Ramona L. Bates, M.D.

Frequently Asked Questions

New Patients

Below you will find a link to a PDF file which contains the forms you will need to fill out and bring with you to the office. They can also be found under the Patient Education: New Patient section. If you would rather, these forms can be mailed to you.

Communicating with the Office
Telephone Calls

When I am not available to answer the phone during (or after) normal business hours, a voice mail system will pickup. I check this frequently during normal business hours and will personally get back to you as soon as possible.

You are encouraged to leave non-urgent messages on the voice mail system, this includes prescription refills, appointment requests, etc. If your name is unusual, you might wish to spell it out rather than have me guess at the spelling.

If you need the immediate medical attention, please follow the voice mail instructions for reaching the Medical Exchange (501-663-6900). They will page me or whoever might be covering call for me. If for any reason you do not receive a response or have a true medical emergency, please go to the nearest emergency room or call 911.

My Blog: Suture for a Living

Dr Bates' Curriculum Vitae

Education
BA Physics---Univ of Arkansas 1978 Fayetteville, AR MD degree--UAMS 1982 Little Rock, AR
Post Doctoral Training
Flexible Internship--Earl K Long Hosp 1982-23 Baton Rouge, LA Gen Surg Res--Ohio Valley Med Ct 1983-86 Wheeling, WV Plastic Surg Res--Boston Univ Hosp 1987-89 Boston, MA Head/Neck Fellow--Mercy Hosp 1987 (Jan-June) Pittsburg, PA Hand Surg Fellow--Ark Hand Surgery 1989-90 Little Rock, AR
Licensure and Board Certification
Arkansas Licensure---1982-current
Hospital Appointments
St Vincent Medical Center St Vincent Doctors Hospital Baptist Medical Center Little Rock Surgery Center

Office Financial Policy

•The entire office fee is due the day of the office visit. The office will bill your insurance company when appropriate. Any payments received from the insurance company will be promptly refunded to you.

•You will be expected to pay the FULL amount of any surgical procedure prior to the surgery-1 week prior to surgery date if paying by check, by noon the day before surgery if paying by cash, money order or credit card. Prices quoted for any procedure are good for only 6 months from date quoted.

•If you are unable to pay in full, the office may work out a payment schedule with you. This will only be done for medically necessary procedures, not cosmetic procedures. If you do not make payments as scheduled, the office will initiate collection procedures.

•The office will be happy to provide you with a copy of your Medical Records upon request. The request must be made in writing or in person, not by phone. There will not be a charge for the first copy provided. The charge for additional copies will be $5.00 for the first 10 pages plus $0.10 for each additional page. There will be an additional charge for postage to mail them.

•This office is not a "participating provider" with any insurance, but is very willing to take care of anyone who is willing to pay for our services.

THIS OFFICE ACCEPTS PAYMENT BY CASH, MONEY ORDER, VISA, MASTER CARD OR DISCOVER.

Disclosure of Health Information Policy
This notice describes how medical information about you may be used and disclosed and how you can get access to this information.

Please review it carefully!

If you consent, the office is permitted by federal privacy laws to make uses and disclosures of your health information for purposes of treatment, payment, and health care operations. Protected health information is the information we create and obtain in providing our services to you. Such information may include documenting your symptoms, examination and test results, diagnoses, treatment, and applying for future care or treatment. It also includes billing documents for those services.

Examples of uses of your health information for treatment purposes are:
•A nurse obtains treatment information about you and records it in a health record.
•During the course of your treatment, the physician determines she will need to consult with another specialist in the area. She will share the information with such specialist and obtain his/her input.

Example of use of your health information for payment purposes:
•We submit requests for payment to your health insurance company. The health insurance company or business associate helping us obtain payment requests information from us regarding your medical care given. We will provide information to them about you and the care given.

Example of use of your information for Health Care Operations:
•We may obtain services from business associates such as quality assessment, quality improvement, outcome evaluation, protocol and clinical guidelines development, training programs, credentialing, medical review, legal services, and insurance. We will share information about you with such business associates as necessary to obtain these services.

Your Health Information Rights

The health and billing records we maintain are the physical property of the doctor's office. You have the following rights with respect to your Protected Health Information.

Request a restriction on certain uses and disclosures of your health information by delivering the request in writing to our office. We are not required to grant the request but we will comply with any request granted.
Obtain a paper copy of the Notice of Privacy Practices for Protected Health Information ("Notice") by making a request at our office.
Right to inspect and copy your health record and billing record. You may exercise this right by delivering the request in writing to our office using the form we provide to you upon request. You may appeal a denial of access to your protected health information except in certain circumstances.
Right to request that your health care record by amended to correct incomplete or incorrect information by delivering a written request to our office using the form we provide to you upon request. (The physician is not required to make such amendments.) You may file a statement of disagreement if your amendment is denied, and require that the request for amendment and any denial be attached in all future disclosures of your protected health information.
Right to receive an accounting of disclosures of your health information as required to be maintained by law by delivering a written request to our office using the form we provide to you upon request. An accounting will not include internal uses of information for treatment, payment, or operations, disclosures made to you or made at your request, or disclosures made to family members or friends in the course of providing care.
Right to confidential communication by requesting that communication of your health information be made by alternative means or at an alternative location by delivering the request in writing to our office using the form we give you upon request.

