Office Policies & Procedures

We strive to minimize antibiotic overuse by educating families on proper use and adhering to evidence-based guidelines for responsible prescribing. Since many illnesses are viral and don't require antibiotics, our pediatricians explain alternative treatments and emphasize the importance of natural healing when appropriate.

Furthermore, we avoid prescribing antibiotics over the phone, as we believe in conducting proper assessments before doing so. Antibiotics are prescribed only when necessary and appropriate, ensuring patient well-being while mitigating the risks of antibiotic resistance and unnecessary side effects.

We respect everyone's time and kindly ask that you arrive 10 minutes early for your appointment. While we understand delays happen, late arrivals may need to reschedule to keep us on schedule. 

Missed or canceled appointments without 2-hour notice may incur a fee, as they impact our physicians, staff, and other patients.

All co-payments are expected at time of service. For your convenience, Dakota Pediatric Associates accepts cash, personal checks, and Visa/MasterCard debit and credit cards. Surcharges will be assessed for returned checks or co-payments not made at time of service.

Our contracts with insurance companies require that we verify your current coverage and collect your co-payment at each visit. If your insurance plan requires deductibles and coinsurance, you will be asked to leave a credit card on file so we can charge the assessed patient responsibility after your payer returns the Explanation of Benefits. We do not store credit card numbers in our office, but we use a secure link to access the information when we need to process a charge. Please bring your insurance card to every appointment.

Dakota Pediatric Associates HIPAA (Health Insurance Portability and Accountability Act) Privacy Policy outlines how patient health information (PHI) is protected and managed in compliance with federal law, and includes these key components:

1. Patient Rights:

   - Access: Parents or guardians can request and obtain copies of their child's medical records.

   - Amendment: Patients (or their legal representatives) have the right to request corrections to medical records if they believe there are errors.

   - Restrictions: Individuals can request restrictions on how their health information is used and disclosed, though the office may not be required to agree to all requests.

2. Use and Disclosure of PHI:

   - Treatment: Information may be shared among healthcare providers for the purpose of providing medical care.

   - Payment: PHI can be disclosed to insurance companies to obtain payment for services provided.

   - Healthcare Operations: Information may be used internally for improving care, quality assessments, training, etc.

   - Authorized Uses: Written authorization is needed from the parent or guardian for any use of PHI not otherwise permitted or required by law.

3. Confidentiality & Security:

   - Safeguards: Dakota Pediatric Associates has physical, technical, and administrative safeguards in place to protect patient information, including secure electronic records systems and staff training.

   - Minimum Necessary Rule: When using or disclosing PHI, Dakota Pediatric Associates only shares the minimum necessary information.

4. Third-Party Sharing:

   - Information may be shared with other healthcare providers, specialists, or labs involved in a child’s care, but only under appropriate privacy standards.

   - Business associates (like billing services) must comply with HIPAA and sign agreements to ensure PHI protection.

5. Parents' Access:

   - Generally, parents or guardians have access to their child’s medical records, until age 18 years old, unless otherwise restricted by law (e.g., cases involving certain adolescent privacy rights or legal exceptions).

6. Complaints:

   - There are procedures for filing complaints if a patient believes their PHI rights have been violated, either with our office’s privacy officer or the Department of Health and Human Services.

7. Policy Updates:

   - Our office will inform patients (or guardians) of any changes to our privacy policy.

Dakota Pediatric Associates' HIPAA policy ensures compliance with laws governing the privacy and security of health information while providing necessary information to those involved in a child's care.

Our practice values efficiency by utilizing technology. We encourage you to visit our website, register for our patient portal, and use automated reminders for appointments and routine care or immunizations when available.

The health and well-being of your children are our top priorities. We firmly support the expert guidance and recommendations provided by leading health authorities, including the American Academy of Pediatrics (AAP). As such, our vaccine policy aligns with the evidence-based immunization schedule developed by these organizations.

We believe:

• Vaccines save lives. Immunizations have been proven to prevent serious illnesses, reduce the spread of contagious diseases, and protect vulnerable populations.
• Vaccines are safe. Extensive research and rigorous safety standards ensure that vaccines are both effective and secure for children and young adults.
• Vaccines protect communities. By vaccinating according to the recommended schedule, we help prevent outbreaks and protect individuals who cannot be immunized, such as infants too young for certain vaccines or those with certain medical conditions.

Our Policy Highlights:

• Recommended Schedule: We follow the immunization schedule endorsed by the AAP and ACIP because it has been carefully developed to provide the best protection at the most appropriate times.
• Evidence-Based Approach: Our recommendations are grounded in the latest medical research and data, reflecting a strong consensus among pediatric and public health experts.

We understand that deciding how to protect your child’s health is one of the most important decisions you’ll make. By following this policy, we aim to ensure that every child in our care has the opportunity to grow up protected against these diseases.