Office Policies

Welcome to Gordon Medical Associates. We look forward to partnering with you to create and to continue your good health.
Office Policies

Fees & Insurance Billing

We are a cash based practice only and all services provided are expected to be paid for in full, at the time of service. This includes Medicare patients.

When you check out and make your payment to us, you will receive a receipt with required codes which you may submit to your insurance company for your own reimbursement. Please understand that we offer many innovative treatments and your insurance company may not pay for all of the treatments you receive in our office.

Phone calls, emails, and other communications outside of formal appointments take up a lot of staff time. We are happy to help when you have questions, but please understand that contact which requires your Practitioner to look at your medical chart or take more than a few minutes to respond will incur a small fee. Please contact the office for details.

Our Clinic Director is available to answer your questions about any of our policies or procedures. If you have questions regarding insurance reimbursement, please ask before scheduling your appointment or receiving the service.

Medicare Patients

For several years, we have not participated with or billed Medicare for services provided to Medicare-covered patients. These patients will need to sign an agreement of understanding legally required by Medicare.

Prior Authorization and Insurance Appeals

When information is requested by your insurance company, we charge for the time involved in researching and sending those reports.

Blood Draws

For all blood specimens drawn in our office, there is a handling fee charged that is NOT billable to insurance, nor will your insurance pay for it if you submit the bill yourself.

Emergency Care

If you have an emergency situation, call 911!

Because our services are so specialized in Integrative Medicine, our providers do not admit patients to hospitals or make hospital rounds.

We recommend that you have an ongoing relationship with a general practitioner outside of this clinic who is available for emergencies, urgent care and hospital admission.

We do provide emergency phone coverage to our patients during evenings and weekends but ONLY on issues we are currently treating. For these type of emergencies only you may call:
(707) 575-5180, Ext. 199.

Except for issues of medication reactions for medications we have prescribed, these phone calls will be charged.


If you need a prescription refill, even if you have used the number of refills allowed, you need to ask your pharmacist to send the refill request to our office via fax at (707)-575-5509.

We do not handle prescription refills over the weekend, so please plan ahead.

Scheduled/Controlled Drug Prescriptions

An office visit with the doctor every 2- 3 months is needed in order for us to refill these prescription requests. Please allow at least one week for prescription refills to be processed. There is a $5 charge per month for one or more scheduled/controlled prescriptions during any month when the patient requiring it does not see the Practitioner who prescribes it. “Same day” requests are $10.


There will be no charge for cancellations made at least 48 hours before the time of appointment (72 hours for appointments of one hour or more). Otherwise you will be charged for half of the fee unless your appointment time is filled.

Appointments scheduled for Monday must be cancelled by noon on the preceding Friday. Call the main office to cancel or reschedule an appointment.

Disability and Related Letters

Patients needing disability or related letters need to schedule an office visit with their GMA provider and bring all the information needed to address the letter properly.

Medical Records

Medical Records

If you require copies of your medical records, please download the Records Request from our Downloads page. Be sure to use the correct form, depending on whether you are asking for records to be sent TO GMA, or if you are asking to have records sent FROM GMA. If you are requesting records from GMA, return the completed form to our office.

Records Copying Fees

Gordon Medical Associates follows the Medical Board of California’s recommendation in charging patients for copying their medical records, and follows HIPAA guidelines for privacy.

Records copying fees on request.

The costs for copying your records can add up. When requesting records, please be specific regarding labs, tests and records that you may already have copies of or may be available on your patient portal. This will help you keep costs down.

Can a doctor charge me for copies of my medical records or x-rays?

Yes, as of 2016, pursuant to Health & Safety Code section 123110, a doctor can charge 25 cents per page plus a reasonable clerical fee. For diagnostic films, such as an x-ray, MRI, CT and PET scans, you can be charged the actual cost of copying the films. This only applies if you have made a written request for a copy of your medical records to be provided to you.