If you want to exercise any of the above rights, please contact Dr. Ramona L Bates in person or in writing during normal business hours. She will provide you with assistance on the steps to take to exercise your rights.

You have the right to review this Notice before signing the consent authorizing use and disclosure of your protected health information for treatment, payment, and health care operations purposes.

Our Responsibilities
The office is required to:
•Maintain the privacy of your health information as required by law.
•Provide you with a notice as to our duties and privacy practices as to the information we collect and maintain about you.
•Abide by the terms of this Notice.
•Notify you if we cannot accommodate a requested restriction or request.
•Accommodate your reasonable requests regarding methods to communicate health information with you.
•Accommodate your request for an accounting of disclosures.

We reserve the right to amend, change, or eliminate provisions in our privacy practices and access practices and to enact new provisions regarding the protected health information we maintain. If our information practices change, we will amend our Notice. You are entitled to receive a revised copy of the Notice by calling and requesting a copy of our "Notice" or by visiting our office and picking up a copy.

To Request Information or File a Complaint
If you have questions, would like addition information, or want to report a problem regarding the handling of your information, you may contact Dr. Ramona L Bates.

Additionally, if you believe your privacy rights have been violated, you may file a written complaint at our office by delivering the written complaint to Dr. Ramona L Bates. You may also file a complaint by mailing it or e-mailing it to the Secretary of Health and Human Services (HHS) whose street address and e-mail address are:

•We cannot, and will not, require you to waive the right to file a complaint with the Secretary of Health and Human Services (HHS) as a condition of receiving treatment from this office.

•We cannot, and will not, retaliate against you for filing a complaint with the Secretary of Health and Human Services.

Following is a List of Other Uses and Disclosures Allowed by the Privacy Rule

Patient Contact
We may contact you to provide you with appointment reminders, with information about treatment alternatives, or with information about other health-related benefits and services that may be of interest to you. We may contact you as part of a fund raising effort.

Notification- Opportunity to Agree or Object
Unless you object we may use or disclose your protected health information to notify, or assist in notifying, a family member, personal representative, or other person responsible for your care, about your location, and about your general condition, or your death.

Communication with Family- Using our best judgment, we may disclose to a family member, other relative, close personal friend, or any other person you identify, health information relevant to that person's involvement in your care or in payment for such care if you do not object or in an emergency.

We may use and disclose your protected health information to assist in disaster relief efforts.

Opportunity to Agree or Object is Not Required.

PUBLIC HEALTH ACTIVITIES
Controlling Disease- As required by law, we may disclose your protected health information to public health or legal authorities charged with preventing or controlling disease, injury, or disability.

Child Abuse & Neglect- We may disclose protected health information to public authorities as allowed by law to report child abuse or neglect.

Food and Drug Administration (FDA)-- We may disclose to the FDA your protected health information relating to adverse events with respect to food, supplements, products and product defects, or post-marking surveillance information to enable product recalls, repairs, or replacements.

Victims of Abuse, Neglect, or Domestic Violence- We may disclose protected health information to governmental authorities to the extent the disclosure is authorized by statute or regulation and in the exercise of professional judgment the doctor believes the disclosure is necessary to prevent serious harm to the individual or another potential victim

Oversight Agencies- Federal law allows us to release your protected health information to appropriate health oversight agencies or for health oversight activities to include audits, civil, administrative or criminal investigations: inspections, licensures or disciplinary action, and for similar reasons related to the administration of healthcare.

Judicial / Administrative Proceedings- We may disclose your protected health information in the course of any judicial or administrative proceeding as allowed or required by law, with your consent, or as directed by a proper court order or administrative tribunal, provided that only the protected health information releases is expressly authorized by such order, or in response to a subpoena, discovery request or other lawful process.

Law Enforcement- We may disclose your protected health information for law enforcement purposes as required by law, such as when required by court order, including laws the require reporting of certain types of wounds or other physical injury.

Coroners, Medical Examiners and Funeral Directors- We may disclose your protected health information to funeral directors or coroners consistent with applicable law to allow them to carry out their duties.

Organ Procurement Organizations- Consistent with applicable law, we may disclose your protected health information to organ procurement organizations or other entities engaged in the procurement, banking, or transplantation of organs, eyes, or tissue for the purpose of donation and transplant.

Research- We may disclose information to researchers when their research has been approved by an institutional review board that has reviewed the research proposal and established protocols to ensure the privacy of your protected health information.

Threat to Health and Safety- To avert a serious threat to health and safety, we may disclose your protected health information consistent with applicable law to prevent or lessen a serious, imminent threat to the health or safety of a person or the public.

For Specialized Governmental Functions- We may disclose your protected health information for specialized government functions as authorized by law such as to Armed Forces personnel, for national security purposes, or to public assistance program personnel.

Correctional Institutions- If you are an inmate of a correctional institution, we may disclose to the institution or it's agents the protected health information necessary for your health and the health and safety of other individuals.

Workers Compensation- If you are seeking compensation through Workers Compensation, we may disclose your protected health information to the extent necessary to comply with laws relating to Workers Compensation.

Other Uses and Disclosures- Other uses and disclosures besides those identified in this Notice will be made only as otherwise authorized by law or with your written authorization which you may revoke except to the extent information or action has already been taken.

Website- If we maintain a website that provides information about our entity, this Notice will be on the website.

Effective Date: April 12, 2002

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