Children’s Clinic FAQ

Immunizations: Please call and request a copy of your child’s immunization records. Records may be mailed, faxed or picked up at the clinic, and the request does not require a Release of Information form. All requests for immunization records are available the next business day after 3 p.m.

Well-child checks: Please note that well-child appointments are scheduled at 2 weeks, 2 months, 4 months, 6 months, 9 months, 12 months, 15 months, 18 months, 2 years, 3 years, 4 years, 5 years and 6 years.

After 6 years of age, your child should receive well-child checks every one or two years* until they reach 18 years of age.

Feel free to call and inquire when your child’s last well-child check was if you don’t remember. Please keep in mind that your insurance carrier/company may require the visit to be a full 366 days after the last well-child Check. We strongly encourage contacting your insurance carrier/company regarding benefits and coverage.

*Some insurance companies only cover preventive care every 24 months after 6 years of age—please check with your insurance before scheduling annual visits.

• Your current insurance card.
• A current form of picture identification.
• A list of current prescriptions your child is taking.
• Any paperwork relevant to the appointment, such as ADHD packet, sports physical forms, etc.

The check-in process can take time, especially when insurances or other patient details have changed. Arriving 15 minutes before the appointment start time allows us to verify all patient information, update and obtain any additional information we may still need. Additionally, it allows patient families time to fill out any forms that may be pertinent to your child’s appointment that day.

Please be advised, if you arrive at your scheduled appointment time or after the scheduled time, you may be asked to reschedule your appointment to a different day or time.

You will need to fill out a new patient packet. There are a few options:

• Print, complete and submit the New Patient Registration, Patient History and Authorization to Disclose Protected Health Information (PHI) forms.
• Call 360.565.0999, option 3, and request a new patient packet be mailed to you
• Visit our Port Angeles or Sequim locations to pick up a new patient packet.

Once you have completed the forms and our clinic has received them, our clinic faxes your child’s Authorization to Disclose PHI to their previous healthcare provider to obtain their previous medical records. Each state has a different amount of time allowed to complete records requests, however, most records are received within 3 to 4 weeks.

Once your child’s previous records arrive, you will receive a letter in the mail informing you we have received the records and that you may proceed with scheduling their long-term care appointments. If you have not received a letter from our office within 4 to 6 weeks, please call our office to check on the status.

You child’s first appointment will be scheduled for routine healthcare (well-child check), or an acute concern (cold, fever, ear pain, etc). Our clinic does not schedule a “meet and greet” style appointment.

If you do not contact our office within six months of the above letter being sent, we will shred your child’s records. This will begin the new patient process over again, should you still wish to establish care. We will send you a reminder letter prior to shredding records.

• Joshua Frankland, MD
• Erika McClure,MD
• Cynthia West, DO
• Alexandra Zizzo, ARNP

If your child needs to be seen for an acute or sick visit reason (cough, fever, diarrhea, vomiting, ear pain, etc.) we will see them prior to being fully established on a same day basis. Please call 360.565.0999 and choose option 3 during regular business hours to schedule an appointment. Please do not hesitate to contact us with any questions or concerns.

For well-child appointments, medication checks, medication management and other long-term care, our office will mail a letter notifying you once we have received records from your child’s previous healthcare provider and that we are able to schedule a new patient appointment.

Your child’s first appointment, the new patient appointment, is scheduled in Port Angeles for logistical reasons. The Port Angeles office is our main headquarters, and all records received come to Port Angeles building. Prior to your child’s first appointment, the records will be reviewed by your provider. After their new patient appointment is completed, the selected records will be scanned into your child’s electronic medical chart.

If you have extenuating circumstances or transportation difficulties, please let us know and we will work with you to find how we can best accommodate you and your child’s needs.

We feel strongly that your child’s relationship and interaction with their provider is an essential part of their care. The first appointment is very important to establishing this report. Our goal is to partner with you while providing care to the youngest members of your family. We want to ensure that each individual child is meeting their developmental milestones, growing well, staying healthy and that we are able to address any concerns individually.

We are happy to schedule subsequent appointments together for your children. However, no more than two children are scheduled for back-to-back appointments on the same day.

We recognize many of our patients are traveling from a long distance (Neah Bay, Quilcene, Brinnon, Forks, etc.) or have transportation difficulties. We will work with you to best accommodate you and your child’s needs.

