Welcome to Our New Patients Florida Oncology Associates is the medical oncology division of Integrated Community Oncology Network. For the convenience of our patients, we have nine practices in Northeast Florida. Our goal is to provide you with cancer care that equals or exceeds the finest available anywhere in the country.(Practice Locations) Our physicians and staff understand when a person is told they have a life-threatening or serious disease that it is more than a physical illness. It can also cause significant emotional stress. Fear of what is to come may negatively impact the patient’s and his or her family’s wellbeing. We hope by providing our new patients and their families with the following information, we can minimize some of the stress involved with the first visit to one of our practices. Should you wish to have additional details prior to your initial visit; we encourage you to call your specific practice.
If time allows, new patient forms are mailed to you in advance. Please review them and bring them to your first appointment, along with your appointment card, referral number (if required) and any other information you feel is pertinent.
What to expect on your first visit. Your first visit will be for a new patient consultation. Please be prepared to be present for at least an hour and a half, because there are many tasks that need to be taken care of before and after you see the doctor. It is our desire to be available to you and to minimize any inconvenience that you may experience. In order to provide this care we ask for your cooperation by arriving for your appointment at the scheduled time and date. If you arrive early, late or do not have an appointment, your waiting time may be prolonged.
Our patients have a variety of needs which necessitate different types of appointments. You may notice that someone who checked-in after you might be called for their appointment before you. Rest assured you are not being overlooked. The other patient may be at the practice for a different service, for example to have a blood test or a treatment that does not involve seeing the doctor.
After you check in with the receptionist, you will be seen by some of our staff members before you are examined by the doctor. At the end of your visit, you will check out with a receptionist to ensure that you have all of the appointments, prescriptions and tests ordered by the physician.
Medical Assistants (MA’s) After checking in with the front desk, a medical assistant will ask you to come to his or her area. For safety reasons, the MA will ask that only the patient come at this time. Your temperature, blood pressure and weight will be recorded. At this time, the MA will draw your blood for examination. Next, you will go into an exam room to meet with the doctor. During your initial history-taking and physical, only one family member or friend can be accommodated in the exam room with you. When our doctor is ready to review your information and recommend a course of treatment with you, other loved ones may join you.
Laboratory For your convenience, many of our practices have an on-site laboratory which enables us to do routine blood work. This allows us to have the results of most tests during your scheduled visit. Upon review of the results, if your physician feels additional lab work is required to further assist with the diagnosis or treatment, we will let you know. Specialized testing is done by outside laboratory facilities. Please be aware that many insurance companies contract with outside labs, so routine lab work may need to be done at other facilities. Unfortunately, this will result in the delay of your treatment.
Business Office During your first visit, a representative from our business office will review your insurance and patient responsibilities. As a courtesy to you, we will do our best to obtain an HMO referral when one is required. Please be advised, however, that it is your overall responsibility to make sure it is received. If there are any changes in your personal information (insurance, primary care physician) at any time in your treatment process, please contact our office prior to your next appointment. The business office personnel are available to help you understand your insurance coverage and to discuss any of your financial concerns.
Mental Health Counseling Licensed social workers are available to provide emotional counseling to our patients and their family members. Stress is a significant factor in dealing with a diagnosis of a life-threatening illness. You may wish to discuss some of the feelings that you and your family could expect to experience as you enter into the treatment process
Advance Directives Information related to advance directives such as Power of Attorney and Living Will are available. Questions regarding any of these may be directed to your physician, nurse or social worker.
Your Medical Records
Ownership By law, the office or physician that is providing medical care owns all records of medical information. You have a legal right to copies of the records upon your written request, but original records are never released.
Release of Copies of Records It is our desire to protect the confidentiality of your medical information. In order to do so, we require written authorization from the patient or legal guardian before records will be copied and provided to anyone. Telephone requests are not accepted, as it is impossible to determine who is calling. Similarly, we will not give information about your medical condition to anyone, even friends and relatives; unless you have given us permission. You are the only one with the authority to release your records, unless you have given power of attorney to another individual. A copy of the legal power of attorney must be provided to us prior to records being released.
A nominal fee is charged for a copy of your records if they are over 10 pages. You will be notified of any fees prior to the records being copied. We will not charge for records if we are referring you to another physician or if your insurance company has claims pending payment waiting for the records. Due to the numerous requests received and the time required to prepare copies, please provide at least 48 hours notice when copies of your records are needed. This allows us time to assure we have all of the records available that will be needed, along with the time to copy and prepare them for pick up or delivery. Records are faxed only if they are needed urgently and the release has been authorized in writing.
When you become a patient of one of our practices, you are asked to sign a release stating that we may provide copies of your records to your insurance carrier(s) for processing of claims or to other health care providers that your physician may refer you to for continued care.
If you have any questions or concerns regarding your medical records, please contact the Medical Records Department at your physician’s office.
We’re Your Partners in Cancer Care We realize how frightening a diagnosis of cancer can be for our patients and their families. With this in mind, our goal is to provide you with the highest quality of medical care possible. In addition, we are committed to offering you the information, education, compassion and support you need.
In the days ahead, please remember we are here to help you. Should you have any questions or concerns, please do not hesitate to contact us. You have the right to compliment or complain about any staff member at any time. Your well-being is important to us. We look forward to being partners in your cancer care.
