Policies
Nova Vision Care Policies
Cancelled/Missed Appointment Policy
Nova Vision Care maintains a 48-hour cancellation policy. If you need to cancel your appointment, please notify the office via phone or text at (937) 320-0300 outside of 48-hours prior to your scheduled appointment to avoid any cancellation/rescheduling fees. These fees will also be charged to patients that no call/no show for their scheduled appointment. Please note that these fees must be paid prior to being seen for any subsequent appointments.
Office Policies
Payment in full is due at the time of service.
Exams may be billed to medical insurance and/or vision benefit plans depending on findings. If there are medical diagnoses, your medical insurance will be billed.
The patient is responsible for payment in full for any/all procedures performed by Nova Vision Care, products purchased from/through Nova Vision Care, and/or any outstanding balances on the patient’s account with Nova Vision Care. This includes any/all amounts returned by insurance company as patient responsibility, and/or payment in full if Nova Vision Care is not a provider for the patient’s insurance company and/or vision benefit plan.
Digital Prescription Delivery
Nova Vision Care will provide your eye glasses and/or contact lens prescription electronically via the Nova Vision Care Patient Portal. These will be available to you upon completion of your exam, and/or finalization of your contact lens prescription. You will be able to download and print your prescription for glasses and/or contact lenses from this portal. You may request a paper copy of your prescription at any time.
Release of Information for Insurance Benefits
As a courtesy, Nova Vision Care will submit claims on your behalf to insurance companies with which we are contracted. This includes both medical insurance and vision benefit plans (VSP and EyeMed). By so doing, you authorize direct payment of benefits to Nova Vision Care P.L.L. for services rendered by our doctors, or under their supervision. You also authorize Nova Vision Care P.L.L. to release any medical or incidental information that may be necessary for processing the insurance claims.
Insurances & Vision Benefit Plans We Accept
We accept most major medical insurances. These include but are not limited to Anthem, Blue Cross Blue Shield, United Health Care, UMR, Cigna, Medicare, Aetna, Tricare, ChampVA, GEHA, Medical Mutual, etc. Please note there may be plans within these insurances with which we are not contracted.
We do not accept Medicaid (or any of the insurance plans with which they may be contracted to provide Medicaid services), CareSource, Buckeye Health, or Molina.
We accept most EyeMed and VSP vision benefit plans. We do not accept those plans that are considered discount plans for materials (glasses, contacts, etc.).
IMPORTANT:
Nova Vision Care no longer accepts the fee schedule set by your vision plan provider for vision care services and vision care materials that are not covered benefits under your plan (i.e. plans that include only discount percentages with no specific associated benefits or terms).
We instead charge our normal fee for those services and materials.
Nova Vision Care will provide you with an estimated cost for each non-covered service or material upon your request.
Vision Benefit Plans vs. Medical Insurance
Vision benefit plans are designed to provide coverage for routine eye exams once within a 12-month period. These types of exams check for changes in prescription and any eye health issues. Assuming no eye health related issues are found, your vision benefit plan may be billed for your exam. It may also provide some coverage for eye glasses and/or contact lenses.
When eye health issues are found, we are required to bill your medical insurance. Eye health issues include but are not limited to things like cataracts, dry eyes , floaters, flashes, styes, infections, glaucoma, loss of vision, and diabetes. Medical insurance typically does not cover the portion of your exam that determines your glasses prescription. This is called the refraction, and you will be asked to pay for it at the time of service. We will bill your medical insurance for the refraction; however, it is almost always returned as a patient responsibility. We are not permitted to bill your vision benefit plan for only the refraction – it must accompany the exam. Medical insurance does not cover eye glasses or contact lenses, so those may be billed to the materials portion of your vision benefit plan for those plans we accept.
HIPAA Notice of Privacy Practices
This Notice of Privacy Practices is being provided to you as a requirement of the Health Insurance Portability and Accountability Act (HIPAA). This notice outlines our legal duties and privacy practices concerning your protected health information (PHI). We respect your rights to privacy and pledge to uphold them in all circumstances while providing you with the personal care you need.
We are required by law to:
We use and disclose PHI for various purposes, including:
You have the following rights regarding your PHI:
Note: Other uses and disclosures of your PHI not covered by this notice or the laws that apply to us will be made only with your written permission.
