Policies & Forms
Policies & Forms
Learn about the policies that help us provide you with the very best of care.
Office
VisitsOffice
FormsAppointment
PoliciesAfter-Hours
CareVaccination
PolicyRecords, Refills
& Referrals
VisitsOffice
FormsAppointment
PoliciesAfter-Hours
CareVaccination
PolicyRecords, Refills
& Referrals
Well Visits & Sick Child Care
Well-Child Visits
Well-child exams are a valuable time for parents and providers to focus on preventive care to help keep your child healthy. Each visit includes a complete physical examination to assess your child’s growth and development, and to help identify potential problems early. Hearing and vision screenings, vaccinations, and other tests will be a part of some visits.
Well-child visits are key times for communication. Expect to be given information about normal development, nutrition, sleep, safety, and other important topics for parents. It is an ideal time for you to ask questions about your child. Make the most of these visits by writing down your most important questions and concerns to bring with you.
During your child’s first three years we will schedule 12 well child visits, as recommended by the American Academy of Pediatrics (AAP). Children over the age of three are generally seen once a year for their annual check up–the easiest way to remember this is to schedule the visit around their birthday.
Learn what to expect at each well-child visit.
View the vaccination schedule for children birth through 6 years old.
View the vaccination schedule for adolescents 7 through 18 years old.
Same-Day Sick Visits
We try to see sick children on the same day, if possible. However, if a patient/parent calls for an appointment late in the day or if a patient walks in without a scheduled appointment, they will be booked in the next available appointment time. This may be the following morning, if it is not a medical emergency.
When contacting us about a sick child, please have the following information available:
- Your child’s name and date of birth
- Your primary concern
- The duration of the concern, and whether it worsened, improved or stayed the same?
- What steps have you taken so far to treat your child’s illness?
- Your child’s temperature
- Your child’s overall demeanor
- Your child’s intake of fluids
- Your contact phone number for a callback
Seeing Your Preferred Provider
We try our best to schedule your child with the provider that you request. For well child visits scheduled in advance, this should not be a problem. For sick visits, your child may be scheduled with the first available provider in order to address the issue in a timely manner.
Appointment Length
The length of appointments can vary depending on the type of visit. Most sick visits are scheduled for 15 minutes while well child visits typically range between 15 and 30 minutes. Some appointments may be scheduled for even longer time periods because of the medical complexity of the patient or because of the type of problem (behavior consults, for example, require more time).
If you feel that you may need a longer appointment than routinely scheduled, please let the office staff know so they can help schedule the appropriate appointment time.
Wait Time
We know your time is valuable and we strive to be on-time and efficient. Unfortunately, emergencies and unforeseen needs are a part of our daily practice. If it is a particularly busy day with many sick visits or emergencies, you may be asked to wait–we apologize in advance.
Please alert our medical assistants if you ever feel you have been waiting excessively or need to leave unexpectedly. We will do all we can to accommodate your needs.
Office Forms
New Patient & Pre-Visit Forms
Rocky Hill Pediatrics partners with Phreesia, a secure platform that allows you to complete many of our forms electronically prior to your appointment. This reduces the time our families spend at the front desk filling out paperwork, decreases call volume and wait times, and improves the overall patient-provider experience.
After booking a new appointment, you will receive a message by text or email with a secure link to your pre-visit questionnaire. We ask that you complete this in full prior to coming in for your visit.
School Forms, Daycare Forms, & Camp Forms
We are happy to complete forms required for your child to start or continue school or daycare, or to participate in internships, field trips, and summer camps. The Early Childhood Health Assessment form, the Connecticut Health Assessment form, and the Authorization to Administer Medication form can be requested at the time of your child’s office visit, by calling the office, or by messaging through the patient portal. If your child’s daycare, school or camp requires forms specific to their program, you may drop them off to our office during office hours or send to our HIPAA-compliant email. All forms will be returned within 7 business days of receipt via the portal, pick up during office hours, or by mailing home if a self-addressed, stamped envelope is provided when dropped off. If you require a form to be completed the same day, a $20 charge will be collected day-of.
Printable Forms
- If you have been asked to complete one of the forms below, please download and print the PDF, complete the form, and bring it with you to your next visit.
- Preventative Visit Form
- HIPAA Release for Patients 18+
- HIPAA Patient Communication Form
Appointment Policies
Scheduling an Appointment
We require an appointment for your child to be seen. Please call our office to schedule well child visits and same-day sick appointments.
- Please arrive 10 minutes prior to your appointment. This enables our front office staff to review your current information and check your child in on time.
- Please call in advance if you think another child may need to be seen. We will add the second child to the schedule if room is available. Otherwise, we may need to reschedule your appointment for a time when we can give both children the attention they deserve.
- We use Phreesia, an online platform that allows you to provide necessary information in advance of your appointment. This speeds the check-in process and improves accuracy. Please fill out on-line information 48 hours prior to routine visits using the link sent to by Phreesia.
- You can schedule well visits up to one year in advance.
- For children who only need a shot or vaccine, call the office to schedule an appointment with a nurse.
- Patients who arrive without an appointment will be scheduled for the next available time if the visit is not a medical emergency.
Cancellations
We request that you give us 24 hours notice for cancellations. We understand that emergencies or schedule conflicts arise, so please give us a call. If you do not come to your appointment or cancel with less than 24 hours notice, there is a $50 charge.
Running Late?
We are committed to doing our best to run on-time for each appointment but find that very difficult to do when patients arrive late. Your on-time arrival will help us keep wait times manageable.
