Patient Policies & Cancellation Terms
Hours & Availability
Clinic hours: Monday through Friday, 8:00 AM to 5:00 PM
Phone: (760) 760-4170
Email: hello@CoeurCardiology.com (non-medical questions only)
This is an outpatient practice. I do not provide hospital care, inpatient services, or after-hours emergency care.
Scheduling
New patients. You do not need a referral. Families may self-refer through my website or by calling my office during business hours.
Before your first visit, please:
- Complete and sign all intake forms
- Activate your patient portal account
- Upload any prior medical records, echocardiogram or other reports you would like me to review
Note: Records received less than 2 business days before your visit may not be reviewed in time. That said, I often complete my review within 2 business days. For urgent appointments, I will review what I can with the time available, and we can proceed with either a complete or preliminary review depending on your timeline.
Returning patients. Schedule through the patient portal. Please submit an updated intake form noting any new medications or changes since your last visit.
Appointment reminders. Reminders are sent automatically via the portal, email, or text. Please keep track of your scheduled appointment time, as missed visits due to unreceived reminders are subject to standard cancellation terms.
Scheduling Deposit
A $150 scheduling deposit is required at the time of booking to reserve your dedicated appointment time and cover initial administrative setup. This deposit is applied directly toward your total visit cost and remains in your account if you reschedule with proper notice. If you need to reschedule, you can do so online at least 24 hours in advance, and your deposit will be applied to your new appointment date. If you cancel, reschedule without 24 hours' notice, or miss your appointment, your deposit is forfeited - except if the patient is sick (see below).
Cancellations & Missed Appointments
I reserve dedicated, uninterrupted time for each appointment. If you need to cancel or reschedule, please do so at least 24 hours in advance.
If The Patient Gets Sick
If the patient is sick - whether you're the pregnant mother being seen for a fetal echocardiogram or your child is sick, please stay home and rest. As long as you notify me by calling and leaving a message before your appointment time and you reschedule online when you're able, your $150 booking deposit will be transferred to your rescheduled visit at no additional charge – even with less than 24 hours' notice. A pattern of last-minute illness cancellations may require pausing advance online booking and discussing scheduling options directly to ensure reliable care access.
If You Miss an Appointment Without Notice or Cancel With Less Than 24 Hours' Notice
if you miss an appointment without notice or cancel with less than 24 hours' notice this will result in the loss of your $150 deposit. To book a new appointment, a new $150 non-refundable deposit is required.
Late Arrivals
If you arrive more than 15 minutes late, we may not be able to complete your full appointment. Appointment end times remain fixed so that every patient receives dedicated, unhurried care.
In that case, you have two options: reschedule for another time to allow for a full visit, or proceed with a shortened visit with the understanding that a follow-up appointment may be required to complete the evaluation. Repeated late arrivals may require pausing advance online booking.
Payment
Payment is due at the time of service. I accept:
- ACH bank transfer
- Debit card
- Major credit cards (Visa, Mastercard, American Express)
- HSA and FSA cards (for eligible services per your plan)
My practice is entirely cashless. I do not accept physical currency.
How I charge for your visit.
At checkout I charge for your consultation, any cardiac testing I perform during your visit, and my interpretation of any testing I order, such as an ambulatory heart rhythm monitor. When I order an ambulatory heart rhythm monitor, the monitoring company sends a separate bill to your home for the device and service. I do not bill for tests performed by outside providers, such as an exercise stress test or imaging studies, and those providers will bill you directly. Please ensure your preferred payment method on file is active prior to your visit. If a primary payment method fails, an alternative payment method will be required at checkout before departing. I recommend keeping a bank account (ACH) or debit card on file, as these are the most reliable payment methods and do not expire.
Declined payments:
Any declined payments or chargebacks may result in additional fees. Past-due balances may accrue interest per California law.
Communication
Primary channel: My secure patient portal
Also available: Phone and text. Email is for scheduling and administrative matters
Response times: I generally respond to portal messages, emails, text message and calls during business hours and between seeing patients. Responses are prioritized by urgency.
Package holders: If you have purchased a follow-up package, you receive priority response times by phone and text message.
Scope of communication: Portal messaging, phone, and text are ideal for quick follow-ups about an established treatment plan, clarifying visit instructions, or asking simple administrative questions.
If a new symptom or cardiac concern arises that requires clinical evaluation, I will let you know so we can schedule an in-person visit. This ensures you or your child receives a thorough and safe evaluation.
Electronic communication: No electronic channel is completely secure. By using text, email, or portal messaging, you acknowledge this risk and authorize me to respond through the same channel. Electronic communication is never appropriate for emergencies.
Urgent & Emergency Care
This is a solo, outpatient practice. I am not on call after business hours. I will attempt to contact you back as soon as I am able, but responses may take several hours. For any concern that cannot wait until the next business day, please go to urgent care or emergency care without waiting for me.
Urgent Concerns (non-emergent)
If your child has a concern that cannot wait until the next business day, go to an urgent care center. You can access your child's medical records, ECGs, and echo reports through the patient portal to bring with you. After your visit, contact me to update me on the outcome, and I will follow up as soon as I am able.
Medical Emergencies
For any medical emergency:
- Call 911 or go to the nearest emergency department immediately
- Do not wait for my response
- You can access your child's medical records, ECGs, and echo reports through the patient portal to bring with you
- Please let me know you are at the emergency department (contact me after emergency services have been initiated)
- If the emergency provider needs to speak with me, they can call and I will respond as soon as I am able
I am not responsible for charges from outside providers. When I order imaging or labs from outside providers, you are responsible for any charges not covered by your insurance. You may use your insurance to help cover these costs depending on your plan.
Physician Absence
This is a solo practice. I am occasionally unavailable due to vacation, professional development, illness, or personal circumstances.
When absences are known in advance, I will notify you so you can schedule non-urgent appointments around them.
If your child needs urgent care during my absence (or when I'm unreachable), please go to urgent care or the emergency department. Do not wait for me to return your call. You can contact me to let me know where you went or to share the outcome, and I will follow up as soon as I am able. Response times vary depending on my location and availability.
Medical Records & Forms
Medical records requests: You can download your records directly through your patient portal at any time.
Vaccine Policy
I do not administer vaccines in my practice. I am a strong supporter of the immunization schedule recommended by the American Academy of Pediatrics, and I encourage families to follow the guidance of their child's primary pediatrician on vaccination timing and decisions.
If a vaccine-related question comes up in the context of your child's cardiac care, for example, before a procedure or in relation to a specific heart condition, I am glad to discuss it as part of our visit. For vaccine administration and routine immunization scheduling, your pediatrician remains the right point of contact.
Questions or Concerns
If you have concerns about your care or experience with my practice, please discuss them directly with me. I am committed to addressing issues promptly and professionally.
For specific details about consent to treatment, privacy, insurance, financial responsibility, and other legal terms, please review my Patient Agreement & Terms of Service before your first appointment.
Please also review:
Questions? Contact me at hello@CoeurCardiology.com or (760) 760-4170.
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