office policies
EMERGENCIES: CALL 911

Do not call our office for life threatening emergencies, CALL 911 immediately.

If your child is having severe issues breathing, is overly lethargic or unresponsive, is seizing, if temperature is extremely high and rising unchecked, has a severe laceration and bleeding excessively, etc., CALL 911.

DO NOT HESITATE IF YOU THINK THAT YOU HAVE AN EMERGENCY SITUATION TO CALL 911.

Appointments

Appointments can be made during our regular office hours 9:00am-7:00pm Monday through Friday, or Saturday for sick only from 10:00am - 12:00pm. We sincerely try to meet our appointment schedule, but on occasion, due to medical emergencies, we are unavoidably delayed. Thank you for your patience in this matter. A staff member will try to notify you of any delay.

Due to frequent changes in health insurance coverage, please be prepared to show us your insurance card upon arrival for each visit.

We ask that all new patients arrive at least fifteen to thirty minutes in advance to fill out all new patient paperwork. Please bring all relevant paperwork from your child's previous pediatrician,including immunization records, growth charts, and laboratory test results.

Well visits take more time in our schedule than sick visits, so they must be scheduled separately. We, also, ask that no siblings be scheduled consecutively for well check-ups. Twins or multiples should be scheduled together for well check-ups as their progress should be measured together.

We encourage a parent or legal guardian to be present at the time of each child's visit. Patients who arrive alone or with a caretaker will be required to have prior written parental permission to be seen by our practice.

Late Policy

Our practice tries to ensure your waiting time is kept to a minimum, therefore it may be difficult to see late patients. Unfortunately, if a patient arrives late for an appointment it makes subsequent patients wait longer.

Although we understand that things do occur beyond your control, if you are more than 20 minutes late for your child's appointment, you may be offered the next available appointment or possibly be asked to reschedule your visits.

Well Child / Physical Appointments:

Well child appointments tend to book 2-4 weeks from any given day, so please call in advance for these appointments.

IMPORTANT NOTE: Please bring all sports physical forms, school activity participation forms, medication administration forms, camp forms, college forms, etc. to your physical appointment. There will be no additional charges for any forms that are brought to your physical appointment and filled out at that time.

Walk-In Appointments:

Walk-in patients will be worked into the schedule and will be seen after our scheduled patients. We prefer that you phone first for an appointment rather than walk-in. Siblings of patients with scheduled appointments will be considered as walk-ins. Medical emergencies will be worked in immediately.

Sick Same Day Appointments:

If your child is sick, we can usually work-in your child for a same day appointment. Please, call as early in the day as possible so we can schedule an appointment to see your child that day. YOUR CHILD SHOULD NOT BE IN SCHOOL IF THEY ARE SICK. Sometimes it is necessary for us to triage your child's illness and we may offer you an appointment for the next day. We will see ALL sick patients that need to be seen that day regardless of how busy our schedule is.

Medical Consultations:

Medical Consultations consist of discussions on any topic that are not typically discussed in depth during a regular office visit. Consultations are typically scheduled for discussions and review of ADD/ADHD concerns, Eating Disorder concerns, Sexual Activity concerns, Tobacco Usage & Drug Usage concerns, Behavioral Issues, etc. Consultation timeframe's range from 15 minutes to 2 hours depending on the matters to be discussed and materials to be reviewed.

Adoption Consultations:

Adoption Consultations consist of discussions regarding specific adoption situations and review of materials brought to consultations by the prospective parents. Prospective parents typically bring medical records, birth parent's histories, information of child's current environment, pictures of children and/or tapes of children. Concerns of child's existing known conditions and possible medical conditions based on the data will also be discussed.

If adopting internationally, our practice will offer recommendations of medicines to take with you and other items that you may need. We can fill out many of the forms and produce documents required by other countries for adoptions. We have a notary public, so that all documents can be notarized. Consultation timeframe's range from 15 minutes to 2 hours depending on the matters to be discussed and materials to be reviewed.

Adoption Consultation Forms can be found under the forms tab on our website.

Prenatal Consultations:

Prenatal Consultations consist of meeting the physician, answering any questions that prospective parents may have, discussions of specific birth situations, and review of any materials brought to consultations by the soon-to-be parents. Any concerns the parents may have of known conditions can be discussed, as well. New patient forms can be provided to prospective parents at this time, too. Consultation timeframe's range from 15 minutes to 2 hours depending on the matters to be discussed and materials to be reviewed.

Prenatal Consultation Forms can be found under the forms tab on our website.

