New Patient Process
We follow a structured, step-by-step process to ensure safety, clarity, and appropriate fit before treatment begins.
Before Care Begins
Chronic pain management requires review of your medical history, imaging, and prior treatment.
Care begins with a referral from your treating provider.
Once we receive your referral, our New Patient Coordinator will contact you for a brief screening call and explain next steps.
You do not need to gather medical records before this call.
We request documentation only after screening to avoid unnecessary burden if our clinic is not the right fit.
What You Can Expect
Clear communication about next steps
Transparent explanation of decisions
Respectful interaction throughout the process
Defined expectations before treatment begins
We believe clarity and predictability support better care.
Helpful Download
Download the New Patient Process Checklist to help gather information and understand each step.
The Process
step 1 - referral
A referral for pain management must include:
Diagnosis (with site, laterality, and/or severity when applicable)
Reason for referral
Relevant clinical history
You will be contacted within three business days of referral receipt.
Step 2 - SCREENING CONTACT
Our intake coordinator will complete a brief screening call to:
Review your history at a high level
Explain our care model
Clarify expectations
- Outline possible documentation needs
This helps determine whether moving forward is appropriate before records are gathered.
Step 3 - documentation gathering (if approriate)
If aligned after screening, we will request:
Three most recent primary care visits (including at least one in-person visit within the past 3 months)
CT and/or MRI of the body region related to the referral diagnosis (X-rays alone are not sufficient)
Imaging demonstrating chronic findings (pre- or post-operative imaging alone is not sufficient)
Relevant specialist notes when applicable (cardiology, oncology, pulmonology, etc.)
- Prior pain management visit notes
Many patients request records directly from their providers. Our team can provide guidance if needed.
Timely submission helps prevent delays in review.
Step 4 - clinical review
Once required documentation is received, our care team conducts a structured review.
Review considers:
Your condition and clinical complexity
Stability and safety factors
Whether our care model is an appropriate fit
You and your referring provider will be informed of the decision once review is complete.
Step 5 - STRUCTURED PRE-TREATMENT VISIT
If clinical review supports proceeding, you will complete intake paperwork and attend a structured visit with a nurse.
This visit includes:
• Review of your medical history and records
• Discussion of care expectations and agreements
• Opportunity to ask questions
• Confirmation that our model is an appropriate fit
This visit does not involve prescribing.
Completion of this visit does not guarantee acceptance into ongoing care. Final determination is made after full evaluation.
If our model is not the right fit, we will discuss next steps when appropriate.
Step 6 - INITIAL TREATMENT PLANNING
If accepted into care, you will meet with the provider to develop an individualized treatment plan.
How often you are seen depends on your condition, stability, and safety considerations.
Care progresses within a structured, regularly reviewed framework.
IMPORTANT NOTES
- We are not an urgent care or same-week prescribing clinic.
- Review begins once required documentation has been received.
- Not all referrals are accepted.
- Acceptance is based on safety, stability, and fit with our model.
Our structured process is designed to protect patient safety and support long-term stability.
We require a referral for pain management from your treating provider.
Once the referral is received, our New Patient Coordinator will contact you to complete a screening and explain our structured process in detail.
Clinical review begins after referral and supporting records are received.
Scheduling occurs after screening and documentation review. Once your referral is received, our New Patient Coordinator will contact you to begin the process.
We operate as a private-pay clinic and are out-of-network with insurance providers.
Fee information is reviewed during the intake screening so that you can make an informed decision before proceeding.
Payment options include cash, credit, debit, FSA/HSA, and money orders.
We do not accept personal checks.
The timeline varies depending on how quickly required documentation is received.
Most referrals move through review within approximately 30–45 days.
Delays are typically related to pending medical records.
Our fax number is 414-800-6308.
Our New Patient Coordinator contacts patients within three business days of receiving a referral.
If additional records are needed, you may be contacted to help facilitate obtaining them.
Our New Patient Coordinator contacts patients within three business days of receiving a referral. If you have not heard from us after that timeframe, please contact our office to confirm receipt.
No. The pre-treatment visit confirms alignment and expectations before treatment planning begins. Prescribing decisions are made after provider evaluation.
No. We begin with referral and screening. Documentation is requested only if we determine that moving forward is appropriate.
If aligned after screening, we may request:
Three recent primary care visits notes (one in-person in last 3 months)
CT and/or MRI related to the chronic condition
Relevant specialist notes
Previous pain management visit notes
Specific instructions are provided during screening.
Next Step
Ask your treating provider to submit a referral for pain management.
Once the referral is received, our New Patient Coordinator will contact you within three business days.