Office Policies

Office Policies Dental Visits
All orthodontic patients are expected to see their dentists for cleanings and regular examinations before we start, at least every 6 months during treatment, and soon after the removal of braces. Adult patients are expected to see their dentist a minimum of every 4-6 months for a cleaning and exam while fixed orthodontic appliances are in place.

Scheduling Appointments

Orthodontic treatment involves a significant amount of time and commitment from the patient, their family, and our orthodontic team.  The average length of treatment time is approximately two years. Appointments will vary during the active phase of treatment. The majority of appointments (adjustment visits) will be short and last approximately 15–30 minutes. However, there will also be the need for a few longer appointments that will last for more than 30 minutes.
New Patient Forms
Before your New Patient Exam, we ask that you fill out and return the Patient Information & Health History form. If unable to return it by mail or fax, please have this form completed and bring it with you along with any insurance information/card to your first visit. Adobe Reader Required


  In order to provide the best quality of care possible, we have designed our schedule to allow us both the structure and flexibility needed to obtain our orthodontic goals. In so doing, we will be more than happy to work with you and your schedule to achieve your appointment objective. It is important to us that our patients understand our appointment policy.

  • Regular short appointments - The majority of appointments for routine adjustments, retainer checks, and progress checks can be scheduled before or after school. These appointments last approximately 15-30 minutes and are scheduled four to eight weeks in advance.
  • Longer appointments - Appointments for placement of braces or appliances on the teeth or to address broken or lost appliances requires approximately 45-90 minutes. These appointments are usually scheduled in the morning or early afternoon.
  • Emergency appointments -An emergency is anything that pokes, irritates, scratches, cuts, or causes pain that you cannot handle yourself. Please call our office to schedule an appointment to fix the problem. Refer to our Braces Diagram to determine which part is causing the problem. This will help when calling our office for assistance. Please refer to our Emergency Care section for temporary solutions.
  • Missed/Cancelled appointments - If you are unable to make your scheduled appointment, please call to reschedule as soon as possible. Keeping your appointment is critical for your treatment progress. Failure to do so can result in prolonged treatment time. Please note: There is an additional fee charged for broken appointments without notice.
  • Arriving late for appointments - If you are running late for your appointment, please call our office. In fairness to other patients who arrive on time we may not be able to see you right away. It may be necessary to reschedule your appointment.
  • Reminders – We do not confirm regular short appointments; however, we do confirm longer and “special” appointments by telephone.
Financial Arrangements
Treatment fees vary depending on the complexity and estimated time for completion. You will be able to discuss fees and payment options before treatment begins. Many options are available for making this investment affordable. We will work with you to fit your individual needs.

  • Payment in Full: If a payment in full is made at the onset of treatment, we will extend a bookkeeping fee reduction.
  • Monthly Payment Plans with No Interest: If you prefer, you may make monthly payments after making a down payment. Coupon books will be supplied for your convenience.
  • Credit Cards: Our office accepts Visa, MasterCard, American Express and Discover for your convenience and can automatically charge your account each month.
  • Springstone Patient Financing:  A third party financial option endorsed by the American Association of Orthodontists. You may apply online or call toll free at 1-800-630-1663.


Our treatment fees do not include extractions, routine dental care, or fees by other dental specialists. We do not charge for an initial evaluation, subsequent recall appointments while in our pre-orthodontic “recall” program, or routine retainer adjustment visits. Payment is due at the time of service for diagnostic records, replacement of lost or broken retainers, or retainers made due to lack of patient cooperation.

Insurance
If you have insurance coverage for orthodontics, we will be happy to assist you in determining the benefits available to you and your family.

  • Your orthodontic insurance plan may have eligibility requirements. Some plans have age limits or waiting periods before coverage can begin.
  • If the insured changes employers or if the insurance coverage changes, benefits may also change or be discontinued. You will be responsible for any charges that are not covered by your insurance.
  • Insurance plans offer different levels of benefits. Orthodontic benefits are not the same as your dental benefits.
  • Usually there is a lifetime maximum benefit although some plans may renew yearly.
  • Total orthodontic benefits are rarely paid in one payment. Partial payments are received throughout the course of treatment until the maximum benefit is paid.
  • We will accept assignment of benefits from your insurance plan and receive payments on your behalf. If no assignment is made, we will be happy to file claims so that you can be reimbursed directly.
  • Professional care is provided to you, our patient, and not the insurance company. Therefore, the insurance company is responsible to you and you are responsible to the doctor.
Flex Spending Programs
These programs are designed to allow you to cover medical/dental expenses not covered by insurance. Guidelines set up by the IRS are rigid and must be adhered to. Some Flex Programs are integrated with your insurance benefits.
If this is a condition of your Flex Program, you will need to inform us so that a pre-treatment estimate can be sent to your insurance company. This has a significant impact on your Flex withholdings. You must know this before establishing your withholdings. It is your responsibility to determine this.

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