Office Policies
Appointments, cancellations, lateness, illness, and how we protect your health information.
Cancellation policy
Cancellation lead time
It is difficult to fill your appointment time when we do not have enough advance notice. Therefore, 2 full business days’ notice is required when cancelling or rescheduling an appointment. Please keep in mind that weekends are not considered business days.
Short cancellation & no-show limits and consequences
A “short” cancellation is when you cancel your appointment with less than 2 full business days’ notice. A “no-show” is when you do not show up for your scheduled dental appointment. After you have made two (2) short cancellations at our practice, we will notify you by mail. After three (3) short cancellations, you will no longer be able to schedule future non-emergency appointments for yourself ahead of time. Instead, you can call our office the day before or the day of to see if we have any openings in our schedule for those days. If so, we would be happy to see you.
Cancellation / no-show fee
There are two different instances where you will be charged a fee of $100 (per hour missed):
- After your 2nd short cancellation, and every short cancellation or no-show after that
- If you no-show or cancel an appointment on the same day it is scheduled for
If you have no short cancellations for two full years, we will erase your cancellation history.
The cancellation fee will remain on your account and must be paid in order to schedule future appointments at Maple Leaf Dental. Thank you for your understanding!
Download cancellation policy (PDF)
Late policy
If you know you are going to be running late, please give our office a call prior to your appointment start time. We have a 10-minute grace period before we will try to contact you regarding your whereabouts. If you are more than 10 minutes late, our clinical staff will have to reassess if they’re able to complete all the services treatment planned for that day, which may result in scheduling a second appointment.
Sick policy
To take the necessary precautions and prevent the spread of unwanted illnesses, we ask that you do not come to your appointment if you are starting to or are currently experiencing a fever, sore throat, cough, and/or vomiting and diarrhea. We understand that falling ill is out of your control, which is why we evaluate each case as it comes. If you are feeling ill whatsoever before your appointment time, please do not hesitate to give our office a call so we can reschedule you to a time when you are feeling better.
The Health Insurance Portability and Accountability Act (HIPAA)
We keep a record of the private health information and health services we provide for you. We use your information for your dental care. You may request to see, receive and/or make corrections to that record. We will not disclose your record to others unless you direct us to do so or unless the law authorizes or compels us to do so. Your information can and will be used to conduct, plan and direct your treatment and follow-up among multiple healthcare providers who may be involved in treatment directly or indirectly and to obtain payment from third-party payers. If we use your information for any other purpose, we must inform you.
All requests regarding your personal health information/record, including access to a copy, lodging a complaint, request for accounting of disclosure, requests to amend your patient record or more information regarding Maple Leaf Dental’s Privacy Practices, contact the Privacy Officer Dr. Jia Wang, DDS at 206-402-3402.
Our Notice of Privacy Practices describes in more detail how your health information may be used and disclosed, and how you can access your information. You may request a complete copy of our Notice of Privacy Practices.