GETTING YOUR APPOINTMENT

Office visits are by appointment only.

Please call us

256-739-7050 for appointments in Cullman

256-384-2408 for appointments in Huntsville and Decatur

Call or e-mail us to schedule an evaluation

We will call you back during business hours.

Note: Messages left after 4:00pm will not be processed until the following business day.

We welcome everyone to our office.

Certain insurances require you to have authorization from your primary doctor before having an appointment.

Examples: Medicaid, Blue Cross BEG policies, Tricare, Healthsprings and a few others.
It is your responsibility, not ours, to make sure that your primary doctor has completed the referral. before the day of your appointment. Your insurance will require you to be responsible for the entire office visit charge if this is not handled before the visit.

FORMS YOU NEED TO COMPLETE BEFORE YOUR APPOINTMENT:

FIRST-TIME PATIENT ?

1. The preferred registration is done online through the Patient Portal.

You will receive an invitation by email to complete your patient portal once we have your email address and you are scheduled for an appointment.

Before you come, please log on to your secure patient portal. You will receive an invitation by email from Systemedx patient portal that contains your Portal ID (if we have a correct email address). Here you can update your medical history, add new medications, allergies etc. to save you time at your appointment.

On the portal, you will provide the standard registration information, some history and answer questions about your sleep concerns.

Once this is done, all you will have to sign is this New Patient Consent.

2. If you do NOT complete the Patient Portal registration and Sleep Questionnaire, you will need to fill out this form- fill out the one corresponding to the location where you will be seeing us.

ALL new patients must complete this before your appointment:

Please bring all your medications and any medical records you need to show us on your first appointment. If you have entered the data on the Patient Portal (see #3 below) then those same questions can be skipped on the New Patient Registration Form

(If you have not been to the office in more than 3 years, you are considered a new patient and must also fill out this form.)

Please complete the appropriate location form. If you are being seen in Huntsville or Decatur click the New Huntsville Form button. If you are being seen in Cullman, click the New Cullman Form. Complete this form online by at least 2 days before your appointment.

If for some reason you cannot complete this online:

Please arrive 30 minutes early.

or Print a copy and bring it with you completed before your appointment time.

Please bring all your medications and any medical records you need to show us on your first appointment.

(If you have not been to the office in more than 3 years, you are considered a new patient and must also fill out this form.)

RETURN PATIENT ?

Fill out the Annual Consent and Make sure you are signed up for your Patient Portal

1. Patient Portal

Before you come, please log on to your secure patient portal. You will receive an invitation by email from Systemedx (if we have a correct email address). Call our office 256-739-7050 to get an invitation sent to your email. It will contain your Portal ID. Here you can update your medical history, add new medications, etc. to save you time at your appointment.

2. Annual Consents

Before you come, please complete your annual consents. Click the button below or go the form by scanning the QR code. Please read our policies about protecting your data, and sign giving us permission to treat you and bill your insurance, etc. Please sign and submit before your appointment.

3. Sleep Symptoms Update

Before you come in, please complete your annual sleep symptoms update so we know how you are doing. When you click the button below, you will be taken to our secure form. Please let us know how your sleep disorder is currently controlled. If you have sleep apnea pick the "sleep apnea update", if you have narcolepsy or hypersomnia pick the "sleepiness update". If you have both- just do the sleep apnea update.

About Your Appointment

1. Log on to your Patient Portal.

Before you come, please log on to your secure patient portal. You will receive an invitation by email from Systemedx (if we have a correct email address). Here you can update your medical history, add new medications, etc. to save you time at your appointment.

2. Please complete all paperwork.

The easiest option is to complete them online (new patient and sleep questionnaire) from the buttons above. If you cannot access the internet, we will email the forms to you to print out and complete at home before you come.

If you do not have the opportunity to complete the paperwork or log on to your patient portal before your first appointment, plan on arriving at least 30-45 min before your appointment time.

If you arrive late or arrive "on time" but do not have completed paperwork, we will reschedule your appointment to a later date.

3. Get old records.

If you have had a previous sleep study performed by any doctor besides Dr Warner YOU must get a copy and bring it with you on the day of your appointment.

You can click this link or scan the QR code below to access a form so that we can begin helping you find your records.

4. Current medications

Bring bottles or an accurate list of all your current prescription and over-the counter medications including inhalers, eyedrops and "herbal remedies", etc. Also bring a copy of your insurance formulary booklet in case we have to prescribe new medications

5. Courtesy Reminders:

It is your responsibility to keep up with your committed appointments. As a courtesy, we will assist you by reaching out as a reminder as your appointment approaches. Please respond to these messages to confirm or request to reschedule if needed.

