Office Policies

Thank you for choosing Dr. James H. Phelan MD. We are committed to your satisfaction. Please assist us in meeting your expectations by reviewing the Policy Below.

If you have questions about medication, please see our Prescription FAQ.

General Policies & Office Visits


You will be asked to complete a registration form which will include your home address, telephone number, social security number as well as the address and telephone number of your insurance company if applicable. Insurance company information can generally be obtained from a card provided to the member and we prefer to make a copy of the card for our records. We also request a copy of your driver’s license or other picture ID to include in your record.


After hours, call for advice about minor illnesses rather than have the expense and wait of emergency services. If you are certain that you need to be seen by a physician before the office opens, proceed to the acute care facility indicated by your insurance or use the Northeast Minor Emergency Clinic in Kingwood (behind Ninfa's) or the Urgent Care Clinic on Main Street at Town Center during clinic hours. Serious illnesses or injuries should go to Northeast Medical Center Hospital or Kingwood Hospital emergency department.

Phone calls

Please give the office as much detail as possible about the nature of your question so that our response can be as prompt and complete as possible. My staff has been trained to be able to answer most questions without your having to wait for the doctor. Questions requiring physician attention are returned after regular appointments or as time permits.

For emergencies after-hours, go to the nearest hospital emergency room. For non-emergent medical advice call my cell phone (281) 460 - 6923 so you can reach me directly. If I am in a place where my cell phone doesn't work, leave a message for a prompt return call. Have temperature, pulse and blood pressure readings ready if available. If you haven't heard back from me within a reasonable time, call again. In the unlikely event you are unable to reach me, use the minor emergency clinic or hospital emergency department as needed. If I am out of town, the office or answering machine will tell you who is on call for me.

Appointment Cancellations and Rescheduling

It is extremely important to arrive to your appointments in a timely manner. We cannot guarantee that patients who show up late will be seen at their scheduled appointment time.

If you wish to cancel or re-scheule your appointment, you must contact the office at least one full business day ahead of time. Failure to arrive for your appoinment could result in a peanalty charge that you will be responsible for on your next visit. Please note that if you conistantly cancel on short notice, or miss appointments entirely, we may ask that you seek medical services elsewhere.

Follow up Visits

If a follow up visit is necessary to monitor your treatment, the doctor, or front office staff will let you know when you should come back for your next appointment. Follow up appointments within 3 months can be scheduled before you leave the office.

Follow up appointments for medication refills should be scheduled before your medication runs out.It's best to return just before you run out of medication so that there will be minimal waste if a change is needed. Hint: It is a good idea to bring all your medication bottles to every visit to avoid confusion over names and doses.

Lab Results

  • Call for Lab results: Since you know where to find us, and it may not be easy to find you, it is your responsibility to call us for your test results.
  • Do not assume that "no news is good news." "No news" may mean we never received your result.
  • Tell the nurse what test you're inquiring about, when and where it was done so that we may quickly track down the results if we have not yet received them.
  • Most blood tests are back within 2 to 3 days, but some may take a week or longer. Cultures take 3 to 4 days.
  • Pap smears are available in about 2 weeks.
  • Other tests results are usually available a week after they are completed, allowing time for interpretation, transcription and delivery.

Medical Insurance

We do not accept and HMO's including Medicare HMO's.
Dr Phelan does not participate in Medicaid, Workers Comp nor any capitated HMO's.

Insurance Providers Accepted

  • Aetna
  • Blue Cross / Blue Shield (except Health Select HMO)
  • Cigna
  • United Health Care
  • Others: Please Inquire

Claim Filing

James H. Phelan MD is contracted with many managed care plans. We will file your insurance in accordance with our agreement with the individual plans. Any co payment or deductible for which you are responsible must be paid at the time of service. No exceptions. Delinquent accounts will be turned over to a collection agency.

Although we can assist you in many ways, it is your responsibility to be familiar with the coverage providered by your insurance plan, particularly with respect to preventive care. Please let us know when you call to make an appointment of any changes in your insurance plan or vital information It is your responsibility to make payment for any services not covered by your insurance company. Any charges denied by your insurance carrier will be your responsibility.

Medicare Policy

Dr Phelan is a “non-participating” physician. Which means:
We charge the Medicare fee schedule, and you pay us at the time of the visit.
We file to Medicare as required by law.
Medicare reimburses you after you’ve met your deductible.
Medicare files to your secondary.


For your convenience, we accept cash, checks, MasterCard/Visa credit and debit cards, and Flex Spending account debit cards. We must have a copy of your current Texas driver’s license to accept checks.

Costs can vary widely depending on your health insurance plan (or lack thereof). Some in-office tests (such as Urinalysis, Spirometry, Audiogram, or Occult Blood) may not be covered by insurance plans, and if performed could add to the amount of your visit.

All office charges are payable at the time the service is rendered, provided we are not filing with an insurance carrier. For your convenience we will provide a copy of the receipt, as well as a summary of your office visit upon check out.

Financial responsibility for Minors

Unless prior arrangements have been made, charges for a minor child seen in the office will be the responsibility of the adult accompanying the minor child.


Your privacy is important to us. We follow all National and State medical information privacy regulations. Please see our Privacy Notice for more information.