As a patient, your rights under these updated policies remain consistent. You still have the right to access, review, and request corrections to your health information. You also have the right to obtain an accounting disclosure of your health records.
We may change, add, delete, or modify any portion of this Notice to better serve the needs of both you and the practice. The revised Notice will apply to your health information we already have and any information we receive in the future. We will have the current Notice available at our facility.
Nova Vision Care Optical Policies
Nova Vision Care strives to provide our patients with the best eye care and eyewear selections for their needs.
We want you to be 100% satisfied with your purchase.
If you have any issue with your glasses, let us know within 30 days of purchase.
After 30 days, you may still make changes, but there will be a restyling fee equal to 50% of the retail price of the new complete pair of glasses.
Please note prescription lenses are a custom item for each individual, so there are no refunds for prescription lenses. For non-prescription purchases in good and resaleable condition, there will be a 50% restocking fee applied to your refund.
Returns/Refunds/Damage to Prescription Eyewear:
Every pair of prescription eyeglasses ordered from Nova Vision Care are custom-made; therefore, all sales are final. It is not Nova Vision Care’s policy to accept returns on any prescription product that has been ordered /used, and no refunds will be available, except as permitted by the manufacturer. We are happy to service all our products, and back them up with a warranty for quality and workmanship from the manufacturer. Warranties cover against manufacturer's defects under normal wearing conditions and do not cover accidental breakage, abuse, or loss. Warranties are in effect only for the first year beginning on the date you are notified that your prescription eyewear is ready for pick up.
Eyeglasses Prescription Change(s):
For prescriptions written by other doctor(s): Eyeglass lenses will be remade one time at no charge if the prescribing doctor provides a new prescription in writing within 30 days of notification that your glasses are ready for pick up. Prescription changes after one free remake, or after the 30 days noted will be charged the full lens price.
For prescriptions written by doctor(s) at Nova Vision Care: An office visit to recheck the prescription will be provided as necessary, and if needed, lenses will be remade one time at no charge within 30 days of notification that your glasses are ready for pick up. Recheck visits after 30 days will be charged the usual fee for a brief exam.
If a Nova Vision Care prescription is filled elsewhere: If your glasses have been made elsewhere based on a Nova Vision Care doctor’s prescription and a prescription change is needed, Nova Vision Care will not be responsible for any charges incurred. Most reputable optical dispensaries allow doctor prescription changes at no charge, but it is the patient’s responsibility to inquire about such policies in advance of purchase.
Frame Adjustments and Repairs:
Nova Vision Care is happy to adjust and/or repair eyeglass frames purchased elsewhere, and those purchased here for which the warranty has expired. There will be charges incurred for these adjustments and/or repairs. While we will take the utmost care in performing this work, occasionally frames and/or lenses may be damaged in the course of this work. Nova Vision Care will not be liable or financially responsible in any way for any damage to frames and/or lenses that may occur in the course of adjustments and/or repairs. This indemnification includes but is not limited to scratches, chipping, warping or breaking. The patient is solely responsible for any damage that may occur during or following the eyewear repair or adjustment performed by Nova Vision Care.
Our opticians have the right and responsibility to decline repair and/or adjustment for any glasses that they deem are in too poor or questionable condition to withstand said repair and/or adjustment.
Patient’s Previously Worn Frame Policy
Although our labs use the utmost care when manufacturing and inserting lenses, occasionally frames will break in the process. Plastic materials become brittle and solder points on metal frames can weaken with time and wear, so previously worn frames are always more delicate than new frames.
Since frames must be shipped to the labs, there is a risk of loss once the frames leave Nova Vision Care.
Nova Vision Care, nor our contracted labs, are responsible for breakage or loss should either occur in the process of placing new lenses in previously worn frames.
Frame manufacturers regularly discontinue frame style as they launch new ones. While we will try to assist in procuring a new version of your previously worn frame, it may or may not be possible to replace an existing frame with the same one should breakage or loss occur during or after placing new lenses in the previously worn frame.
Your prescription lenses are an investment in your good vision. Because of this, it is generally our recommendation to replace the frame with new, quality ones.
If you choose to order new lenses for your existing frame and your old frame breaks or is lost in the process, Nova Vision Care will have new lenses made for you if necessary, at a 10% discount; however, you will be responsible for the full purchase price of the new frame.