Clinic Policies

Welcome to Whidbey Island Naturopathic (WIN Clinic). We will do our best to serve your  healthcare needs, provide natural and safe treatments, and serve as a resource for natural health education. It is important to us that you read and understand our clinic policies. If you have questions about the policies, please be sure to ask. We encourage you to communicate any issues, complaints or special needs with us.

Payment

Payment is due at time of service for office visits (non-insurance), copays and dispensary items. We accept cash, checks, Visa & Mastercard. Payment plans are available upon request.

Prices

The following fees are for payment at time of service. (Insurance billing prices differ, and you may notice the amounts billed to insurance are higher than those listed here, although the amounts we actually get paid are often lower.)

Insurance

It is your responsibility to make sure that your insurance policy covers the treatment you are receiving. It is helpful if you call your insurance company before your visit and get specific information regarding your policy coverage. You can also find this information on your insurance’s website.

If you are unable to do this, please ask us and we can help you make sense of your insurance. It is best to do this before your appointment to avoid unnecessary costs.

There are treatments we may do that aren’t covered by insurance, in which case you will be responsible for payment. We will try to let you know before we perform any “uncovered services”, but they vary from plan to plan and sometimes we are unaware that a specific plan won’t pay, in which case it will be your responsibility.

Supplements

We stock a moderately large dispensary in our office and will often prescribe items that you can buy here. When you need refills, it’s best if you call a few days ahead to make sure we’ve got your items in stock. Sometimes, due to vendor backorders or other circumstances, we will not be able to get the same item and will give you a similar product as a substitute. If you need to pick items up when we are not in the office, we have a pick-up box outside of each clinic where we will leave items for you when appropriate.

Contacting Us

We prefer to be contacted via our main phone in Oak Harbor at (360) 679-8946. We are in the Oak Harbor office M, T, and Th from 10-5 with a lunch between 1-2pm. We answer our phones during those times unless we are helping another client. We check our voice mail throughout the day on weekdays.

If you have an urgent need to reach us during office hours, after hours, or during our day off (Fri), please call our emergency cell phone (360) 929-2550. As reception goes in & out, you may need to leave a message and we will return your call asap.

Email is available at contact@whidbeynaturopathic.com. However, we are not regularly accessing our email, so it is often a matter of days until we are able to return emails. If you have any urgent matter, it is far more efficient to call us.

Cancellation Policy

We are a small clinic and do our own scheduling. We appreciate if you give at least 3 days notice before canceling an appointment so we have sufficient time to fill that spot.  Because we dedicate 30 minutes to 1 hour of our time for your appointment, if a time slot is empty as a result of your late cancellation it hurts our business. For this reason, if you cancel your appointment with less than 24 hours notice, there is a $50.00 charge for your empty time slot. The charge will only be waived for emergency situations.

No Show Policy

If you make an appointment and don’t call or show up for that appointment (barring emergency situations in which a call cannot be made) there is a charge of $50.00.  This is charged to you and not your insurance.  We provide courtesy reminder calls about appointments the night before (Friday evening for Monday appointments) but it is still your responsibility to keep track of your appointment times and you are responsible even if you do not receive a reminder call.  We reserve the right to discontinue care to patients who do not keep their appointments.

Confidentiality

You have the right to know how your privacy is being protected in accordance with the HIPAA Act of 1996. Your healthcare information is private and cannot be shared with anyone else without your signed consent. Your records are kept in your chart and secured in our clinic at all times. Access to the clinic is limited to practitioners, employees, and supervised guests.

By signing our patient intake form, you agree that you are financially responsible for all charges and that you will pay for all services provided. You also authorize WIN as your health care provider to release to your insurance company or companies any and all information necessary to process any claim. You further authorize that payment(s) be made directly to WIN.

A PDF version of this page can also be downloaded for your reference.