appointment and communication expectations

Appointments & Communication
Expectations and Preparation

Communicating with your ARMS care team before and after appointments

Due to HIPAA privacy rules, we can only send medical information to you via secure email or text message. Your eIVF portal meets this requirement. It allows you to communicate securely and directly with your care team when it’s convenient for you. We respond to portal messages by the next business day.

What communication is best in the portal?

Our patient portal is a great tool for asking follow-up questions, medication clarification questions, and scheduling questions. Of course, the portal has limitations—it is a monologue, and should be viewed as such.

.If you need to have a dialogue with your physician, please schedule a return in-person visit. You can set up your appointment by phoning us at (919) 328-3118 ext. 1. or request by email.

Examples of when a return visit is appropriate instead of a portal message include failed cycle, a loss, or an unexpected cycle outcome. Your physician will want to take the time to review your cycle and discuss options for next steps. This is best done during a return one-on-one visit.

Issues needing immediate action

For issues needing immediate attention, please call (919) 328-3006 and leave a message. We have a physician on call at all times who will get back to you.

FOR MEDICAL EMERGENCIES:  Call 911 immediately.

DO NOT USE ELECTRONIC COMMUNICATION (including eIVF communication or web-based e-mail) for any emergency needs.


Children and Appointments

Bringing children to your clinic appointments at Atlantic Reproductive is discouraged because of:

  • Our sensitivity to patients that are struggling with their own pursuit of parenthood
  • A safety concern since the clinic is not child-proofed
  • An understanding that children may distract you from important discussions with your provider

If you are unable to avoid bringing a child to the clinic, then another responsible adult must accompany you to supervise the child during your visit.

Thank you for your cooperation on these appointment expectations that we know from experience are in everyone’s best interest.


Telehealth Appointments:

How we use Telehealth to support your care

For appointments that do not require an examination and for post-examination discussions, telehealth provides a virtual way for us to converse and see one another, as well as the option to include multiple support persons and children. It is a valuable tool for continuity of care when in-office visits aren’t practical or necessary. It is also a best practice for reducing the risk of viral transmission.


COVID, Flu, and Other Virus Precautions

Preparing for your in-office appointment:

As we have done since the beginning of COVID, we will continue to monitor and adapt any and all policies for the safety and well-being of patients and staff.

  • We are happy to welcome one adult support partner to your visit.
  • Masking Protocols: Since the COVID virus is becoming less virulent and herd immunity is improving due to vaccination and community infection rates, we have updated our masking protocols.
    • Patients and staff are no longer required to wear masks in administrative (check-in, waiting area, and financial) areas of the practice.
    • Staff are no longer required to wear a mask in private work areas.
    • Masks will continue being worn by patients and staff in the patient care rooms where they are having blood drawn or procedures/ultrasounds performed.
    • If a patient requests that an Atlantic Reproductive staff member wear a mask in their presence regardless of location within the practice, our staff will supportively mask up.
  • You will NOT need to show a vaccination card when visiting our office. We do agree with the American College of Obstetrics & Gynecology and the American Society for Reproductive Medicine who recommend a COVID-19 Vaccination for pregnant women & women contemplating pregnancy to minimize risks to themselves & their pregnancy.
  • We are changing our policy about COVID testing before procedures that require anesthesia:
    • No testing is required if you are asymptomatic (no cold/flu-like symptoms) 3 days prior to your procedure
    • If you are experiencing cold/flu-like symptoms, please get a COVID test and upload the results to your portal

The covid and other virus measures our staff are taking:

  • Our staff has all been vaccinated.
  • Our staff wipes down and sanitizes all surfaces before and after each patient appointment


North Carolina Coronavirus Hotline

If you are in NC and have questions or concerns about COVID-19, you can call the COVID-19 phone line toll-free at (866) 462-3821. This helpline is staffed by the North Carolina Poison Control 24 hours a day, 7 days a week.

Sites to Visit for Additional Information

Society for Assisted Reproductive Technologies

CDC on Coronavirus Prevention

CDC on Pregnant People and New Parents

American Society of Reproductive Medicine

The American College of Obstetricians and Gynecologists