Policies & Procedures

 

Melanie Myers, IBCLC, LLC

 

Updated January 9, 2021

Melanie Myers is an International Board Certified Lactation Consultant (IBCLC)

Year of certification: 2017

Next recertification date: 2022

Recertification method (exam or continuing education): Continuing Education

Company Name: Melanie Myers, IBCLC, LLC

Company Structure: LLC

NPI: 780237321

EIN: 84-1937472

Office address: 395 Buford Ave Gettysburg, PA 17325

Business mailing address: 130 Pebble Lane Biglerville, PA 17307     

Phone: 717-292-8656

Fax: 888-346-9264

Email: hello@melaniemyersibclc.com

Website: www.melaniemyersibclc.com

 

Owner and sole employee of Melanie Myers, IBCLC, LLC and is responsible for the following duties:

• Responds to phone, text and/or email inquiries

• Communicates with current and potential clients regarding appointments

• Provides follow up support by phone and/or secure messaging

• Communicates with clients regarding their care plan

• Sends marketing communications to clients who have opted in

• Performs in-person and virtual clinical care

• Manages administrative tasks

• Has access to client clinical data

• Has access to client financial data

• Has access to practice financial data

• Files annual taxes and generates appropriate documentation

• Submits and processes claims and payments as needed

• Has access to insurance information, claims, and EOBs

• Maintains website

• Serves as privacy officer

• Is covered under C M & F and USAA

• Carries professional and business liability insurance

• Is HIPAA-covered entity

Mission Statement

My goal is to serve my community by providing my clinical expertise in the management of lactation and breastfeeding.

My Philosophy

I believe you need information to make good decisions.

I believe you know what’s best for your family.

I believe you are doing your best!

IBLCE Code of Professional Conduct

I adhere to the IBLCE Code of Professional conduct as found here.

Non-Discrimination Policy

Melanie Myers, IBCLC, LLC does not discriminate against employees, business associates, or clients on the basis of race, ethnicity, national origin, citizenship status, sex, gender identity, sexuality, religion, physical ability, or marital status.

 

Melanie Myers, IBCLC, LLC is an inclusive practice and acknowledges that not all lactating persons identify as female or use the word mother.

 

Melanie Myers, IBCLC, LLC seeks continuing education on cultural competency, inclusivity, racial inequities, and LGBTQIA concerns in order to provide the best possible care to all families.

 

 

Services Provided

Lactation Visits/Location

Unavailable due to COVID - Office:  By Appointment 395 Buford Ave Gettysburg, PA 17325

Unavailable due to COVID - Home Visits (Client’s Home): South Central PA (Adams, Cumberland, Franklin, (west) York)

Virtual: Available via Google Meets

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Prices and Services as listed https://www.melaniemyersibclc.com/services

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Average Length of Initial Home Visit: 2 hrs

Average Length of Follow Up Home Visit: 1 hr

 

Average Length of any Virtual Consult: 1- 1.5 hrs

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Average Length of Prenatal or Back to Work Consults: 1 hr

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Average Length of Lactation/Relactation Virtual Consults: 1 hr

Inducing Lactation/Relactation Virtual Consults

 3 - 4 steps to this process depending on timeframe:

• 1st - how it works, answers to your questions and steps/plan toward getting started 

• 2nd  - as you get closer to the arrival and making milk

• 3rd - baby is here 

 

Regular Business Hours: By Appointment - 12p-5p

Twins +$50 to applicable to all Services

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Visit Policy

Melanie Myers, IBCLC, LLC provides all clients with a Consent for Care. This form will be provided to the client when scheduling the visit, and must be signed before services are rendered. Client has the right to refuse any treatment or intervention offered to you, and this refusal will be documented in your chart.

 

Consent is verbally requested before touching client or client’s minor child. Client may withdraw consent to be touched even if consent was previously given verbally or in writing. Withdrawal of consent will be documented.

 

Melanie Myers, IBCLC, LLC uses a Tanita 815U to weigh the client’s baby before and after feedings. The scale will be cleaned before and after each visit. The scale was last calibrated on February 2019 by Tanita. The scale will be covered with a receiving blanket.

• The baby will wear a diaper while being weighed for a weighted feed, and will be wearing the same diaper if a post-feed weight is taken.

 

Melanie Myers, IBCLC, LLC may recommend the use of certain products. I do not sell products at this time but may recommend a client consider a product and will provide options on where to purchase (box stores, online, Amazon etc).

• Some products may be provided for free

  • Melanie Myers, IBCLC, LLC does not accept free samples

 

Melanie Myers, IBCLC, LLC may refer clients to other professionals for continued care.

