Admission & Registration

Admitting and Registration Department

The Admitting and Registration Department provides service to Halifax Medical Center's physicians, patients and their families and other departments. Admission or Outpatient registration reservations are obtained in advance or on an emergent basis, and patient and registrations are processed. The registration process includes financial counseling, insurance verification and pre-registration. Registration is accomplished through an interview and inputting relevant data into the Hospital's computer system. Accurate data is essential to the subsequent care and business functions. At the same time, signatures for consent are obtained. Information is provided on Advanced Directive, Patient Rights and Healthcare Surrogate. Patients are encouraged to complete and Advance Directive and Healthcare Surrogate at the time of admission.

Room control provides coordination of patient placement with all units of the hospital to include oncology, surgical, intensive care, cardiac care and medical services. Room assignments are primarily based upon medical need of the patient at the physician's direction. Optimal use of the available beds will be overriding factor in this decision making process to ensure availability of resources for additional patients, especially those being admitted through the Emergency Department. Close coordination with Patient Services (Nursing) facilitates this objective and provides for the most appropriate match between patient needs and specialty expertise of a clinical nature.

Admissions Process

Before You Check In

There are a number of forms you'll need to fill out before you actually have treatment or surgery. Some of the forms may seem a bit repetitive. We do this so that full information on your treatment is clearly known to all who are providing your care. Having complete and accurate records also eliminates delays or questions by your insurance company or other payers.

As our Notice of Privacy Practices spells out, we regard your medical records and information about your care as strictly confidential documents and limit the availability of information to the specific, defined conditions you consent to share. You may request to share or withhold your information at any time.

Request for Information

Requests for information should be made to Health Information Management (Medical Records) at Halifax Health Medical Center. You can call 386.254.4040 or write us at 303 N. Clyde Morris Blvd. Daytona Beach, FL 32114.

Information not provided on the signed Consent Form will be released only upon authorization in writing by you or your legal representative.

Authorization to Release Information form

All significant forms used in providing your care are available in large print or on cassette tapes and available in Spanish and French. Translators for non-English speaking individuals and interpreters for the hearing impaired are available to facilitate communication for patients and their families or authorized guests. If you have such needs that were not handled at the time of admission, ask your caregiver to arrange this assistance for you.  

Informed Consent

Before you have an operation, special examination, diagnostic procedure, or are given blood or anesthesia, you will be given a document which describes in detail the activity planned, its purpose, alternatives and any risks associated with it.

You will be asked to sign the document, indicating you have read it and have had the opportunity to ask any questions about the action described and fully understand the potential benefits and drawbacks.

If you are unable to discuss the procedure and sign the document, a legally authorized representative may act on your behalf. Forms may be signed at your physician's office prior to your admission or after your admission to the hospital.

Your documents must be signed before you are placed on any medication that may affect your ability to clearly understand all that is discussed and contained in the form.

Living Will Information  

Florida Law provides that residents may execute a "Living Will" to set forth their wishes regarding levels of care to be extended in the event of a terminal illness and/or an organ donation.

It is also possible to designate a Health Care Surrogate to identify individuals who shall act on behalf of the patient in consulting with clinical personnel on appropriate care.

An advance directive may be signed by a competent adult at any time. The signature on an advance directive must be witnessed by two persons, one of whom is neither a spouse nor a blood relative of the person making the Living Will.

It is the patient's responsibility to notify health care providers that an advance directive exists and to provide a copy for inclusion into the medical record.

An advance directive may be revoked at any time by the person completing it in several ways:

  • Destroying it or having it destroyed in his or her presence

  • Orally expressing revocation to any staff member or physician

  • By execution of a substantially different Living Will at a later date

You may express your desires in lieu of a directive. Your wishes will be recorded in your hospital record by your physician or nurse.

Detailed information on advance directives and our procedures relative to them are contained in the booklet furnished to you on admission. If you would like additional copies of this booklet, you can call 386.254.4241 to reach Patient Relations who can provide you with copies.  

Your Valuables  

Halifax Health Medical Center does not assume responsibility for valuables brought with you and left in your room such as purses, jewelry, eyeglasses, hearing aids, dentures and other personal items. We suggest leaving your valuables at home or entrusting them to a relative or friend until you are able to use them. As a courtesy, a hospital safe may be used for depositing your valuables in the event an emergency did not allow for making these preparations in advance.

Financial Arrangements

Halifax Health provides treatment based on the best interests of the patient and regardless of compensation or the ability to pay. Nevertheless, it is important that each patient provide adequate financial information to determine his or her insurance status, ability to pay and to participate in payment to the extent possible.