Please call us to let us know if you are running late for your appointment. We may be able to accomodate you after consulting with the provider. However, if you are more than 10 minutes late, it is likely that we will need to reschedule your appointment.
After-Hours & Emergency Care
If you are dealing with a life-threatening emergency, please call 911 or go directly to the nearest emergency room. This includes anaphylactic reactions, severe dehydration, serious injury and difficulty breathing.
After-Hours Calls
If you have an urgent matter that truly cannot wait until regular office hours, please call our office and the answering service will connect you to a triage nurse or emergency on call provider.
We aim to keep you out of the emergency department or a walk-in clinic. Most urgent issues can be expertly managed by our triage nurse or physician on call. We do ask that you be respectful of our time when the office is closed and only call us if it is a truly urgent concern. For routine matters, such as scheduling an appointment or a medication refill, kindly call during regular business hours.
When contacting us about a sick child, please have the following information available:
- Your child’s name and date of birth
- Your primary concern
- The duration of the concern, and whether it worsened, improved or stayed the same?
- What steps have you taken so far to treat your child’s illness?
- Your child’s temperature
- Your child’s overall demeanor
- Your child’s intake of fluids
- Your contact phone number for a callback
Emergency & Hospital Care
We recommend Connecticut Children’s Medical Center when possible for emergency care.
Our providers have refer and follow privileges at Connecticut Children’s. If your child is admitted there, we stay in close phone contact with the doctors regarding your child’s care. We also try to call you and check in to see how things are going. A post-hospital visit with us will be scheduled after your child is discharged.
We Are a Vaccinating Practice
We firmly believe in the effectiveness of vaccines to prevent serious illness and save lives, and we have strong confidence in their safety. We recommend that all children and adolescents receive immunizations according to the schedule published by the American Academy of Pediatrics, which is based on extensive scientific research and ongoing safety monitoring.
Vaccination is one of the most important health-promoting interventions we provide as healthcare professionals—and one of the most important steps you can take as parents and caregivers to protect your child. The recommended childhood immunization schedule reflects decades of scientific study and safety data involving millions of children and the collaboration of thousands of physicians, researchers, and public health experts.
We recognize that vaccination has been, and may continue to be, a topic of discussion and debate. In many ways, vaccines are a victim of their own success. Because immunizations have dramatically reduced the incidence of serious diseases, many families have never witnessed illnesses such as polio, tetanus, whooping cough (pertussis), bacterial meningitis, or chickenpox, nor experienced the devastating loss of a child to one of these preventable conditions. However, when immunization rates decline, outbreaks can and do occur. In recent years, the United States has experienced outbreaks of vaccine-preventable diseases, including measles and pertussis, largely in communities with lower vaccination rates.
We share this information not to alarm or pressure you, but to emphasize the importance of timely vaccination. We understand that this decision can feel emotional or complex for some families. Our goal is to provide clear, evidence-based information about the benefits and risks of immunization so that you can make informed decisions.
Delaying vaccines or spreading them out over multiple visits is not recommended by leading medical organizations, including the AAP. Alternative schedules have not been shown to improve safety and may leave children vulnerable to serious illness (or even death) during the period of delay.
If you have questions or concerns, we strongly encourage you to discuss them with your healthcare provider before your child’s visit. We are committed to open, respectful dialogue and to partnering with you in protecting your child’s health.
Please note that if you choose not to vaccinate your child according to the recommended schedule, we will ask you to find a health care provider who shares your views. As medical professionals, we strongly believe that adhering to the recommended immunization schedule is in the best interest of all children and young adults.
Thank you for taking the time to review our vaccination policy. We welcome your questions and look forward to working together to keep your child healthy and protected.
Learn what to expect at each well-child visit.
View the vaccination schedule for children birth through 6 years old.
View the vaccination schedule for adolescents 7 through 18 years old.
Records, Refills & Referrals
Medical Record Requests
To transfer your child’s medical record to Rocky Hill Pediatrics, please contact the doctor’s office from where you are transferring . You will likely need to submit this request in writing.
To request a copy of your child’s medical record, please call our office and request a medical record authorization form. Once this form is completed, you may send it to us by mail or fax.
For a $25 fee we will provide you or your new doctor with one copy of your records. Any subsequent requests, legal requests, or requests from the State of Connecticut Disability Program will be charged at a rate of 65 cents a page. By law (Connecticut State Statute 20-7 c), we have up to 30 days to process this request.
Health Assessment Records
If your child needs a health assessment record for their school, athletic program, daycare, or camp, please contact our office with your request and allow us at least seven business days to complete your forms.
Prescription Refills
For routine refills, please call your pharmacy directly and they will forward your request to us electronically.
To renew controlled medications (i.e. medications for ADHD), please call our office between 9:00 am and 4:30 pm and speak with our staff. They will need the following information:
- Your child’s name and date of birth
- The name of the medication you would like refilled and the strength/dosage
- The name and location of your pharmacy
The information will be reviewed by one of our providers for approval. We request that you schedule a follow up visit for your child if it has been more than 6 months since the last medication check or well visit.
Please allow up to 48 hours to process refill requests. Please note that prescriptions will not be refilled by the covering/on-call doctor after hours or on weekends.
Referral to a Specialist
In general, referrals to a specialist are made after consultation with a provider at Rocky Hill Pediatrics. We do not typically make referrals without seeing the patient in our office first. When referrals are ordered, they are typically completed by our administrative staff within one week. The actual appointment date and time are at the discretion of the specialist.
Office Hours
Monday - Friday
8:30 am - 5:00 pm
We are closed for lunch from 1pm - 2pm.
We require an appointment for your child to be seen.
