Kids By the Bay Dental

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301-640-5437

FORMS

FIRST VISIT

FIRST VISIT

Young toddler girl smiling with her two teeth showing

The most common question we have regarding children is about what age they should start going to the dentist. We follow the guidelines of the American Academy of Pediatric Dentistry on when a child should first see a dentist. You should bring your child to see us when the first tooth comes through the gums or no later than their first birthday.

During the first dental visit, we will get to know your child and get him/her acquainted with the dental office. We also will evaluate the child’s dental health, as well as offer tips in good dental care for your child. Our goal is to have our youngest patients feel comfortable and happy about visiting the dentist!

What To Expect

For your child’s first visit to our office, we like to do a comprehensive examination. This includes looking at your child’s teeth along with the supporting structures of the gums. We will also address your child’s oral hygiene, as well as clean your child’s teeth. We will look at your child’s bite and will only take X-rays if necessary. This is the optimal time to ask questions about your child’s mouth and teeth.

Preparing For Your Child’s First Visit

Going to the dentist should be positive, and creating a memorable experience begins at home. Start by discussing the upcoming visit with your child to ease their mind. Make sure to let them know the dentist and team will explain each procedure and answer your child’s questions.
When discussing the dentist with your child, avoid using phrases that could create negative feelings such as needle, shot or drill. Our dental team uses words that have similar meanings, but are positive and won’t worry your child.

The Dental Home is intended to provide a place other than the Emergency Room for parents.

Appointment Policy

Our goal at Kids by The Bay Dental is to provide your child with convenient, accessible, high quality dental care. In order for us to assure convenience and accessibility to all of our patients, it is important that patients arrive timely for all scheduled appointments or cancel the appointment 24 hours in advance. This policy allows us to make better use of our available appointments for those patients in need of dental care.

Please review the following office policies:

-Please arrive on time to your scheduled dental appointment. We do allow a 10-minute grace period. If late, it is at the provider’s discretion whether we are able to see your child after their appointment time.

Each parent/legal guardian accompanying the child must provide valid identification.

MASKS ARE STILL REQUIRED FOR ENTRY. This applies to parents and any child over age 3.

-Food and/or drink is not permitted while in the office. No exceptions.
-We reserve the right to reschedule your appointment if your child is sick.
-Larger families with older children must either wait in your vehicle or the reception area with an adult.
-Only 2 adults are allowed in back per child.
-This office is a kid-friendly environment. Please come to appointments in appropriate attire without any offensive/overwhelming smells (tobacco, marijuana, body odor, etc.). Any parent(s) showing signs of recreational drug use (disoriented or irrational behavior, strong odor) will be rescheduled.
-We require a 48-hour notice to cancel or reschedule your child’s appointment. 
After 3 missed or cancelled appointments, your child will be subject to dismissal from the practice. We reserve the right to cancel your appointment if it is not confirmed. 
Families of 2 or more that cancel within 24 hours of their appointment may be subject to only scheduling 1 child at a time for future appointments.
-As a courtesy we provide confirmation emails, text messages and phone calls. Please be sure to verify we have your most up to date contact information.
-Hospital and Sedation appointments require 1-week cancelation notice. If your child becomes sick, they must be free of illness 3 weeks prior to rescheduling the appointment. Due to the demand of sedation and time that is reserved for your child, we ask that you give us ample notice to make changes.
-If you believe that you will not be able to bring your child to their appointment, a consent form MUST be completed that allows another adult other than the Parent or Guardian to bring them. You will still be accountable for completing any necessary documents and satisfying any financial responsibility for your child’s appointment.
-Parent or Legal Guardian must accompany child to first dental appointment. This includes emergency exams.
-Proof of legal guardianship is REQUIRED when deemed necessary by the doctor.
-Everyone deserves respect. Threatening or vulgar language to the doctor (and staff) are not acceptable and will result in dismissal from the practice.

Fact 1 - NO INSURANCE PAYS 100% OF ALL PROCEDURES

Dental insurance doesn’t cover the entire cost of procedures, and typically pays 50-80% of the total fee. This percentage is based on factors like coverage paid by you or your employer. At our dental office, we believe in transparency and encourage our patients to learn about their insurance benefits to make informed decisions.