Child Seen Without Parent:

Sick children may be seen without a parent/guardian being present and the child must be accompanied by another adult, with written permission from you. No child under the age of 16 can be seen for a yearly well checkup without a parent/guardian present. Children over the age of 16 can be seen without a parent/guardian present, if they have written permission from the parent/guardian.

IMPORTANT NOTE: Vaccinations cannot be given to children under the age of 18 without a parent or legal guardian present. Failure of a parent or legal guardian to accompany a child under the age of 18 needing vaccinations or injections, will result in the patient having to return for a second visit to receive their immunizations and will require an additional Co-pay. Please remember that some insurance companies will not cover vaccines that are not given at the time of the physical.

After Hours:

Coverage is provided after normal office hours and weekends. You may call our main office number (770-442-5437) and our answering service will transfer you to the Children's Healthcare of Atlanta Kids Line for nurse advice and/or contact the physician on call.

The nurses from the Children's Healthcare of Atlanta Advice Line are well trained in answering your questions. They will be able to handle most of your child's problems over the phone and will be able to provide advice in the same manner as during office hours. If they cannot answer your question or if they believe your child needs after-hours care, the physician on call will be contacted by the advice line nurse. The physician will call you back and direct you to the facility that will be best able to care for your child's problem with the most convenience for you.

The next day, our practice will review all calls answered by the Children's Healthcare of Atlanta Advice Line if you reached them by calling our office number.

Many times, parents decide to take their child to an "Immediate Care" facility without calling us first. Immediate Care facilities vary in their ability to handle emergencies. Choosing the wrong facility may mean that your child will need to be referred to another center for further testing or care. This will increase your costs and delay the proper treatment of your child. Remember, if you are part of a managed care plan and do not receive authorization from us for your visit, your insurance may not pay for this treatment.

If has been determined that your child needs to see a physician, please take your child to Children's Healthcare of Atlanta Immediate Care or Emergency Care facility as you are directed. Addresses and phone numbers for Children's Healthcare of Atlanta locations in our area are listed below.

  • Children's Healthcare at North Point
    3795 Mansell Road Alpharetta, GA 30022-8247
    404-785-8540
  • Children's Healthcare at Town Center
    2985 George Busbee Parkway Kennesaw, GA 30144-6812
    404-785-8010
  • Children's Healthcare of Atlanta at Scottish Rite
    1001 Johnson Ferry Road NE Atlanta, GA 30342-1600
    404-785-5252
  • Children's Healthcare at Satellite Boulevard
    2660 Satellite Boulevard Duluth, GA 30096-5803
    404-785-8330
  • Children's Healthcare of Atlanta at Egleston
    1405 Clifton Road NE Atlanta, GA 30322-1062
    404-785-6000
  • Children's Healthcare of Atlanta Nurse Advice Line Telephone: (404) 250-KIDS

A full list and directions may be found at the following link. Children's Healthcare of Atlanta.

As always, if your condition is a life threatening emergency, please, call 911.

Physician On Call

A physician is on call twenty-four hours a day, seven days a week. Please call our main line at 770-442-5437 and our answering service will take your call.
After hours, a physician is available to give advice for emergency calls. The advice line nurse will notify the on-call physician of any emergencies.
Please, note that we do not prescribe medication or give refills over the phone.

After hours, our office, also, uses the Children's Health Care of Atlanta at Scottish Rite on call nurse advice line. Our answering service will take your message and a nurse from Children's Healthcare of Atlanta Nurse Advice Line will answer your call. Your call should be answered within an hour, and, if truly urgent, sooner. If you have not received a call back within an hour, notify our answering service at 770-442-5437. During regular office hours, our Registered Nurses and Pediatric Medical Assistants will handle any questions you may have.

Cancellation or Missed Appointments

Much effort goes into preparing for your visit. If you are unable to keep your appointment, please, be considerate and notify us immediately. Failure to cancel an appointment in a timely manner deprives other patients from being able to be seen during that time and prevents other patients from being seen in a timely manner.

Contact us no later than 24 hours before the time of your scheduled appointment to cancel. All "same day - less than 24 hours" well child visits cancelled without proper notification will be charged $50.00. The $50.00 charge will be due prior to the scheduling of a new appointment.

All "same day" cancellations and "no show" well child appointments will be charged a $50.00 missed appointment fee. Two "unexcused" missed appointments may result in discharge from the practice.

