IDS Terms of Consultation & Patient Policies
Our Services
Integrated Diabetes Services, LLC (“IDS”) provides diabetes education, glucose management guidance, nutrition services, mental health counseling, and diabetes technology support. Each clinician works within their professional qualifications, licensure, and legal scope of practice.
IDS services supplement—not replace—the care provided by your prescribing medical provider. IDS does not serve as your prescribing provider.
Consult your prescribing provider before making medication or insulin changes. Please keep IDS informed of relevant changes to your medications or treatment plan.
Risks and Technology
Diabetes management is complex, and results cannot be guaranteed. IDS is not responsible for the accuracy, reliability, or performance of diabetes devices, software, or applications, including meters, continuous glucose monitors, insulin pumps, and automated insulin-delivery systems.
IDS does not continuously monitor glucose, device, email, or patient-submitted data. You are responsible for following manufacturer instructions and maintaining appropriate backup supplies.
You agree to release and hold IDS harmless from damages arising from IDS recommendations, except in cases of gross negligence or as otherwise prohibited by law.
Emergencies
IDS does not provide emergency, crisis-response, after-hours, or on-call services. Email, voicemail, and diabetes data are not monitored continuously.
For a medical emergency, call your local emergency number or go to the nearest emergency department. In the U.S., call 911. If you are in the U.S. and experiencing a mental health crisis, call or text 988.
IDS may contact emergency services or another appropriate person when permitted or required by law to protect you or someone else.
Telehealth
Telehealth may involve technology interruptions and privacy limitations. You are responsible for participating from a reasonably private location and informing IDS of your physical location at the time of your appointment.
Services may be limited by licensing laws where you are physically located. IDS may stop or reschedule a session if telehealth is not technically, clinically, or legally appropriate. Sessions may not be recorded without prior permission from everyone participating.
Privacy
IDS protects your health information under applicable federal and state laws. Information may be used or disclosed for treatment, payment, healthcare operations, or when permitted or required by law. Uses or disclosures that are not described in the Notice of Privacy Practices and are not otherwise permitted or required by law will require your written authorization.
Payment
Payment is due according to IDS payment terms. Service packages and associated support begin when payment is received. The patient or responsible party is responsible for all charges.
IDS is an out-of-network practice. Invoices and superbills do not guarantee insurance, HSA, or FSA reimbursement. Refunds, credits, transfers, and extensions are subject to IDS policies and applicable law.
Package Term and Expiration
Each IDS package is available for the specific length of time stated when you purchase it. The package term begins on the date payment is received. For example, a 3-Month Package begins on the payment date, and all included visits must take place within the following three months.
Please schedule your visits early enough to use them before the package expires. Unused visits cannot be scheduled or used after the expiration date unless the IDS office approves an extension. Any approved extension must be confirmed by the office in writing.
Documents Provided With These Terms
Please review the Notice of Privacy Practices, Appointment Cancellation and No-Show Policy, and Email Correspondence Policy. If you are 18 or older and want IDS to communicate with someone you designate, you may complete a separate Adult Patient Communication Authorization.
This notice explains how IDS uses and shares the health information it maintains, how you can access it, and your privacy rights. Please read it carefully.
How IDS Uses and Shares Information
We may use and share information to provide and document your services and respond to referrals. We do not routinely send records to outside offices. At your request, and with any authorization required by law, we may share relevant information with your treating provider.
Payment
IDS bills patients directly and does not submit insurance claims. We may process payments and prepare invoices, statements, or superbills upon request.
Operations
We may use and share information internally to train staff, assess quality, maintain records, and contact you about services. Service providers handling information for IDS must protect it as the law requires.
Other disclosures
Subject to legal conditions, we may disclose information for public health and safety, abuse or neglect reporting, oversight, research, workers’ compensation, law enforcement or other government functions, organ donation, medical examiners or funeral directors, legal process, or as required by law. We may disclose information to government agencies to demonstrate compliance.
Your Rights
You may inspect or request a copy of your records (usually within 30 days; a reasonable fee may apply); request a correction; request reasonable confidential communications; and ask us to limit sharing for treatment, payment, or operations. For those who pay for our services out of pocket, we will honor a request not to disclose that service or payment to your health plan, unless the law requires disclosure.