         Melanie Myers, IBCLC, LLC does not accept fees for these referrals

         Melanie Myers, IBCLC, LLC will provide more than one referral option

 

Client visits will be canceled in the event of provider illness or personal emergency and rescheduling is not guaranteed. In the event of cancellation for illness or personal emergency, clients will be notified by their preferred method as provided during intake.

 

COVID-19 UPDATE:

• Screening clients and those residing within their home for illness such as flu, cold, fever, respiratory symptoms, diarrhea prior to any consults.

• Please contact me at any time to cancel due to illness.

• If client fails to disclose illness prior to the consult it will conclude with payment due in full.

• If I am not well or any member of my family is not well, I will notify client asap, offer a Virtual/Phone consult, reschedule or refer to another IBCLC.

• I wear a mask and request all members of the household to also mask including covering their nose.

• Clean all frequently touched surfaces (includes all my electronics, hard surfaces, handles, doorknobs, pens/pencils, phone and scale) before and after any In-Home or Office consult. This includes common areas leading to my office.

• Prior to starting the consult, wash my hands with soap and warm water, dry with paper towels. Use hand sanitizer as necessary. I will repeat hand washing/hand sanitizer as often as necessary and wear gloves changing them as needed throughout the consult.

 

If Melanie Myers, IBCLC, LLC is not available due to scheduling constraints, vacation, or illness:

• https://www.ilca.org/why-ibclc/falc or www.pebbleparents.com

• Best efforts will be made to notify active clients of any planned closures.

• Best efforts will be made to respond to urgent messages from active clients during vacation or planned closure. Melanie Myers, IBCLC, LLC reserves the right to assess the urgency of a client message.

• Melanie Myers, IBCLC, LLC will respond to messages from current clients during vacation, planned closure, illness, or personal emergency.

• Melanie Myers, IBCLC, LLC is not obligated but will make best effort to inform clients or potential clients of unavailability due to vacation, planned closure, illness, or emergency.

• Any emergency clients should contact, their Provider, infants Provider, call 911 or go to the Emergency Room.

 

Handwashing occurs via soap and water, drying with paper towels and/or hand sanitizer:

• At the start and end of the office visit

• After entering the client’s home and at the end of the visit

• After using the bathroom

• As often as necessary

        

Clean all frequently touched surfaces before and after any In-Home or Office consult, this includes common areas leading to my office. This includes all my electronics, hard surfaces, handles, door knobs, pens, phone and scale.

 

Latex-free gloves are worn:

• When examining an infant

• When touching a mother

• During the visit as needed

 

Dress code:

• IBCLC ID badge visible at all times

Fee for Service Payment Policies

 

• Melanie Myers, IBCLC, LLC accepts payments at the time that services are provided.

• Melanie Myers, IBCLC, LLC accepts payments at the time of booking due to prior cancellations less than 24 hours and/or no show.

• All services are non-refundable.

• A discount will be provided for follow up visits as noted in current pricing stated above and on website for in-home or virtual visits.

• Clients are provided with a superbill with lactation services coded to S9443 or as applicable.*

• A surcharge will be applied to home visits outside my service area.

• A surcharge will be applied if you have twins or higher order multiples to cover the extra length of the visit.

• These surcharges are not eligible for insurance reimbursement.

• A sliding scale is available for financial need based on the following eligibility requirements:

  • WIC participant

  • Medicare client

  • Referral from other provider

  • Active Duty Military and Veterans

  • Proof required prior to providing scale

 

• Surcharge for Travel Outside Service Area. IF you live past 1 hour from Gettysburg, PA, each 1/2 hour + $25 up to 1 hour + $50.

• Payment methods accepted (choose what applies)

  • Cash

  • Credit Card processed through PCI-compliant processor:

    • SquareUp

Special Instructions

If Melanie Myers will not be on time for a scheduled visit, Melanie Myers will attempt to communicate an updated arrival time by phone.

 

For home visits, all pets must be secure in a separate room behind a closed door or crated for the duration of the visit. Failure to comply may result in cancellation or rescheduling of appointment. Melanie Myers, IBCLC, LLC must be notified of any service animals who will be present prior to the visit.

 

Client may grant consent for others to be present during the visit. These names must be provided to Melanie Myers, IBCLC, LLC in advance and will be collected as part of the Consent for Care.

 

Melanie Myers, IBCLC, LLC will provide a support person the address for all home visits. Clients will be providing this consent prior to the visit. If client declines to provide this consent, Melanie Myers, IBCLC, LLC reserves the right to refuse to provide care.

 

Melanie Myers, IBCLC, LLC will ask client consent for any intern, student, or assistant to attend lactation visits.