Hospital Admissions

In the rare instance that your child will need to be admitted to the hospital, we admit to Children's Healthcare of Atlanta at Scottish Rite. At this time, we utilize hospital physicians called Hospitalists to manage your child's care. These are specialty physicians dedicated to the care of hospitalized children. We keep in close contact with you and the Hospitalists while your child is at Scottish Rite and we will provide appropriate follow-up care.

The same holds true for our patients admitted to North Fulton Regional Hospital, Northside Hospital in Atlanta, and Northside Hospital in Forsyth.

Minor issues and routine health questions are handled free of charge. However, for significant issues involving chronic medications or complicated home or school problems, your doctor or designated nurse may make an occasional charge. Additional time, many times equal to that of an appointment, and expertise are necessary to review your child's complex health records to plan for further care. Special billing codes on our office statement will explain these charges to your insurer, although not all insurers reimburse for these services.

Physician, Nurse Practitioner, and Nurse Telephone Calls

Your doctor or nurse reviews your child's medical record as needed to answer your questions. Minor issues and routine health questions are handled free of charge.

However, for significant issues involving chronic medications or complicated home or school problems, your doctor or designated nurse may make an occasional charge. Additional time, many times equal to that of an appointment, and expertise are necessary to review your child's complex health records to plan for further care. Special billing codes on our office statement will explain these charges to your insurer, although not all insurers reimburse for these services.

Prescriptions/Refills

Prescriptions and refills for medications are issued weekdays during office hours, except in emergency situations. For a routine prescription refill, please contact your pharmacy, and, if necessary, the pharmacist will call our office. We will refill MOST prescriptions within 24-48 hours of receiving a call from your pharmacy or an on-line request. We ask that you give the office 1 week notice for refills of chronic or controlled medications . Always have prescription name, dosage, and pharmacy numbers on hand when requesting refills. Please, let us know if the patient is allergic to any medications each and every time you call as a precautionary measure.

Non-Controlled Substance Prescriptions/Refills:

Please call your pharmacy and have them contact us during regular office hours for any approved refills. You may, also, request refills on line through our patient portal. We will refill MOST prescriptions within 24-48 hours of receiving a call from your pharmacy or an on-line request. We ask 1 week for refills of prescriptions used to control chronic conditions, so that we can review your records.

We will not authorize refills during after hours, weekends, or refill another physician's prescription(s).

Requests for new medications or antibiotics will not be filled without first making an appointment for your child to be seen.

Controlled Substance Prescriptions/Refills:

Prescription requests for CII drugs (i.e.: Adderall, Concerta, Ritalin etc...) should be requested one week prior to need. These prescriptions must be picked up at our office during normal business hours. By law, these prescriptions cannot be called in or faxed to your pharmacy.

Referrals

If your insurance requires a referral in order for your child to see a specialist, it is your responsibility to contact our office as soon as an appointment is made. We require one week notice to process your referral. Non-Emergency same day referral requests will be denied. Our office will not provide authorization for visits retroactively.

For all emergency referrals, please, contact our office the following business day. In the event your child may need to see a specialist in an emergency situation or may require emergency care, your HMO or POS insurance company will require that you be referred by your primary care physician. Again, you need to contact us the next business day for the referral.

If you do not receive authorization from us prior to your visit with a specialist or within the next business day of your emergency care, your insurance company may not pay for the treatment. Remember, our office will not provide authorization for visits retroactively.

Medical Record Transfer / Copy

If requesting your child's medical records, please, allow two weeks for our office staff to process your request. There is an administration fee of $25.00 per chart, for the first 25 pages, and $0.85 per each additional page up to 50, $0.35 for pages 51-100, and $0.25 per each page over 100. We do not charge an administration fee to send a copy of your child's immunization record and growth chart to another physician's office.

Request for Health Information or Medical Records to be Faxed or Mailed Forms (authorization for us to send your health information to other parties) can be found under the forms tab on our website.

Medical Records Transfer Request (request from you for your records to be transferred to us from another party) Forms can be found under the forms tab on our website.

Letters/ Miscellaneous Paperwork:

Letters, paperwork, or miscellaneous forms not listed elsewhere will have applicable charges applied for the service preparation. These charges depend on the quantity and depth of forms and documents that a patient requests us to prepare. If applicable, the cost for notarization of these forms is included. These forms will be ready for pick up or for fax within 7 to 10 days of request. Minimum charge is $5.00, but typical charges are $15.00 to $25.00 each. Charges may exceed these amounts depending on what has been requested and the time needed to complete.

Payment will be required prior to pick-up, mailing, or faxing. If faxing or mailing to an address other than the patient's address of record, we must have a signed consent form.

If mailing, additional mailing fees may apply.

