Administrative Fee Policy FAQs
At BIM we believe that remaining independent and not owned by a healthcare corporation or hospital system allows us to create a more holistic and personalized patient centered experience. To remain as such and to continue the level of service our patients have come to expect (for example but not limited to: 24/7 direct email/text access to your provider, off hour refills when appropriate, phone calls to review labs/tests, scheduling referral appointments) it has been decided to implement an annual administrative fee of $125 per person beginning June 1, 2026.
Please note that this fee covers administrative services and enhancements to your care that are NOT covered by your insurance.
View the Admin Fee Terms and Consent Document
What is the Annual Administrative Fee?
The Annual Administrative Fee is a yearly charge that covers non-clinical and non-covered services that are not reimbursed by insurance. It helps maintain high-quality operations, patient support, and access to administrative resources throughout the year.
Why does the practice charge an annual administrative fee?
Insurance covers only direct medical care, not the time, technology, or staff required for administrative work outside appointments. This fee allows our practice to continue offering responsive and efficient support services to our patients.
What does the annual fee include?
Common services covered by the annual fee include :
- Completion of forms and letters (school, work, FMLA, etc.)
- Medical record requests or copies to third parties
- 24/7 access to provider by phone/text/email for urgent matters
- Non-urgent administrative phone calls or emails to discuss labs/test results
- Prescription refills processed between visits/during off hours and weekends (if and when appropriate)
- Scheduling referral appointments with specialists and Diagnostic testing when needed
- Phone appointments (for select situations at provider discretion)
- On site lab draws
How much is the annual fee?
The annual fee is $125.00 per person.
Is this fee covered by insurance?
No. Insurance only reimburses clinical medical services. Administrative fees are for non-covered convenience and support services, so they are paid directly by the patient.
When is the fee due?
The annual fee is collected once per year — at the first office visit after June 1st 2026 and then annually on the patient’s renewal date. Payable by check or credit card.
Can this fee be paid with my flexible medical spending account?
Usually no but you are advised to check with your HSA/FSA/HRA administrator to clarify.
If needed, you may request a payment receipt for the fee.
Is this the same as a concierge fee?
No. Concierge medicine fees cover enhanced clinical access and in office medical services (more extensive annual physicals/longer visits/some labs). An administrative fee covers only non-clinical administrative services that support your care.
Is the annual fee refundable or prorated?
No, it is neither refundable or pro-rated.
Can the fee change in the future?
Yes. The practice may adjust the fee annually to reflect operating costs, with written notice provided before any changes take effect.
Is this fee mandatory?
Yes, this fee is required to continue as, or to become, a patient of our practice.
Do you still take private insurance?
Yes. We will continue to take most insurances and file the claims as we have in the past.