You will receive a email message from Systemedx 1 week before your appointment allowing you to confirm your appointment.
If you do not confirm the the email that you are coming, you will receive a phone call automated message about 3 days before allowing you to confirm your appointment.
If you do not confirm the email or phone call, you will get a text message 1-2 days before your appointment. You can confirm or reschedule your appointment then.
If you have not confirmed any of these methods, we will assume you are not coming and your appointment will be released to others.
To speak to the Scheduler during business hours, please dial 256-739-7050

7. No Show

If you do not cancel your appointment electronically or call us personally at least 24 hours before your appointment time, and do not show up, you will be billed $50 No-show fee. By scheduling an appointment in our office you agree to be bound by this no-show policy and agree to be financially responsible for the No-Show fee if you create and appointment and fail to arrive or cancel/reschedule at least 24 hours prior.

8. Welcome

When you arrive in our lobby, please proceed to the Receptionist to check-in and pay any copays. Please let her know if you updated your information on your portal. If so, your check-in will be expedited.

OFFICE POLICIES:

Respecting YOUR time is a priority of ours !!

If you have been in the lobby for more than 15 minutes past your appointment time- and have not been called back- Please see the receptionist immediately. Only rarely, if ever, will we ask for your patience for the occasional emergency which may delay your visit.

PLEASE DO NOT BE LATE FOR APPOINTMENTS.

...arriving just on time, but not having your paperwork completed, is also considered being late for your appointment. In this situation, we will see patients who have arrived on time and fit you into the schedule as soon as possible.

NO SHOW AND LATE CANCELLATION POLICY

IF YOU FAIL TO SHOW UP AND DO NOT CANCEL, YOU WILL BE BILLED $50 FOR THAT TIME.
IF YOU CANNOT KEEP AN APPOINTMENT PLEASE LET US KNOW AT LEAST 24 hrs in ADVANCE SO OTHERS CAN BE SEEN AND KEEP OUR WAITING TIME DOWN.
Cancellations with less than 24 hrs notice, except for true emergencies, will be subject to same no-show fee. By making an appointment with our office you agree to to this policy and agree to be financially responsible for this fee if the policy is violated.

Please no perfumes or strong fragrances

PLEASE NO CELL PHONES IN EXAM ROOMS

Masks are welcome- especially for anyone who has an immunocompromising condition or poor health.

LIMIT ONE (1) CAREGIVER IN THE EXAM ROOM WITH EACH PATIENT.

WE CANNOT ACCOMODATE MULTIPLE FAMILY MEMBERS OR FRIENDS SO PLEASE DO NOT COME INTO THE LOBBY AS WE WILL MAINTAIN SOCIAL DISTANCING AND WILL ASK EXTRA PERSONS TO WAIT IN THEIR VEHICLE.

EMERGENCIES:

AFTER HOURS EMERGENCIES SHOULD CALL 911 OR 256-737-2000 AND ASK FOR THE COVERING PHYSICIAN.

WE WILL NOT DISCUSS A PATIENT'S CASE WITH ANYONE BUT THE PATIENT.

PHONE CALLS AND PRESCRIPTION REFILLS:

PHONE CALLS

WILL BE RETURNED BY THE MEDICAL ASSISTANT AS SOON AS POSSIBLE.

TELEPHONE LINES ARE OPEN FROM 8:00 AM TO 4:30 PM MONDAY - THURSDAY.

PLEASE DO NOT LEAVE MULTIPLE MESSAGES AS THAT ONLY DELAYS OUR RESPONSE TO YOU.

REGARDING REFILLS,

WE REQUEST THAT FIRST YOU VERIFY WITH YOUR PHARMACIST THAT THERE ARE NO MORE REFILLS AVAILABLE and the medication you take is in stock. We cannot find a pharmacy that has your medication in stock for you. Once you have found a pharmacy that has your medication available then please call. TELEPHONE REQUESTS FOR REFILLS SHOULD BE MADE MONDAY - THURSDAY DIRECTLY TO OUR REFILL LINE AT (256) 739-7050 OPTION 2
ROUTINE REFILLS WILL NOT BE PHONED IN AFTER HOURS OR WEEKENDS.

REFILLS WILL NOT BE AUTHORIZED FOR PATIENTS NOT SEEN IN THE LAST TWELVE MONTHS.

INSURANCE AND BILLING:

OUR OFFICE WILL FILE MANY INSURANCE CLAIMS FOR YOUR CONVENIENCE.

COPAYMENTS ARE EXPECTED AT THE TIME OF SERVICE. (this is your insurance's rules, not ours)

PAYMENT PLANS MAY BE ARRANGED FOR PATIENTS BASED ON NEED.

