answer a question, help you choose the right type of appointment, or talk through a concern than have you feel uncertain about your child’s care.
Our goal is to work together with you and provide your child with thoughtful, compassionate care through every stage of childhood.
Thank you for choosing Graceville Pediatrics.
Vaccine Policy
Our Commitment to Your Child's Health
At Graceville Pediatrics, our mission is to partner with families to help children grow into healthy, thriving adults. One of the most important ways we protect children is through routine childhood immunizations.
Few advances in medicine have saved more children's lives than vaccines. They have dramatically reduced and in some cases nearly eliminated many serious childhood diseases. Because of vaccines, countless children are living healthier, longer lives than previous generations.
As both a pediatrician and a parent, I trust the science behind vaccines. I have chosen to vaccinate my own children, and I confidently recommend routine childhood immunizations because I believe they are one of the safest and most effective ways to protect children's health.
For these reasons, Graceville Pediatrics strongly recommends following the immunization schedule developed by the American Academy of Pediatrics (AAP). This schedule is based on decades of scientific research and is designed to protect children when they are most vulnerable to serious diseases.
We Welcome Your Questions
We understand that parents want to make the best decisions for their children. Questions about vaccines are normal, and we are committed to creating a safe, respectful environment where those questions can be discussed openly and without judgment.
Our goal is not to pressure or shame families. Rather, we are committed to providing honest, evidence-based information so parents can make informed decisions for their children.
At Graceville Pediatrics, we will never dismiss your questions, but we will also never stop recommending what we believe is in the best interest of your child. We believe that trust is built through open conversation, mutual respect, and a shared commitment to your child's health and well-being.
Our Practice Philosophy
Because we care for newborns, infants, children with chronic medical conditions, and those with weakened immune systems, we believe routine immunization is an essential part of providing safe pediatric care.
We strongly recommend that children receive vaccines according to the recommended schedule. If your child falls behind, we are happy to work with you to develop a medically appropriate catch-up plan.
Some families request an alternative or delayed vaccine schedule. We are happy to discuss your concerns and answer your questions. While we may individualize vaccine timing in select circumstances, our shared goal is for every child to become fully vaccinated as safely and efficiently as possible.
If You Choose to Delay or Decline Vaccines
We recognize that some families may choose to delay or decline recommended vaccines. If this is your decision, we ask that you remain open to ongoing conversations about immunizations during your child's well visits. Recommendations evolve, new information becomes available, and parents often have new questions over time. Vaccination will therefore remain an important part of your child's preventive care.
Families who decline recommended vaccines will be asked to review and sign a Vaccine Refusal/Declination Form acknowledging that they have discussed the benefits and potential risks of remaining unvaccinated with their pediatrician. This form will become part of the child's medical record and may be updated periodically.
Graceville Pediatrics values open dialogue, mutual respect, and honest communication. However, if you are looking for a practice that does not recommend routine childhood immunizations or is unwilling to discuss evidence-based vaccine recommendations, Graceville Pediatrics may not be the right fit. We believe these conversations are an essential part of providing excellent pediatric care.
Our Promise
Our commitment extends beyond vaccines. We are here to listen, educate, encourage, and partner with your family through every stage of childhood.
Thank you for trusting Graceville Pediatrics with your child's care. It is our privilege to walk alongside your family as we work together to help your child grow into a healthy, thriving adult.
Financial Policy
At Graceville Pediatrics, we want billing to be as clear and straightforward as possible. Insurance can be confusing, and the last thing we want is for families to be surprised by a bill they weren’t expecting.
Below is an overview of our financial policies and what you can expect when your child receives care with us.
As part of registration, parents and legal guardians will be asked to review and sign our Financial Policy & Patient Responsibility Agreement.
Insurance
We participate with many insurance plans and are happy to submit claims to your insurance company on your behalf.
Please bring your current insurance card and photo ID to your child’s visit, and let us know whenever your insurance or contact information changes.
While our team will do our best to help with insurance questions, every plan is different. We encourage you to become familiar with your child’s benefits, including copays, deductibles, coinsurance, referrals, and services that may not be covered.
Please also confirm that Graceville Pediatrics and your child’s provider are in-network with your specific plan.
Verifying your insurance benefits does not guarantee that your insurance company will pay for a service.
Copays, Deductibles & Coinsurance
Copays and other known amounts due are collected at the time of your child’s visit.
Sometimes the amount we collect is only an estimate. Once your insurance company processes the claim, you may receive a bill for any remaining deductible, coinsurance, or other amount your insurance determines is your responsibility.
Services Your Insurance May Not Cover
Unfortunately, not every service recommended by your child’s provider is covered by every insurance plan.
If your insurance company determines that a service is not covered or is your responsibility, you may be responsible for the cost.
Whenever possible, we are happy to help you understand anticipated charges. However, your insurance company makes the final decision about coverage and benefits.
Self-Pay Families
If your child does not have active insurance coverage, you choose not to use insurance, or your insurance does not cover a particular service, the visit or service may be considered self-pay.
Payment is generally due at the time of service unless arrangements have been made with our office in advance.
A Special Note for Our Newborn Families
Congratulations on your new little one!