Request for Health Information or Medical Records to be Faxed or Mailed Forms (authorization for us to send your health information to other parties) can be found under the forms tab on our website.

Forms (Camp, Sports, College, etc.)

Due to the increasing demand for forms to be filled out for various school, camp, and sports programs, we have found it necessary to charge $15.00 for each health form to be filled out. If your form is brought in with your child on the day of their well child exam, there will be no charge. We also, request that all forms be dropped off at least 7-10 days in advance, so that we may have ample time to complete all forms. If not given ample time to complete forms, then additional charges may be applied.

Payment will be required prior to pick-up, mailing, or faxing. If faxing or mailing to an address other than the patient's address of record, we must have a signed consent form.

If mailing, additional mailing fees may apply.

Request for Health Information or Medical Records to be Faxed or Mailed Forms (authorization for us to send your health information to other parties) can be found under the forms tab on our website.

Immunization (3231) Forms:

Copies of updated immunization forms are given to patients every time they receive a vaccination upon check out. You should put these forms in a safe accessible place, so that you can find them when proof of updated immunizations is required for school or other activities.

If you have misplaced or lost your copy, then we'll provide additional copy at additional charge of $15. Please, allow two to three business days to comply with your request, although we will make every effort to complete your request in the shortest time possible.

If faxing or mailing to an address other than the patient's address of record, we must have a signed consent form.

If mailing, additional mailing fees may apply.

Request for Fax of Medical Information (authorization for us to fax medical information to other parties) Forms can be found under the forms tab on our website.

Medical Records Release (authorization for us to send your records to other parties) Forms can be found under the forms tab on our website.

Cell Phones

Cell phones must be turned off while patients are in The World of Pediatrics. As a courtesy to all others, if you are talking on your cell phone, then you will be asked to step outside to continue your conversation or reschedule your visit.

Smoking

No smoking is permitted in the building. We ask that you do not smoke on the premises. Remember, second hand smoke kills and leads to a multitude of illnesses.

Insurance

You are personally responsible for all services provided by The World of Pediatrics. It is your responsibility to know what type of insurance you have and the type of coverage it provides. It is your responsibility to know what your insurance covers. If you do not inform us of any special requirements and services are subsequently not covered, you are still personally responsible for your bill. Please, do not hesitate to contact us with any questions regarding your bill.

Payment

All professional services are charged to the patient, their parent, or their guardian. Payment is expected in full at the time of service. After insurance payments have been received, all balances are due within 30 days unless other arrangements have been made. Please, discuss any financial problems with our billing office at 770-442-5437 to avoid any misunderstandings.

Forms of Payment Accepted - We accept cash, personal checks, debit cards, Discover, MasterCard, and Visa.

Returned Checks - A service charge of $25.00 will be due for each bounced check.

Insurance -We will file insurance for those patients that are covered by private insurance or Medicaid plans that we accept. You must present a valid insurance card for all patients at each office visit. If you are not able to provide us with proof of coverage, full payment of your visit will be necessary at the time services are rendered.

Any co-payments or deductibles are to be paid at time of service. If a co-pay is not paid at the time of visit, a service charge equivalent to your co-pay will be added to your account.

The patient, their parent, or their guardian is ultimately responsible for all outstanding balances regardless of insurance coverage. All insurance payments of medical benefits must be made directly to Dr. Vayman or The World of Pediatrics.

After your insurance has paid, if there is any co-insurance amount owed by you, payment is due within 30 days.

Self Pay - Patients that are not covered by insurance or are covered by a plan in which we do not participate, must pay for each visit in full at the time services are rendered. We will supply the necessary information and documentation for you to file your own insurance claim. If a large bill is anticipated and financial arrangements are necessary, a payment plan may be arranged with our practice prior to your visit.

Medicaid -Medicaid patients, their parents, or their guardians are responsible for ALL medical expenses in the event that the patient loses Medicaid coverage during the course of treatment.

We accept Straight Georgia Medicaid, Peachstate, and Amerigroup. WE DO NOT ACCEPT WELLCARE, PLEASE MAKE SURE THAT YOU ASK FOR YOUR CHILD TO BE PUT ON A MEDICAID PLAN THAT WE DO ACCEPT.

Assignment of Benefits - All insurance payments of medical benefits must be made directly to Dr. Vayman or The World of Pediatrics

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3005 Royal Blvd. S., STE 110, Alpharetta, GA 30022
Office Hours Monday through Friday 9:00am - 7:00pm, Saturday for sick only 10:00am - 12:00pm
Call 770-442-5437 for an Appointment
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