Department of Physical Medicine and Rehabilitation: Procedure for Chair Medicolegal Services and Fee Schedule

Unit Procedure

Title

Department of Physical Medicine and Rehabilitation: Procedure for Chair Medicolegal Services and Fee Schedule

Introduction

Purpose

The purpose of this procedure is to outline the fee schedule, requirements, and guidelines for requests for Medicolegal Services and Expert Testimony provided by the Department of Physical Medicine and Rehabilitation (PM&R) Chair.

Scope

This procedure applies to requests for all Medicolegal Services and Expert Testimony services provided by the PM&R Chair.

Procedure

1. Fee Schedule

The following fee schedule shall be utilized for PM&R Medicolegal Services and Expert Testimony Services provided by the PM&R Chair:

2. Guidelines and Procedures

To provide the best service, individuals requesting services shall adhere to the following guidelines:

1. Contact the PM&R Business Office at 984-974-0298 for all medicolegal services and provide the following information:
   • name of the patient/client
   • UNC Hospital’s medical record number (if applicable)
   • valid patient authorization for the release of information
   • patient DOB
   • name, address, phone and fax numbers of the payer
2. The PM&R Business Office will send the medicolegal services and fee schedule to the requesting organization and determine if practitioners are appropriate/available to provide the service.
3. Once a practitioner has been identified, the PM&R Business Office will send an invoice to the requesting organization for the non-refundable retainer and/or additional services. The payment must be received prior to scheduling the service (to determine availability, tentative dates may be discussed).
4. Upon receipt of the fee, the service will be scheduled with the appropriate practitioner. Appointments will be scheduled within 4 – 6 weeks.
   • If services are required less than 4 weeks from the first contact with the PM&R Business Office, steps a, b, and c apply, but the payer is given 1 week from the date of invoice for receipt of payment; If payment is not received, the tentative appointment will be canceled and subject to a $2,000 rescheduling fee.
   • If the service exceeds the estimated invoice, an additional invoice will be generated indicating the balance due. Payment is due upon receipt of invoice.

3. Cancellation, Rescheduling, and Missed Appointments

Due to the intensive preparation and time commitment required by PM&R to facilitate these processes, the following payment schedule will be observed:

1. Full refunds, not including the non-refundable retainer, will be given for appointments that are canceled 4 weeks or more prior to the appointment date.
   • Refunds are not given for appointments canceled less than 4 weeks prior to the appointment date.
2. Expert Witness Cases: Deposition/Trial cancellations less than 7 days are subject to a $2,000 rescheduling fee.
3. IME/Impairment rating and consultation cancellations less than 7 days are subject to a $2,000 rescheduling fee.
4. There are no refunds for missed appointments. Missed appointments may only be rescheduled at the discretionary approval of the practitioner providing the service and are subject to a $2,000 rescheduling fee. Receipt of these fees is required prior to the scheduling of a new appointment.

4. Additional Information

1. If a clinical exam is required to appropriately provide the requested service, the PM&R clinic will contact the requestor to set up the appointment for the patient/client.
2. If the client is not a patient of record of UNC Hospitals, the clerk will instruct the requestor during the registration process to obtain a medical record number. To initiate the appointment process, the clerk will require the patient’s name, medical record number, date of birth, address, and telephone number.
3. If there are external medical records that must be considered in preparation for the service, they must be forwarded to the practitioner no later than 2 weeks prior to the appointment. The appointment must be rescheduled if the medical records are not received within this time limit.

NOTE: To ensure proper credit, a copy of the invoice should be included with payment.

Definitions

• DOB – Date of Birth
• Deposition – A deposition is a sworn out-of-court testimony.
• Expert Witness - An expert witness is a person whose scientific, technical or other specialized knowledge, acquired through education, training, experience, or otherwise, can assist the trier of fact to understand the evidence or determine or determine a fact in issue
• IME – Independent Medical Examination

Related Requirements

Unit Policies, Standards, and Procedures

• Department of Physical Medicine and Rehabilitation Policy on Chair Medicolegal Services and Fee Schedule
• Department of Physical Medicine and Rehabilitation Policy on Faculty Medicolegal Services and Fee Schedule

Contact Information

Primary Contact

Name: Joshua J. Alexander, MD, FAAP, FAAPMR - Chair, Department of Physical Medicine and Rehabilitation

Telephone: (984) 974-9747

Email: Joshua_alexander@med.unc.edu

Other Contact

Name: Aaron Olsen, MBA - Associate Chair for Administration

Telephone: (984) 974-0298

Email: Aaron_Olsen@med.unc.edu