Office Policies and Procedures

Cancellation & No Show Policy
If you are unable to keep a scheduled appointment, we ask that you give our practice at least 24 hours notice. Timely cancellation of your appointment allows us to manage our schedule efficiently, ultimately improving our availability to patients. Your appointment time is a reservation and failure to cancel within 24 hours will regretfully result in a $25 no show charge for routine clinic appointments and a $100 charge for your surgery appointment.

Treatment of Minors
An effort should be made by a parent or legal guardian to accompany dependents under the age of 18. All services rendered to minors will be the financial responsibility of the adult accompanying the patient at the time of service.

Test Results
Tests such as lab/blood work, imaging studies (e.g. chest x-ray, CT scan, etc) and bacterial/viral skin cultures are routinely ordered at Bowling Green Dermatology. These samples or studies are performed at other facilities and the reports must be sent to Bowling Green Dermatology after completion. It can take up to 7 to 14 days to receive these reports.
Biopsies are skin samples taken during the visit and are used to diagnose skin cancer or identify the cause of a rash. The procedure is done at Bowling Green Dermatology and the specimen is sent to a board-certified dermatopathologist for microscopic review. The results can take up to 2 weeks. You will be notified of the results once Dr. Cowan has reviewed them and developed a treatment plan, if necessary.

HIPAA Policy
Click here to review our HIPPA Policy

Medical Record Requests
You may request a copy of your medical records via phone or email Your initial request for medical records will be printed free of charge. However, multiple copies may be subject to a printing fee ($25). Please allow up to 90 days for this process.

Form Requests (cancer policy, FMLA)
Please submit requests for cancer policies, FMLA paperwork or other required forms to our patient accounts supervisor. You may call the office to discuss the best way to complete these forms or email our billing deparment at for more information. Please allow up to 4 weeks for completion. Due to the amount of time required by office staff to fill out such forms, you will be required to pay a $15 fee. We do not fill out disability forms.

In the event of a true emergency, please call 911 or go to the nearest emergency room. After normal business hours as a courtesy to our patients, we have a 24-hour live assistance answering service that is available for urgent issues regarding your dermatologic care. Only urgent issues will be addressed after hours. Issues that will not be addressed include prescription refill requests, appointments/scheduling, test results and medical record requests to name a few. The answering service is intended for urgent issues such as post-operative bleeding and pain. All other issues will be handled during normal business hours.

We will treat you and your family with respect and consideration. We request that you treat our staff in the same manner. Failure to do so may result in termination of services. Other actions which may result in termination include but are not limited to repeatedly missing appointments and failing to pay your account balance or honoring a mutually agreed upon repayment plan.