Primary Care of Western New York, LLP Plan Participation

Primary Care of Western New York, LLP participates with most major insurance providers.  Not all providers may be enrolled in all insurances. Patients should be aware of their insurance coverage, policy provisions, authorizations requirements, and network providers. It is our patients’ responsibility to inform us of any changes in their insurance coverage. This includes identification number, insurance company, or group number changes.

Appointment Policy

Primary Care of Western New York provides medical services by appointment. Patients cannot walk into the office and expect to be seen by their provider. When we see patients without appointments we create situations that are unfair to other patients. True emergency treatment needs should always go to the hospital emergency room.

Our phone lines are open 8am to 7pm Monday through Thursday, 8am to 4pm Friday, and 8am to 11am Saturday. We experience a high volume of calls on Mondays and Fridays from 8am-6pm. We recommend to patients that non-urgent and routine calls be avoided during the high volume times or be made after 6pm when our call volume decreases. In addition, established patients may use the online patient portal to communicate with the office for administrative (appointments, billings, non-urgent questions) matters.

New Patients must be seen for a physical exam appointment to establish a doctor-patient relationship before we can begin to provide medical care or prescribe medication. New Patient appointments necessitate extra time and it is important that new patients keep their initial appointments.

New Patients who fail to keep their new patient appointment without proper cancellation notice will be sent a letter informing them that the practice will no longer be able to accept them as a patient.

Established Patients phoning for appointments for urgent or sick visits are offered our sick visit appointments for that day. If there are no more available appointments for that day, the call will be taken by a nurse so that we can establish the nature and severity of your illness. She will determine when you can be seen or refer you to an immediate care center or emergency room for urgent care.

In an attempt to minimize everyone’s time in the waiting room, we must advise that if patients are more than 10 minutes late for an appointment they may need to reschedule their appointment.

Appointments must be cancelled in a timely manner or there may be a missed appointment charge of $25. In most cases, timely cancellation means informing the office at least 24 hours prior to the appointment time. Established Patients who do not show for more than three appointments without timely cancellation will be sent a letter discharging them from the practice.

As a courtesy, we remind our patients of their upcoming appointments by phone. Lack of an answering machine, busy signals, and unlisted/changed/non-working phone numbers mean that we cannot always accomplish the reminder. Please keep your appointment on your calendar.

Patients who walk in and demand to see a provider are disruptive and this jeopardizes the doctor-patient relationship. It is our policy to see patients by appointment only and we will not be able to accommodate any walk-in requests.


Consent to Treat Minor Patients

By law, any child under the age of 18 cannot be seen or treated by a medical provider without consent from a parent or legal guardian. If for any reason the minor patient arrives with someone other than a parent or legal guardian, we request written permission from the parent or legal guardian that this specified person has been appointed by you to act on your behalf.

Also be aware that the adult presenting with the child is responsible for payment of the patient portion at the time of service.

*For a minor age 16 and older who you wish to give consent to receive routine medical evaluation/care without an accompanying adult a signed letter must also be sent (or on file in their medical record). No immunizations, procedures, testing, or treatment will take place without a parent or legal guardian present.


Financial Policy

Primary Care of Western New York, LLP (PCWNY) is committed to serving our patients with professionalism, care and concern. We expect the same commitment from our patients. This includes being on time for your appointments and calling to cancel an appointment in advance if you can’t make it. This commitment also includes financial responsibilities, like presenting your identification and insurance cards at every appointment and making your copay and deductible payments at the time of your visit with cash, check, or credit card.

Your responsibility is to provide us with accurate and complete information concerning your primary and secondary insurance medical benefits, including documents from other providers. Current identification and insurance benefit cards are to be presented at each office visit. As a courtesy, PCWNY will file your insurance claim for you. If you are a Medicare patient, we will bill Medicare and your secondary insurance for you.

For services rendered outside of our office, like radiology, certain laboratory tests, surgery centers, physical therapy, hospitals and rehabilitation centers, it is the patient’s responsibility to know which facility you are is covered by their insurance company. Please speak with your insurance member services or one of our staff before scheduling outside services.

Patients of PCWNY agree to pay any balance remaining on their account after any insurance payments have been paid upon receipt of a billing statement. The patient must provide PCWNY with a current address and other contact information. Our patients further understand that if they fail to pay the balance on their account this will result in PCWNY pursuing collection of the debt and possible discharge from the practice.

Vaccine Policy

As primary care family medicine physicians we believe in the prevention of diseases, and stress the importance of promoting healthy lifestyle and medical practices. This includes disease prevention and vaccination against serious medical diseases that can be life threatening, especially to children. Refusal to vaccinate continues to be an ongoing problem in the community. Based on evidence and scientific research, we believe in the effectiveness and safety of vaccines to prevent serious and life threatening illnesses. We also believe that there is no current medical literature, evidence, or study supporting the idea that routine preventive vaccines cause behavioral or other developmental disabilities.