• You will need to complete an Authorization to Disclose PHI form for each child, and for each clinic from which you need records. These can be picked up in the clinic, mailed or faxed to you (if available). At this time, we cannot email documents containing any patient information.
• If your child is over the age of 13, they will need to sign for the release of any mental or reproductive health records.
  
• Washington State allows up to 15 business days to process a records request.
• If you are moving out of the area, we strongly recommend requesting a copy of your child’s records prior to your move. This should streamline the process for you to set up medical care for your child at your new location.
• If you are requesting immunization records, we do not require a Release of Information form. Please call 360.565.0999, option 3 and ask to request immunization records. They will be ready the next business day after 3 p.m. at our Port Angeles office. If you have requested to pick up the immunization records at our Sequim office, please be aware it can take up to an additional two business days.

• Biological parents.
• Adoptive parents.
• Legal guardians.
• Case managers.

Step parents and foster parents are not legally allowed to sign for medical records release. If the patient is over the age of 13, the patient must sign for the release of any mental or reproductive health records.

• Biological parents.
• Adoptive parents.
• Foster parents.
• Legal guardians.

Adoptive parents, foster parents and legal guardians: Please make sure you bring your legal paperwork with you if you have not previously turned it in to the clinic. We will record it in your child’s chart and return your original document during the check-in process.

The following people will need to be on a Proxy Consent form filled out by the biological parent, adoptive parent or legal guardian. This form will be documented in the patients chart.

• Step parents.
• Aunts and uncles.
• Grandparents.
• Other adult(s) with whom you as the parent/legal guardian are entrusting your child’s care.

Disclosure: Washington State considers ages 13–17 the age of consent, in which patients can schedule and be seen without parent consent/knowledge for appts regarding mental/reproductive health.

• A child can bring themselves in if they are an emancipated minor or over the age of 18.
• A child can bring themselves in for appointments related to mental health and/or reproductive medicine.

• Unless it related to mental or reproductive health, your child cannot cancel their own appointment.
• If the child is 18 years old or an emancipated minor, they may cancel their own appointment.

A parent/legal guardian may have proxy access to their child’s chart until age 12. After age 12, the child’s MyChart is deactivated until they turn 18. This is to protect their privacy. The parent/legal guardian must have their own MyChart in order to access the child’s MyChart. Please ask the front desk staff at your next appointment to assist you if you are interested in setting up proxy access.

A well-child check is a thorough exam that covers all aspects of your child’s overall health. The appointment is scheduled with your child’s primary care physician. The information obtained during this visit is valid for 2 years and will suffice for the completion of school sports forms for your child.

Sports physicals are short appointments where the physician can clear your child for playing a sport. These can be completed at the Olympic Medical Center Walk-In Clinic for a flat fee paid out-of-pocket. This is available for middle school and high school students only. This will be a walk-in appointment and cannot be scheduled beforehand. This appointment does not take the place of an annual well-child check.

Sports physical exams are not available at the Children’s Clinic. For elementary school age children engaging in sports, we recommend a well-child check if they require medical clearance prior to participating. Please note that the walk-in clinic might not be qualified to clear your child if they have an underlying condition/previous injury.

School District Athletic Departments require a form to be completed by your child’s medical provider that allows them to participate in a school sponsored sport. This form is provided by the school districts and should be accessible to you.

If your child has had a recent well-child check (within the last 2 years), the provider that performed your child’s last well-child check can complete the sports physical paperwork that the school/program requires.

If your child has not had a recent well-child check at our office (within the last 2 years) and they need to be cleared for sports sooner than scheduling a well-child check allows, you can utilize the Olympic Medical Center Walk in Clinic for a sports physical.

• Physical examination.
• Height and weight (BMI, when age appropriate).
• Immunizations.
• Standard development and behavioral assessment.

Depending on the child’s age, the well-child check may also include:

• Blood pressure screening.
• Vision screening.
• Tuberculin (TB) test.
• Blood test.
• Lead screening.
• Oral health screening.
• Nutrition and physical activity counseling.
• STI screening.

Additional concerns addressed at the well-child check appointment may result in additional charges. If you have specific concerns we recommend making a separate appointment with your provider.