 
Fact 2 - BENEFITS ARE NOT DETERMINED BY OUR OFFICE

Dental insurance companies may reimburse patients or dentists at a lower rate than the dentist’s fee, claiming that it exceeds the “usual, customary, or reasonable fee” (UCR). However, this concept of a “reasonable” fee can be misleading, as insurance companies set their own schedules and use varying sets of fees that may be outdated and arbitrarily chosen to net a profit. This can result in the impression that the dentist is overcharging, when in fact the insurance company is underpaying or offering low benefits.

Fact 3 - DEDUCTIBLES & CO-PAYMENTS MUST BE CONSIDERED

When estimating dental benefits, deductibles and percentages are important to consider. For example, if the insurance company’s UCR fee is $150 and there’s a $50 deductible, the patient is responsible for $70 of a $150 service fee after the insurance pays 80% of the remaining $100.

Keeping us informed of any insurance changes is crucial for accurate benefit estimation.

Our Office Policy Regarding Dental Insurance

All fees or copayments must be paid at the time services are rendered.

We accept payment by major credit cards, cash, or check. There will be a 25.00 service charge on all returned checks. We will submit all claims to your insurance company using the information that you provide to us at the time of your dental appointment.

Please note that your specific coverage is a contract between you and your insurance company. If your visit is denied and payment is not made by your insurance company, you will be responsible for the remaining balance.

Note: You are responsible for identifying primary vs secondary insurance coverage to our staff. This will provide the most accurate treatment estimates. Failure to list properly will result in claim denial. Any unpaid claim(s) and/or balance as a result of inaccurate/misleading insurance information will result in a bill. Patient/parent is responsible for submitting all tertiary claims. Please be considerate and give at least 24-hour notice if you need to make any changes to any of your appointments with our office.

Following your child’s exam, we will present you with a treatment plan listing any necessary treatment. ** Please be aware that THIS IS AN ESTIMATE ONLY.** As a courtesy to you, we will submit your claim to your insurance company. However, we can not guarantee insurance payment. If your insurance company does not pay the expected amount due to inactive/ ineligible status, you will be responsible for the unpaid balance. Note: Once x-rays are taken, treatment needs may be updated. If the cost is less than the estimated amount, you will be refunded the overpayment. If it is more, you will have to pay the difference. If referred from another office, please bring a copy of your x-rays or we will charge for new ones. The exact cost to you can only be determined after the procedure is complete and your insurance company has processed the claim.

Our Office Policy Regarding Dental Insurance

At our dental office, we understand that navigating dental insurance can be a complicated process. That’s why we are happy to assist our patients by filing their insurance claims on their behalf. However, we would like to outline our office policy regarding dental insurance to avoid any confusion or misunderstandings.

If you provide us with all of your insurance information on the day of your appointment, we will file your claim for you. We do ask that you are familiar with your insurance benefits, as we will collect from you any estimated amount that your insurance is not expected to cover. This is to ensure that any outstanding balance is paid in a timely manner.

We file all insurance claims electronically, so your insurance company will receive each claim within days of the treatment. According to law, your insurance company is required to pay each claim within 30 days of receipt. However, please note that we are not responsible for how your insurance company handles its claims, or for what benefits they pay on a claim. We can only assist you in estimating your portion of the cost of treatment. We do not guarantee what your insurance will or will not cover with each claim.

After 30 days, you are responsible for any balance on your account, regardless of whether insurance has paid for it or not. If payment has not been received within 60 days, a re-billing fee of 1.5% will be added to your account each month until the outstanding balance is paid.

If your insurance pays us more than the balance on your account, we will be glad to send a refund to you.

It is important to understand that we file dental insurance claims as a courtesy to our patients. We do not have a contract with your insurance company, and we cannot be held responsible for any errors in filing your insurance. Our goal is to assist you in navigating the insurance process, but ultimately, it is your responsibility to understand and manage your insurance benefits.