By choosing not to vaccinate your child, you are putting your family at risk for serious illnesses or even death. Furthermore, it is irresponsible to rely on others in the community who have been vaccinated to help protect your own children and family.
Please be advised that vaccines have been studied and recommended by the CDC (Centers for Disease Control and Prevention) and ACIP (Advisory Committee on Immunization Practices) to be given according to a specified schedule in order to provide the best immunity and protection for your child that is safe and effective.

We do not intend to coerce or scare you into vaccinating your children and family, but believe vaccination is an important part of health maintenance and prevention. We feel strongly that vaccinating children on schedule, and remaining current with available vaccines is the medically correct thing to do for our patients.

For parents who choose not to vaccinate their children, we regretfully inform you that we will not be able to provide medical care for your child or family, and will ask that you find another medical provider who can accommodate your views and practices. We thank you for understanding, and look forward to continuing to provide you with the best evidence based and preventive health care available. Please feel free to discuss any questions or concerns you may have with your primary physician.

No-Fault Policy

The policy of Primary Care of Western New York, LLP is not to accept assignments of benefits for no-fault insurance treatment.

Patient’s should understand that they will be responsible to pay Primary Care of Western New York, LLP for any charges associated with their no-fault treatment from their injuries. Primary Care of Western New York, LLP will mail patients a claim form within a few days of their visit. As per New York State Law, it is the patients responsibility to submit the claim form as proof of treatment to their no-fault insurance carrier within 45 days of treatment.

Patients should understand that their no-fault insurance carrier will make any reimbursement payments directly to them.

As per Primary Care of Western New York, LLP policy, patients will be charged $25 at every motor vehicle accident (MVA) visit which is considered a deposit toward payment for their treatment.

Worker’s Compensation Policy

Primary Care of Western New York, LLP does not accept any Workers’ Compensation cases.

New York State does not require self-employed individuals to carry Workers’ Compensation insurance. Patients should understand that they will be responsible to pay Primary Care of Western New York, LLP for any charges associated with treatment for their self- employment work related injuries. Primary Care of Western New York, LLP will mail patients a claim form within a several days of their visit. Visits for work-related injuries of self-employed individuals where a patient is not covered under Workers’ Compensation will not be billed to regular medical insurance due to being a work-related injury.

As per Primary Care of Western New York, LLP policy, patients will be required to pay $25 at every visit which is considered a deposit toward complete payment for their treatment.

Patient Form Completion Policy

There has been an increasing frequency of requests from insurance companies, lawyers, governments, and patients to complete forms on behalf of our patients. This has created an increased workload for our providers and staff. Completion of a form by your Primary Care of WNY provider may incur a $25 charge.

Privacy Policy

The use of audio recording, video recording, or photography, in patient examination rooms or clinical care areas, is strictly prohibited.

Non Discrimination Policy

Discrimination is Against the Law

The Claims Administrator/Insurer complies with applicable Federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex, including sex stereotypes and gender identity. The Claims Administrator/Insurer does not exclude people or treat them differently because of race, color, national origin, age, disability, or sex assigned at birth, gender identity or recorded gender. Furthermore, the Claims administrator/Insurer will not deny or limit coverage to any health service based on the fact that an individual’s sex assigned at birth, gender identity, or recorded gender is different from the one to which such health service is ordinarily available. The Claims Administrator/Insurer will not deny or limit coverage for a specific health service related to gender transition if such denial or limitation results in discriminating against a transgender individual.

The Claims Administrator/Insurer:

  • 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 the Civil Rights Coordinator.

If you believe that the Claims Administrator/Insurer has failed to provide these services or discriminated in another way on the basis of race, color, national origin, age, disability, or sex, including sex stereotypes and gender identity, you can file a grievance with your Claims Administrator/ Insurer in person or by mail, fax, or email. If you need help filing a grievance, the Civil Rights Coordinator 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, 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)

Complaint forms are available at


Fragrance Policy

Recognizing that employees and visitors to our offices may have sensitivity and/or an allergic reaction to various fragrances, PCWNY is a limited fragrance workplace.

Employees and visitors should limit the use and quantity of personal fragrant products (fragrances, colognes, lotions, powders and other similar products) that are perceptible to others.

Other fragrant products (“air fresheners”, potpourri and other similar items) are also not permitted.

Tobacco and Cannabis smoke is a “fragrance”. Please be considerate of others by washing your hands after smoking, freshening your breath and hanging your coat or jacket in the office.