Telemedicine

Melanie Myers, IBCLC, LLC offers telemedicine services through (Google Meets). Security and privacy are assured through encryption explained here https://support.google.com/a/answer/7582940?hl=en

 

• Telemedicine is available to established clients

• Telemedicine is available to new clients

• Payment is due at the time of service and are non-refundable 

• Telemedicine services may not be eligible for insurance reimbursement, call your insurance company.

• I will provide a coded Super Bill for you to submit for possible reimbursement, call your insurance company.

 

Fee:

• Payment method at time of service via SquareUp (Credit Card or HSA/FSA)

• Visit duration: 1-1.5 hr as needed

• Follow up policy: 1 week of follow up via email and/or phone. Not to exceed more than 1 call or Charm message per 24 hours.

Scheduling Procedures

Scheduling Logistics

 

• Melanie Myers, IBCLC, LLC schedules clients through phone and email.

• Melanie Myers, IBCLC, LLC offers online scheduling through Square Up.

• Melanie Myers, IBCLC, LLC reserves the right to reschedule or cancel appointments for any reason.

• Priority scheduling will be given to established clients.

• New clients may not schedule visits more than 2 weeks in advance.

• An appointment confirmation will be sent by email

• Through Charm Health via Online Portal

 

Cancellation Policies

Please cancel at least 24 hours prior to scheduled appointment time.

No shows and/or failure to reschedule prior to 24 hours will result in any future scheduled consults requiring payment in full at time of booking and be non-refundable.

 

Failure to submit cancellation/payment and consent forms 24 hours prior to appointment may result in cancellation of appointment and will result in any future scheduled consults requiring payment in full at time of booking and be non-refundable. 

 

If the client arrives more than 10 minutes late – Melanie Myers, IBCLC, LLC reserves the right to cancel the appointment and will offer to reschedule.

 

If Melanie Myers, IBCLC, LLC must cancel an appointment for any reason, no charges to the client will apply. Melanie Myers, IBCLC, LLC reserves the right to cancel appointments for any reason without notice.

 

 

Communications

Client Communications/Phone, Email, and Text Services

Prospective Clients

Melanie Myers, IBCLC, LLC maintains a website at www.melaniemyersibclc.com hosted by www.wix.com. Contact phone number and email address are publicly posted. Website has a contact form that accepts submissions; data from this contact form is stored on Gsuite Sheets.

 

When a phone call, email, and/or text comes in from a prospective client comes in, my policy is to:

• Call back within 24 hours

• Send a reply

• Send a link to my online scheduler if applicable

• Send a link to my website for more information on my services

• I will not provide clinical support or counseling to prospective clients

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Current Clients

In-Home, Office  Clients (unavailable due to Covid). Clients receive 2 weeks of follow-up support by phone or secure messaging as part of their fee for services. After the two week period, an extension (for support via phone or secure message not to exceed 1 correspondance per 24 hour period) can be purchased for $100 for 4 weeks by (Credit Card or HSA/FSA - contact your insurance company) as requested. Support is related to the initial consult, if a new issue or concern arises a follow-up consultation will be suggested at the follow-up fee. 

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Virtual Consult Clients - Clients receive 1 week of follow-up support by phone or secure messaging as part of their fee for services. After the 1 week period, an extension (for support via phone or secure message not to exceed 1 correspondance per 24 hour period) can be purchased for $100 for 4 weeks by (Credit Card or HSA/FSA - contact your insurance company) as requested. Support is related to the initial consult, if a new issue or concern arises a follow-up consultation will be suggested at the follow-up fee. 

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Secure Messaging

Melanie Myers, IBCLC, LLC provides secure messaging to established clients through:

• Charm Health that includes secure messaging

• Secure email via Gsuite

 

Secure messages will be replied to:

• Within 24 hours

• As quickly as possible

Marketing Communications

 

Melanie Myers, IBCLC, LLC sends periodic marketing emails through (MailChimp). Clients are required to give express consent before being added to an email marketing list. Clients may request to be removed from the list at any point by (sending an email request, clicking a link in the email). Melanie Myers, IBCLC will never sell or rent this marketing list.

 

Social Media Communications

Melanie Myers, IBCLC, LLC may maintain private social media accounts for personal use. Connection or direct message requests made by clients through these platforms will not be accepted.

 

Melanie Myers, IBCLC, LLC maintains public social media accounts for marketing purposes on the following platforms: Facebook, Instagram, Pinterest and You Tube. All photos appear by express permission of the owner of the photo and all persons appearing in the photo. No client photos or videos will be published without express written consent. Clients and/or their minor children will not be named in posts on social media without express written consent.