Your Choices and Authorizations
Tell us your preferences for sharing with family or others involved in your care or payment. Written authorization is required for most marketing, any sale of health information, and most uses of psychotherapy notes, if maintained. You may revoke it in writing, except for disclosures already made in reliance on it.
Patients Age 18 and Older
Once you turn 18, IDS requires your signed Authorization to Share Information before staff discuss your appointments, services, or health information with a parent, spouse, relative, or other person, or allow them to manage appointments. Without it, they may pay and ask general questions, but staff will not discuss your information. Exceptions apply as permitted or required by law or for a legally authorized personal representative.
Our Responsibilities and Changes
IDS must protect your information, follow this notice, and notify you of a breach as required by law. Other uses or disclosures need your written authorization unless law permits or requires them. We may change this notice for information already held; the current version is available upon request and on our website, if applicable.
We understand that plans sometimes change. Clinicians reserve time to prepare for and meet with each patient, so please give advance notice when you need to cancel or reschedule. Please note: It is your responsibility to confirm that the appointment time shown in our online scheduling system and reminders align with your local time zone. Our schedules are based on U.S. Eastern Time unless stated otherwise.
Cancellation and rescheduling
Follow-up appointments (under 90 minutes) require at least 24 hours’ notice via phone or email. New appointments, device trainings, and group sessions scheduled for 90 minutes or longer require at least 48 hours’ notice. Changes made with sufficient notice carry no fee or loss of a package visit.
One-time grace cancellation or reschedule
Each patient may cancel or reschedule late (but still prior to the scheduled appointment time) once without a fee if they contact IDS before the appointment starts. This one-time grace benefit applies throughout the patient’s relationship with IDS; it does not renew each year or with a new service package.
Late changes and no-shows
A cancellation or reschedule with less than the required notice carries a $50 fee after the grace benefit has been used. A no-call/no-show means the patient does not attend and has not contacted IDS before the scheduled start time. No-shows for individual appointments that are not part of a service package are charged the full appointment fee; no-shows for appointments that are part of a prepaid service package will result in loss of that appointment. The grace benefit does not apply to no-shows.
Payment and late arrivals
Outstanding late fees and/or no-show charges must be paid before another appointment can be scheduled or completed. Late arrivals/appearances may receive only the time remaining; extending the visit is based on the availability of the IDS clinician. Arriving/appearing more than 15 minutes late may be treated as a no-show and requires rescheduling.
Emergencies and exceptions
IDS management may make exceptions for emergencies, sudden illness, technology failures, or other circumstances beyond a patient’s control.
How to cancel or reschedule
Use the link in your appointment confirmation or call 610-642-6055. Please contact the office rather than your clinician for cancellations or rescheduling.
By scheduling an appointment with IDS, the patient or responsible party acknowledges and agrees to this policy.
We understand that medical, family, or personal circumstances may make it difficult to complete a prepaid IDS package. You may request a temporary pause by contacting the IDS office. A pause begins only when IDS approves it in writing.
How Long Can I Pause and then Resume My Package?
Regular packages: Up to 6 months.
Pregnancy packages: Up to 12 months.
*One pause is available per package.
What Happens During a Pause?
Your package is inactive. You cannot use included scheduled appointments, clinician email support, pump or CGM data review, coaching, or other package services until IDS confirms that your package has restarted. You may still contact the office regarding administrative concerns. If you need medical guidance while paused, contact your prescribing provider or another appropriate medical service. For an emergency, call your local emergency number.
What Happens to My Visits and Expiration Date?
Your package expiration clock stops during the approved pause. When your package restarts, IDS extends its original expiration date by the number of calendar days it was paused. Your unused visits and benefits remain available until the adjusted expiration date. A pause does not add visits or other benefits.
How Do I Request a Pause or Restart?
Contact the IDS office with your requested pause date and anticipated return date, if known. IDS administrative staff will confirm an approved pause in writing and notify your clinician.
When you are ready to return, contact the office before scheduling or using package services. IDS will confirm your restart date, remaining benefits, and adjusted expiration date in writing.
If you do not restart or receive written approval for an exception within your maximum pause time, the pause ends and your package expiration clock resumes.
Payments and Package Changes
A pause does not automatically stop a payment plan or remove an outstanding balance. Any payment change must be approved separately in writing. Package fees remain subject to IDS’s refund policies and applicable law; a pause does not itself provide a refund or additional visits.