Please familiarize yourself with our financial and patient policies. If you have additional questions, contact us.
We accept cash, checks and all major credit cards (please, no bills over $20). If you have a previous outstanding balance on your account, we will collect it at your visit. For patients without insurance coverage, payment is due at the time of service. We charge a $25 fee for returned checks. If your check is returned unpaid, we can no longer accept a check as a form of payment for your future visits.
Please contact us if you have trouble making payments on your account. If possible, we will work with you to create a payment plan. Accounts with an outstanding balance over 60 days past due, that have failed to make payment arrangements, will be charged an additional $100 fee and turned over to a collections agency. At that time, you will be terminated from the practice and patient services from Clinic Sofia will no longer be available after an account is turned over to collections.
Many insurance plans require us to collect a co-pay at the time of your visit. Your insurance card should note if your plan requires a co-pay. An additional $25 fee may be charged to your account if your co-pay is not paid at the time of service. Please familiarize yourself with your deductible status. If you do not know your deductible status, check with your insurance company before your visit. If you have questions about insurance, please call us at 952.516.7967. Please be advised, we will do our best to advise you; however it is the patient’s responsibility to know what is or is not covered by their insurance.
If you would like to have your medical records transferred to Clinic Sofia from another facility, you must contact that facility and sign a Medical Record Release Form (PDF). If you would like us to send a copy of your medical records to yourself or another facility, we will need a completed Medical Records Release Form as well.
For prescription refills, please contact your pharmacy to check if you have additional refills remaining. If your prescription has no refills, the pharmacy will fax a request to Clinic Sofia. We require 48 hours to process all refill requests. If a prescription needs prior authorization from your insurance company it will be handled in a timely manner. Insurance providers vary in the time it takes to process prior authorizations.
We make every effort to provide a reminder call of your upcoming appointment; however, it is your responsibility to remember your appointment and cancel or change if needed. We charge a missed appointment fee of $25 to patients who do not show up to a scheduled appointment for a second time, or cancel less than 24 hours in advance. This fee must be paid before any additional appointments can be scheduled.
Self-pay patients must pay for services at check-in. If you are self-pay and being seen for prenatal care, we require a down payment of $2,600 at the first visit to cover your routine OB appointments (14–16 visits on average), vaginal delivery and postpartum care. This payment does not cover any additional ultrasounds, injections, labs, hospital charges or any tests or ultrasounds that are performed or billed outside of Clinic Sofia. Please contact our business office at 952.516.7967 to make arrangements.
Clinic Sofia participates in most major medical healthcare plans. Insurance plans vary in the amount of coverage and medical services provided. Please check your individual policy to confirm that Clinic Sofia is within your network and your medical services will be covered. An insurance card and photo ID must be presented at each visit. If proof of active insurance is not given, you may be asked to pay for services up front until proof of insurance is provided. Insurance companies require claims to be filed within a certain amount of time after service. If we cannot file a claim because we have not received your proof of insurance, you will be responsible for the full payment. It is your responsibility to inform us of any changes to your billing or insurance information. If an insurance company denies payment for incomplete or wrong information, you will be responsible for the full payment. If your insurance company requires a referral form or authorization, you must obtain this from your primary care provider or insurance company prior to your visit. We may require your assistance if we are trying to resolve non-payment issues with your insurance provider. You are responsible for any portion of a bill that is denied or is not covered by your insurance provider, or if your provider does not pay within a reasonable period. Patient account balances are due within 30 days of receipt of the billing statement.
Clinic Sofia participates with Minnesota Health Care Programs (MHCP) products such as Medica MA, Ucare and Blue Plus. We do not participate with straight MHCP or straight Medicaid (MA). If your insurance falls to a straight MA status, you will be considered self-pay and will need to pay for all services at the time of your visit.
An Advance Care Directive (ACD) is a document that details your wishes for medical care in the event that you are no longer able to make or communicate your decisions on your own. As part of the Fairview Physicians Associates Network, we are required to discuss the ACD with all patients who are 55 or older. Each year at your preventative physical exam we will ask you if you have an ACD and include the status in your medical record. If you do not have one, we can provide you a generic form (PDF) from Honoring Choices Minnesota. Carefully read the instructions included with the form. Certain criteria must be met in order for it to be considered valid.