 

Melanie Myers, IBCLC, LLC will not provide direct clinical support or counseling or advice on any social media platform, either public or private. Public accounts are for marketing purposes only to offer general information.

 

Social Media Policies for Melanie Myers, IBCLC, LLC are posted on all public social media channels.

Website Communications

Website Terms and Conditions are publicly posted on the website for  www.melaniemyersibclc.com for Melanie Myers, IBCLC.

 

US: HIPAA Notice of Privacy Practices is publicly posted on the website for www.melaniemyersibclc.com for Melanie Myers, IBCLC.

 

Contact form entries are stored

• On a desktop/laptop computer not connected to the cloud

• In a cloud-based platform with appropriate security & privacy measures Gsuite with BAA

• Contact form entries are not stored

 

Melanie Myers, IBCLC, LLC abides by all federal, provincial, state, and local regulations regarding copyright. No text, image, or graphic content will appear without the express permission of the copyright or trademark holder.

Security Policies

Record Retention Policies

Melanie Myers, IBCLC, LLC is subject to the record retention laws of Pennsylvania https://www.pamedsoc.org/detail/article/Medical-Record-Retention which states, “The State Board of Medicine requires that MDs retain a minor patient's records for at least seven years from the last date-of-service or one year after the patient's 18th birthday, whichever is longer.”

 

Clients may request a copy of their chart or that of their minor child at any point during the record retention period. Request must be made in writing to the listed address for Melanie Myers, IBCLC, LLC. Receipt of the request will be acknowledged by Melanie Myers, IBCLC, LLC and records will be mailed within 30 days of acknowledgement of the request.

 

Melanie Myers, IBCLC, LLC provides records for free within 6 months of the last in-person visit; after this period, a fee of $30 will be charged and must be paid in advance.

Physical Security

• Client files are kept in a locked storage filing cabinet at above address.

• The following people have access to locked client files: Melanie Myers

• Physical records are shredded before disposal.

• Client files are put away at the conclusion of the visit.

Digital Security

Compliance with Privacy Regulations

Melanie Myers is in compliance with all applicable federal and provincial/state regulations with respect to the use of technology for healthcare.

 

For US:

Notice of Privacy Practices is publicly posted on the website for Melanie Myers, IBCLC, LLC.

Devices

All devices used for client care will be secured by a passcode and/or biometric identification.

 

The following person has access to the passcode in case of emergency: Vincent Myers- Spouse

Platforms

Melanie Myers, IBCLC, LLC uses Charm Health for client care. The following safeguards are in place:

• Password protection

• Two-factor identification

• Biometric identification

        

ChARM states, “Charm uses 256-bit encryption and follows stringent software security measures as per HIPAA regulations to keep your data safe. Your data is backed up regularly and replicated across secure location for any emergency.”

Services

Melanie Myers, IBCLC, LLC will not use any free cloud-based services for client communication or file storage.

 

Email services and document storage are provided through (choose all that apply):

• G-Suite

• US: These services have provided a Business Associates Agreement

 

Phone services are provided through:

• Google Voice

Website

Website Terms and Conditions are posted publicly on the website for https://www.melaniemyersibclc.com/privacy-terms-conditions

 

 

Personal Policies

Melanie Myers, IBCLC, LLC is up-to-date all immunizations.

 

Melanie Myers, IBCLC, LLC actively pursues continuing education related to lactation management, infant and child development, parental wellness, communication skills and cultural competence.

 

If I am concerned about the safety of a minor child I will contact the minors Provider listed in consent and/or if acute in nature the appropriate authorities.

 

Gift policies:

 

• Melanie Myers, IBCLC, LLC accepts small gifts from clients when services are concluded.

• Melanie Myers, IBCLC, LLC refuses or destroys any and all donations, gifts, samples, or services from any company or subsidiary company not in compliance with the WHO Code of the Marketing of Breastmilk Substitutes.

• The policy of Melanie Myers, IBCLC, LLC is to purchase all necessary supplies at retail and/or wholesale if appropriate.

 

Home visits:

• I have a policy to accept offers of water from clients.

• I have a policy to accept offers of coffee from clients.

• I may bring my own water in with me and may ask to refill my water.

• I may bring in my own coffee.

• I will remove my shoes on request.

• I will bring socks or slippers to wear if requested to remove my shoes.

• I may request to use the bathroom in a client’s home.

• After-hours calls, messages will be returned within 24 hours. .  

 

Office visits:

• The office will be cleaned daily by Melanie Myers

• Office hours are: By Appointment

• After-hours calls, messages will be returned within 24 hours.  

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Virtual visits:

• By appointment

• After-hour calls, messages will be returned within 24 hours.