Prior to, or at the time of your admission, you or your representative may be required to make a payment depending on your insurance coverage and/or financial information. If the services are considered non-covered by your insurance, you will be asked to sign a notice of non-coverage and will be asked for payment unless other arrangements have been made. .

You will need to present your insurance identification cards, photo ID and other pertinent information that will assist us in filing your insurance claim for you. Normally, insurance plans do not provide full coverage of the hospital bill. Either prior to, or immediately after your admission, your insurance coverage will be verified.

Your hospitalization coverage is a contract between you and your insurance company, and while we will cooperate to the fullest in expediting your claim, you are ultimately responsible for your account.

If your financial information indicates that you cannot pay, then you will be asked to apply for assistance through the Halifax Managed Care Assistance Program and/or the Department of Children & Family Services.

Discharge

Your healthcare team will carefully plan a safe discharge for you. We will work with you and your family to make sure you understand the medications and healthcare services that you will require after leaving the hospital. Our Case Management staff can make arrangements for equipment, supplies, or help at home.

Unless informed otherwise, discharge time is 11:00 am. Please arrange for transportation to be available for you at this time. It can take two hours to plan and prepare assistance for you and your family after all of your physicians have approved your discharge.

Before you go Checklist

Make sure to complete the list below with your caregiver before you leave to make sure that you are equipped with the tools and information you need to continue care. 

  • Do you have discharge instructions and information?

  • Do you understand all of the discharge instructions? If not, please ask questions.

  • What medications and what dosages will you be taking when you leave?

  • Who should you call if you have any follow-up questions?

  • Have you scheduled any follow-up appointments that you may need?

  • Are there any home environment changes or home care arrangements that need to be made?

  • Do you know who is picking you up when you are discharged?

  • Are there any other special instructions or dietary restrictions you will need to follow?

  • Do you need any special equipment or supplies?

  • You may not be completely recovered when you leave and may need extra help and care at home or another facility. Our hope is that you continue your healing and recovery safely after you leave the hospital.

Survey

After your discharge, you may receive a survey about your care. We hope that you will take the time to complete the survey and share your thoughts.

Follow-Up Care Resources

Halifax Health offers a full selection of clinics and outpatient services to provide continued care of patients after discharge from the hospital.

  • Halifax Health - Primary Care - Primary care for non-emergency situations such as ear infections, strep throat, sprains, and strains.   

  • Halifax Health - Community Clinic - Family practice style services to adults including preventative care, sick care, adolescent services and family planning.

  • Halifax Health - Center for Family & Sports Medicine Comprehensive family practice care as a Medical Home.

  • Halifax Health - Care At Home Experienced home health services including skilled nursing, physical therapy, occupational therapy, speech therapy, telehealth, medical social services, private duty nursing, and home health aides.

  • Halifax Health - Hospice Multi-disciplinary professional care for patients with life-limiting illnesses. Care is provided at home, in the hospital or long-term care setting, or in several inpatient Care Centers.

Giving

Halifax Health - Foundation Supports state-of-the-art healthcare, technology, equipment, education and facilities through receipt and administration of tax-deductible donations and charitable gifts. Click here to learn more about Halifax Health - Foundation or for more information, please call 386.254.4111.

Volunteer

Halifax Health - Auxiliary Supports the hospital and its patients, offering many volunteer opportunities for both adults and teenagers (ages 16-18). Volunteers can work days, evenings, or weekends depending on their individual service assignments. Our volunteers work a minimum of 60 hours per year with many special recognition programs, educational/social events and associated service benefits provided. If you are interested in becoming a volunteer at Halifax Health click here or for more information, please contact 386.254.4036

Insurance Information  

About Your Bill

We understand that billing and collection for healthcare services can be confusing. For assistance with billing questions, please call the Patient Financial Services department at 800.466.9670. If you would like to receive an estimate of charges to determine if you might be eligible for financial assistance programs, please contact a Financial Counselor at 800.466.9670.

Insurance Plans Accepted at Halifax Health

Halifax Health accepts many different insurance plans. It is important to note that physician fees are billed separately. Contact your physician to locate the managed care plans he or she accepts.

Medical Records

Health Information Management

The Health Information Management Department is open 7 days a week, 24 hours a day. Health Information Management maintains an adequate medical record for each individual who is evaluated or treated as an inpatient, ambulatory care patient, or emergency patient. We ensure that medical records are documented accurately, in a timely manner and are readily accessible for providing patient care. We safeguard both the record and its informational contents against loss, defacement, tampering or unauthorized disclosure to protect the patient, the medical staff, and the hospital.