Office Hours and Policies

Office Hours. The Mahoney Avenue office normally has clinic appointment hours on Monday, Wednesday and Friday from 7:30 AM until 4:00 PM. Be aware that incoming calls will be answered on those days between 7:30 AM and noon, and 1:00 PM and 4:00 PM. There are also appointments on other week days that are usually reserved for more time intensive surgical cases and some aesthetic treatments. Due to limited staffing during the surgery clinics we do not answer the phone, but messages can be left on the answering machine. Our hours are subject to change due to holidays, vacations and other circumstances.

Patient Medical Information Form. To help us provide you with better medical care, we ask that all new patients, and patients we have not seen in the past three years, fill out a medical information form. You can get a copy of this form by clicking here. You can fill this out and bring it with you to your first appointment.

Appointments. To make an appointment call (802) 773-3553.

Appointment Cancellations. If you have a change in plans, we will be grateful if you would call and cancel the appointment as soon as possible so that other patients can use your appointment slot. You can leave a message on our answering machine if you call after normal clinic hours. Thanks. If do not show for your scheduled appointment, or fail to give us at least 24 hour notice, you will be billed $50 for a missed 15 minute appointment and $75 for a missed 30 minute appointment. For repeat offenders, there may be a $75 reservation fee charged before another appointment will be made, that will be forfeited if the appointment is not kept or cancelled 24 or more hours ahead of time.

Emergent Dermatological Needs. If you have a skin-related problem that you don’t think can wait until the next available appointment slot, let us know and we will make arrangements to see you sooner. If you have a question or problem that can’t wait until our clinic is open again, please call 773-3553 and listen to the recording to learn how to reach Dr. McCauliffe after hours, (usually phone# 802-236-2496) if he is available. If you think you have a more serious problem that needs more immediate medical attention and (or) might be life threatening, please go to your local emergency room without delay.

Referring Physicians. If another doctor referred you to the Rutland Skin Center please let us know and Dr. McCauliffe will send the referring doctor a letter that will provide the details of your evaluation.

Referrals. Some insurance companies require that we have a “referral authorization” from your primary care doctor before we are allowed to see you, on the initial or subsequent appointments. If we haven’t received it by your appointment time, you will have to reschedule, so please make sure that your primary care doctor sends it to us in time. THIS IS VERY IMPORTANT! PLEASE DO NOT FORGET.

Medications. We ask that whenever you come in for an appointment that you bring a current list of all the medications you are currently taking. You should keep this list in your wallet or purse and share it with other doctors you may visit. Whenever you are prescribed a new medication read any information that might come with it and check with your pharmacist to make sure it doesn’t interfere with any of your other medications.

Skin Biopsy and other Lab Tests. Sometimes it is necessary to take a skin biopsy and (or) order lab tests to help us figure out what is causing a skin condition. You or your insurance company will get a separate bill from the laboratory. It is very important that you get the results of any tests we order (e.g., skin biopsies, blood work, x-rays). After we receive the results, we will call you to discuss them. However, if you don’t hear from us within 3 weeks from the time the test was done, it is important that you call us for the results.

Co-payments. Any co-payments required by your insurance, must be paid at the time of your appointment. If you are uncertain of your co-payment, a $30 charge will be collected. If your co-payment is more, you will be billed for the balance. If your co-payment is less, you will receive a credit, or refund, depending on your situation. If you have a co-payment, but leave the clinic without paying it, there will be an additional $5.00 fee to cover the costs of the extra billing work and expense that this creates.

Insurance and Billing Questions. Our current health care system is very complex and it is difficult to keep track of the always-changing insurance company rules and regulations. We will work with you to help resolve problems that may arise from your insurance company (e.g., refusal to pay for certain treatments, lab tests, or follow-up visits). As a courtesy to our patients, we file the bills with most insurance companies. However, the involvement of the insurance companies makes the billing process extra complicated. If our attempts to garner payment from your insurance company fail, we will expect payment from you, without further delay. We will provide you with the necessary paperwork so that you can directly appeal your case with your insurance company. If you are successful in your appeal, we will refund your payment, once we receive the corresponding payment from your insurance company. If you have any questions regarding your billing statements please let us know so we can help you figure them out.

Prescription renewals. If you call for a prescription renewal please be prepared to give the details of the medication needed (i.e., name, strength, quantity, where and how often using, etc.). Please make your request during regular clinic hours and allow up to 48 hours for them to be called in, longer if you call in the day before the weekend. If Dr. McCauliffe hasn’t seen you within the past 12 months, you should make an appointment for reevaluation before requesting additional prescriptions, with a few exceptions. (August 2019 revision)