Clinic Policies 

In order to provide the best possible experience for all patients, please read and consider the following. By clicking, "I Accept And Agree", you are confirming that you have read the terms and conditions and you agree to abide by them. Note: In the Sign-Up Process (Step 5), you will be signing an physical copy of this  statement.

Open Access Appointment Scheduling

The office uses an open access approach for appointment scheduling.  This means a portion of the appointments each day are scheduled ahead of time (new patient visits, periodic health exam, scheduled follow-up) but most of the schedule is available for same day appointments.  In this way, patients are seen when they need to see a doctor and not days or weeks later.  

Appointment Scheduling Policy

To book an appointment, call the number listed above.  Leave a brief voicemail and include the reason for visit.  All requests are triaged by the receptionist and documented for chief complaint(s).  Specific information about the patient’s concern(s) must be given in order to schedule appropriately.  All information is kept strictly confidential within the patient’s circle of care.

Please arrive 10 minutes early in order to register and complete paperwork or have an initial assessment completed by the nurse (such as height, weight, blood pressure, etc).  To help ensure appointments start on time, patients who are late will be rebooked.  

Regular clinic visits will be scheduled for 15 minutes to address your main concerns.  Secondary issues will be addressed if time permits; otherwise, a follow-up appointment will be offered within 1-2 weeks.  If you believe that your concerns will require more time with the doctor, it is important for you to inform our receptionist so that an extended appointment can be booked as soon as possible.  If you are calling about counseling, mental health or stress management issues, please inform our receptionist so that more time can be scheduled.

Periodic health examinations must be booked in advance, as this visit will be dedicated to do a comprehensive health audit and education session over 20-30 minutes.  You should not save problems or urgent issues for this appointment.  Make an appointment to be seen much sooner for specific or urgent concerns.

Missed Appointment Policy

24 hours’ cancellation notice is required, or you will be charged $60 for a missed visit (based on the Ontario Medical Association’s guidelines for uninsured service fees).  Fees for all uninsured services are subject to change. To cancel, please call 519-396-2823 and leave a voicemail.

Requests for Phone Call Advice

Receptionists are not qualified to offer medical advice.  Nursing staff (if available) will offer basic advice when indicated.  All test results are reviewed by the doctor.  Patients will be called for a follow-up visit if laboratory or diagnostic tests are abnormal.  The physician does not offer medical assessments or diagnoses on the phone.  Telephone services that are not directly related to an insured service, or that are requested after significant time has passed since the last appointment, will be considered uninsured and billed directly to the patient.

Prescribing Policies

Help us to help you --if you have no repeats for a medication, let us know during your office visit and we will renew it.  If a detailed medication review is appropriate, then a dedicated follow-up visit will be scheduled.  This office follows evidence-based guidelines for all prescriptions; including antibiotics, narcotics and medications for stress-related conditions.  

Medications will be prescribed for the appropriate amount to get you to your next appointment.  This will help reduce unnecessary waste to you if the prescription needs to be modified.  An uninsured service fee of $20 will be charged to the patient for each phone/fax prescription renewal requested by patients or pharmacies.

Referrals to Specialists

To facilitate a faster and more effective consultation, patients must book an appointment with Dr. Cavanagh for pre-consultation information-gathering and investigations.  

After-Hours and Holiday/Weekend Coverage

Please go the the Kincardine Emergency Room for any urgent or emergent care needs during non-office hours.  The Kincardine Family Health Team offers a same day urgent care clinic with our Nurse Practitioner on weekdays that Dr. Cavanagh is undertaking other professional activities.

Uninsured Services

Fees for medical services that are not covered by OHIP are the responsibility of you, the patient.  The fees assigned are as per the recommendations of the Ontario Medical Association.  We realize and will always take into consideration that some patients may not be able to pay for these services.  Please do not hesitate to inform us if these charges pose a financial hardship to you.  Patients will be informed if a service will be uninsured before it is provided.  Please see the list provided in the exam rooms or the website for further details.  Fees for all uninsured services are subject to change.

Working together and following these policies we can ensure that each patient receives the highest quality of care.  If you have any questions about the above policies and procedures, please do not hesitate to ask.