About 2 years ago, the staff seemed to get a bit disorganized. At some points, I would have a minimal wait. Other times, I was in the waiting room for 45 minutes. It happens, but then it seemed that the organization and communication started to wane a bit.
When I called to make an appointment for my annual exam, I told the appointments person that I wanted to be seen by a female, either the doctor or midwife. I was given a date that was 6 weeks away. My response was "For a routine exam?" Her response was "To see the female doctor, yes." When I indicated again that I didn't mind seeing the midwife, I was given an appointment 3 weeks out on a Friday at 4:15 pm (just in time for traffic!).
I decided to just find someone else, cancelled my appointment and asked how I go about transferring my records. I was transferred to the records line where an outgoing message indicated that records were copied every Wednesday by an outside company and it was absolutely imperative to fill out a form to release my records. I left a message giving my fax number to receive the form from the office and faxed it back to the office.
Two weeks later I received a bill from the company that copied my records. My problem with this was that I was never told, on the form or on the outgoing message, that I would be charged.
I called to speak to the office manager and he approached the conversation in fighting mode. All I wanted to convey was that communication seemed poor in the office and it was the reason I was leaving. The conversation could have gone:
Me: I was never informed of the fee and honestly, communication in your office is one of the reasons I left the practice.
Him: Im sorry you feel that way but thats the way we do things. I will make sure to see that it is communicated in the future and Im sorry for any inconvenience this caused you.
Customer Service 101. Instead, I got stories about the DMV, a history of the copying company and challenged to do his job for him. No thanks.
It ended up being a nonsensical fight. It began with me indicating Id never been told about the fee. He first responded Well, thats between you and the copying company. I told him it was a bit disingenuous because I had no control over the company they chose and if I was given the option of copying the records myself, I would have.
Then his responses were then just bizarre, including:
- Theyve been with the document company for 6 years (not sure what that had to do with their office communication issue).
- Comparing the medical office to the DMV (I wouldnt expect a drivers license for free, would I? To this I responded No, but they publish their fees beforehand" and its a moot point as they are a MEDICAL facility).
- Telling me when I was last seen (my medical history has nothing to do with the issue at hand, especially since it was last year for my last annual exam).
- Letting me know I couldve easily asked the staff to copy my records for me for free. I let him know that this option was not presented to me and the ONLY option presented to me was the one I used.
His responses made no sense. I asked him what they had to do with the communication in his office. Then he responded, Well, how do you suggest we tell each and every patient about the fee? I told him that wasnt my job, but perhaps put a line on the form You may be charged for this service. I also said it could be put in the outgoing message, right after it indicates that the copying would be done by an outside service. Communication doesn't have to be complex, it just needs to exist.
Honestly, in all my years and in caring for my ailing mother who had 15 different doctors, Ive never had to pay for records to be transferred so it had never occurred to me that it would be an issue. That said, if there WAS a fee associated with the request, I think it is only fair that I be told about it beforehand. Anything else is unprofessional.
The conversation ended with him saying (obviously after being trained in customer service), What do you want ME to do? There was no response I could give to that because it was obvious he wanted to be right in a conversation so I told him it was obvious where the communication issues started and his staff was following suit. I then hung up because when someone wants to argue, anything you say will not change the fact that they will want to argue. Honestly, the man made no sense and I can truly see how the rest of the staff would take his cues from him.
Im sure if I was infertile, trying to become pregnant or was pregnant, this practice would be great to deal with these complex issues, but Id avoid this practice if all you care about is your own health and want just a good OBGYN.
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