One of the important things to take care of after your baby arrives is adding your newborn to your health insurance plan.
Insurance companies have specific enrollment deadlines, and these can vary from one plan to another. We strongly recommend contacting your insurance company soon after your baby's birth to find out what you need to do and how much time you have to complete enrollment.
Until your newborn has been added to the plan and we are able to verify active coverage, you may be asked to pay for your baby's initial visit(s) as a self-pay patient.
Once coverage is active, we can submit eligible claims to your insurance company according to your plan's requirements.
We’re happy to help with billing questions, but parents and legal guardians are ultimately responsible for enrolling their newborn and confirming coverage with their insurance company.
When Your Child Has Two Insurance Plans
If your child is covered by more than one insurance plan, please give us information for both plans.
Your insurance companies may also ask you to complete or update something called Coordination of Benefits (COB) so they know which plan should pay first.
If your COB information is not current, your insurance company may delay or deny a claim. If that happens, the balance may remain your responsibility until the issue is resolved.
Separated or Divorced Parents
We understand that every family is different and parents may have their own arrangements for sharing medical expenses.
For our office, the parent or legal guardian bringing the child to the appointment is responsible for any payment due at the time of the visit, including copays, deductibles, coinsurance, or self-pay amounts.
We aren't able to mediate financial arrangements or reimbursement agreements between parents. Those arrangements should be handled directly between the parents.
Our goal is to keep the focus of your child's visit where it belongs—on your child.
Well Visits & Additional Concerns
We always want to hear about concerns you have regarding your child's health, development, or behavior.
Well-child visits are primarily preventive visits and include things such as growth and development, screenings, immunizations, and age-appropriate guidance.
If your child also has a new illness, ongoing medical problem, or significant behavioral concern, a separate sick or behavioral visit may be the best way to give that concern the time it deserves.
If an additional medical or behavioral concern is evaluated and managed during a well-child visit, an additional problem-oriented visit may also be billed. Depending on your insurance plan, this could result in a copay, deductible, coinsurance, or other out-of-pocket cost.
We want to be transparent about this so you aren't surprised by an unexpected bill.
Please don't hesitate to tell us about a concern. We can help determine whether it can be addressed during the well visit or whether a separate appointment would be better.
Outstanding Balances
If you receive a statement from us, please review it and contact us if you have questions.
Balances are due upon receipt unless you've made an approved payment arrangement with our office.
If you're having difficulty with a balance, please talk to us. We would much rather have a conversation and discuss available options than have you ignore a bill because you're unsure what to do.
Significant past-due balances may affect the scheduling of future non-urgent appointments until appropriate payment arrangements have been made.
Necessary emergency care should never be delayed because of an outstanding balance. If your child is experiencing a medical emergency, please call 911 or seek emergency medical care.
Billing Questions
If something on your statement doesn't look right or you don't understand a charge, please contact us. We're happy to help you understand what was billed.
If your question is about why your insurance company applied a charge to your deductible, denied a service, or determined something was not covered, you may also need to contact your insurance company directly.
Returned or Declined Payments
If a payment is returned or declined, the original balance will remain due. A returned-payment fee may also apply when appropriate.
Forms, Records & Other Administrative Services
Some services that are not covered by insurance—such as certain forms, letters, medical record requests, or other administrative services—may have a fee.
When a fee applies, we will do our best to let you know before the service is completed.
Before Your First Visit
As part of your registration with Graceville Pediatrics, you will be asked to review and sign our complete Financial Policy & Patient Responsibility Agreement, which includes authorization for us to submit insurance claims and receive applicable insurance payments for the care we provide.
If you have questions about our financial policies, please ask us. We want you to understand your financial responsibilities and feel comfortable asking questions before your child receives care.
Thank you for choosing Graceville Pediatrics. We appreciate the opportunity to care for your family
Important & Emergency Numbers
We hope you never need these numbers, but it’s always good to have them handy. Consider saving them in your phone for quick access.
🚨 Emergency — 911
For a life-threatening emergency, call 911 right away.
This includes severe difficulty breathing, blue or gray lips, loss of consciousness, a severe allergic reaction, prolonged seizure, serious injury, uncontrolled bleeding, or any situation where you believe your child may be in immediate danger.
Please do not wait to call Graceville Pediatrics before calling 911.
☎️ Poison Control — 1-800-222-1222
If you think your child may have swallowed or been exposed to a medication, chemical, household product, plant, or other potentially harmful substance, call Poison Control at 1-800-222-1222.
Available 24/7.
If your child is unconscious, having trouble breathing, or having a seizure, call 911 first.
🧠 Mental Health Crisis — 988
Call or text 988 for 24/7 support during a mental health, emotional, or suicide-related crisis.
If your child is in immediate danger, call 911.
🏥 Pediatric Emergency Care
Cook Children’s Medical Center – Prosper
Pediatric Emergency Department — Open 24/7
4100 W. University Drive, Prosper, TX 75078
945-204-4400
🚓 Local Non-Emergency Numbers
Prosper Police/Fire Dispatch: 972-569-1000
Celina/Collin County Dispatch: 972-547-5350
These numbers are for non-emergency situations. For an emergency, always call 911.