QUESTIONS REGARDING INSURANCE WE ACCEPT OR YOUR BILL SHOULD BE DIRECTED TO THE BILLING OFFICE

MEDICAL RECORDS

If the patient requests a paper copy of his medical record, whether the record is maintained in electronic or paper form, or an electronic copy of his paper record, please be aware of the reasonable, cost-based fee for copies of $1.00 per page for the first 25 pages and $0.50 per page for additional pages, plus the actual cost of mailing the record AND the the office's actual labor cost to respond to the patient’s request. This would be the amount of time and the hourly wage of the employee tasked to work this request (example 15 min of a $20 per hour employee= $5.00).

NOTICES TO PATIENTS

SUMMARY OF OUR PRIVACY PRACTICES:

Note: the detailed Policy will be provided to you in person and is posted in our reception area.

A. WE HAVE A LEGAL DUTY TO PROTECT HEALTH INFORMATION ABOUT YOU.

B. WE MAY USE AND DISCLOSE PROTECTED HEALTH INFORMATION (PHI) ABOUT YOU WITHOUT YOUR AUTHORIZATION IN THE FOLLOWING CIRCUMSTANCES:
1. WE MAY USE AND DISCLOSE PHI ABOUT YOU TO PROVIDE HEALTH CARE TREATMENT TO YOU.
2. WE MAY USE AND DISCLOSE PHI ABOUT YOU TO OBTAIN PAYMENT FOR SERVICES.
3. WE MAY USE AND DISCLOSE PHI ABOUT YOU FOR HEALTH CARE OPERATIONS.
4. WE MAY USE AND DISCLOSE PHI UNDER OTHER CIRCUMSTANCES WITHOUT YOUR AUTHORIZATION OR A CHANCE TO AGREE OR OBJECT.
5. YOU CAN OBJECT TO CERTAIN USES AND DISCLOSURES.
6. WE MAY CONTACT YOU TO PROVIDE APPOINTMENT REMINDERS.
7. WE MAY CONTACT YOU WITH INFORMATION ABOUT TREATMENT, SERVICES, PRODUCTS OR HEALTH CARE PROVIDERS.
8. WE MAY CONTACT YOU FOR BILLING ACTIVITIES.

C. YOU HAVE SEVERAL RIGHTS REGARDING PHI ABOUT YOU.
1. YOU HAVE THE RIGHT TO REQUEST RESTRICTIONS ON USES AND DISCLOSURES OF PHI ABOUT YOU.
2. YOU HAVE THE RIGHT TO REQUEST DIFFERENT WAYS TO BE IN TOUCH WITH YOU.
3. YOU HAVE THE RIGHT TO SEE AND COPY PHI ABOUT YOU.
4. YOU HAVE THE RIGHT TO REQUEST A CHANGE TO PHI ABOUT YOU.
5. YOU HAVE THE RIGHT TO A LISTING OF DISCLOSURES WE HAVE MADE.
6. YOU HAVE A RIGHT TO A COPY OF THIS NOTICE.

D. YOU MAY FILE A COMPLAINT ABOUT OUR PRIVACY PRACTICES.

NOTICE OF NON-DISCRIMINATION:

Alabama Institute for Sleep Health complies with applicable Federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex. Alabama Institute for Sleep Health does not exclude people or treat them differently because of race, color, national origin, age, disability, or sex.

Alabama Institute for Sleep Health:

• Provides free aids and services to people with disabilities to communicate effectively with us, such as:

○ Qualified sign language interpreters

○ Written information in other formats (large print, audio, accessible electronic formats, other formats)

• Provides free language services to people whose primary language is not English, such as:

○ Qualified interpreters

○ Information written in other languages

If you need these services, contact Tina Warner

Spanish – ¿Necesita ayuda? Por favor háganos saber si tiene dificultades para comunicarse con nosotros o para entender esta información porque no habla inglés o tiene una discapacidad. Se le puede proporcionar asistencia idiomática gratuita u otros tipos de servicios o asistencias si lo solicita. Llame al 1-800-252-1818.

Chinese - 需要帮助吗？如果你因为不会说英语或有残疾而难以与我们沟通或理解这些信息，请告诉
我们。我们可应要求提供免费的语言协助或其他辅助工具和服务。请致电 1-800-252-1818

If you believe that Alabama Institute for Sleep Health has failed to provide these services or discriminated in another way on the basis of race, color, You can file a grievance in person or by mail, fax, or email. If you need help filing a grievance, Tina Warner is available to help you.

You can also file a civil rights complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, electronically through the Office for Civil Rights Complaint Portal, available at https://ocrportal.hhs.gov/ocr/portal/lobby.jsf, or by mail or phone at: U.S. Department of Health and Human Services 200 Independence Avenue, SW Room 509F, HHH Building Washington, D.C. 20201 1-800-368-1019, 800-537-7697 (TDD)