Patient Information
Our facility houses some of the nation’s most experienced radiation cancer specialists and sophisticated proton technology in three treatment rooms called Hope, Courage, and Strength. Join us for an up-close, interactive exploration of one of our rooms.
Intake coordinators are the point of contact to answer questions and provide information. The intake team will ask for basic contact information and insurance coverage specifics. Intake coordinators start the new patient process by gathering medical information and pertinent details. Once the necessary records are received, including imaging, a medical consultation is scheduled.
*If the patient has an HMO insurance, he or she will need to request an authorization for a consult at Texas Center for Proton Therapy from their primary care physician. Some insurances may require a referral regardless of the benefit plan. Our team will help provide all the necessary information needed to request a consult authorization.
Several days before your appointment, you will receive a packet of information with more details about where we’re located, what to expect, and what you need to bring with you. Easy directions and a map will help guide your route to our proton treatment center. If you are traveling from out of town, our patient support services staff can help you arrange travel, book lodging, and transportation.
The initial appointment (known as a medical consultation) will be with a radiation oncologist to discuss a recommended course of action. The radiation oncologist will determine treatment steps and/or refer to other specialists if indicated. This first visit will be comprehensive, so plan to spend a full day with us (sometimes longer depending on what is needed for your particular care). Your appointment may include:
Your proton therapy treatment will not begin at your first appointment. We will allow ample time to answer questions and to discuss next steps. We encourage you to bring a family member or friend to your appointment to join in the discussion. They may hear something you missed, think of different questions to ask, or help take notes.
Business office staff will request authorization from insurance for coverage of imaging and treatment as prescribed by the radiation oncologist and will work closely with the patient and physician to appeal coverage denials if necessary. Texas Center for Proton Therapy has financial counselors on staff to help answer questions about insurance and paying for care.
On simulation day the patient will go through a “dress rehearsal” with imaging. Staff will optimize patient and equipment positioning for pinpoint accuracy, fit a body mask or mold to the patient if needed, and take additional imaging as needed (PET/CT or MRI ). You will meet with our financial counselors to discuss the cost for treatment. Payment for treatment will be expected at this time.
Together, the radiation oncologist, medical physicist, and dosimetrist use software programming and modeling to create a customized treatment plan according to many factors such as the patient’s diagnosis and the location and depth of the tumor. The prescribed treatment plan is tested for quality assurance prior to beginning proton therapy.
The radiation staff will review the patient’s daily treatment setup and any associated details of the treatment session, including positioning and imaging information.
After treatment, patients go over post-treatment instructions and next steps with their radiation oncologist and nurse, and schedule follow-up appointments and imaging as needed.
Our facility houses some of the nation’s most experienced, sophisticated proton technology in three treatment rooms called Hope, Courage, and Strength. Please join us for an up-close, interactive exploration of one of our rooms.
We recognize a cancer diagnosis is unexpected, so we provide financial counseling to patients and their families to assist in alleviating the stress and strain that can occur.
Your financial counselor is available Monday through Friday to assist you:
Once you and your physician have finalized a treatment plan, your financial counselor will provide an estimate of your benefits and out-of-pocket expenses. Please keep in mind that any unpaid balances remaining after your insurance has paid the claim(s) will be your responsibility.
Talk with your financial counselor, nurse, or physician if you are having financial difficulties. Your financial counselor can assist you in resolving problems and may be able to help you obtain financial assistance, but we need to know as soon as possible to avoid disruption in health insurance coverage.
Texas Center for Proton Therapy participates in most health insurance plans. We are a participating provider for:
It’s important to stay current on your insurance premiums to keep your benefits in effect. Your insurance policy could require that you are responsible for full payment of your healthcare expenses for any time periods your premiums were not paid.
These insurance terms may be useful in understanding your insurance plan.
Medicare: The federal health insurance program for older Americans and eligible disabled individuals. Part A covers inpatient hospital or skilled nursing facility stays. Part B covers outpatient services and diagnostic testing. Part C, often referred to as Medicare Advantage Plans, allows beneficiaries to receive Medicare benefits through private health insurance plans. Part D provides coverage for drug benefits. Neither Part A nor Part B covers all medical costs. Some beneficiaries purchase Medicare Supplemental Insurance, often referred to as a Medigap plan, to cover the out-of-pocket expenses such as deductibles and co-insurance.
Statements are mailed monthly if you have an account balance of $5 or more. The statements keep you informed of your insurance company’s payments, as well as any balances that may be owed after your insurance claim has been paid. Your balance is due upon receipt of the statement. We encourage you to contact your insurance company if claims are not paid within 45 days.
Please save the explanation of benefits (EOB) notice your insurance company sends you. These notices are essential in determining what portion of the bill you may be required to pay.
Each month, Texas Center for Proton Therapy observes several cancer awareness months. They help us honor our patients — both past and present — that have fought these cancer types, as well as educate about the warning signs, prevention methods, and treatment options. Learn more.
Finding the right resources can help you learn more about your cancer and options. We have compiled these resources here.
We want to make your first visit a smooth, comfortable experience.
Several days before your appointment, you will receive a packet of information with more details about where we’re located, what to expect, and what you need to bring with you. Easy directions and a map will help guide your route to our proton treatment center. If you are traveling from out of town, our patient support services staff can help you arrange travel, book lodging, and transportation.
Please arrive about 30-40 minutes early to complete routine paperwork. You may also complete most forms in advance and bring them with you if you prefer.
Your first appointment will be a consultation. Prior to your visit, a member of our care team will call to discuss what to expect and what you need to bring. We will let you know if we need to collect additional medical records, lab work, or imaging reports before you arrive.
This first visit will be comprehensive, so plan to spend a full day with us (sometimes longer depending on what is needed for your particular care). Your appointment may include:
Your proton therapy treatment will likely not begin at your first appointment. We will allow ample time to answer questions and to discuss next steps. We encourage you to bring a family member or friend to your appointment to join in the discussion. They may hear something you missed, think of different questions to ask, or help take notes.
Your physician and nursing staff will provide instructions for you to prepare for your first proton therapy treatment. Timing and duration varies depending on the patient and type of cancer. A typical cycle includes daily treatments, Monday through Friday, for six to nine weeks.
Our patient support services staff can assist you with personal needs while you are here, including accommodating children and schoolwork to other family members and pets.
Since opening in 2015, our latest generation proton therapy center has served over 100 patients daily, bringing a major life saving cancer treatment to North Texas. We offer a fact sheet for patients looking to learn more about our center and approach to proton therapy. Learn more.
Intake coordinators are the point of contact to answer questions and provide information. The intake team will ask for basic contact information and insurance coverage specifics. Intake coordinators start the new patient process by gathering medical information and pertinent details. Once the necessary records are received, including imaging, a medical consultation is scheduled.
*If the patient has an HMO insurance, he or she will need to request an authorization for a consult at Texas Center for Proton Therapy from their primary care physician. Some insurances may require a referral regardless of the benefit plan. Our team will help provide all the necessary information needed to request a consult authorization.
Several days before your appointment, you will receive a packet of information with more details about where we’re located, what to expect, and what you need to bring with you. Easy directions and a map will help guide your route to our proton treatment center. If you are traveling from out of town, our patient support services staff can help you arrange travel, book lodging, and transportation.
The initial appointment (known as a medical consultation) will be with a radiation oncologist to discuss a recommended course of action. The radiation oncologist will determine treatment steps and/or refer to other specialists if indicated. This first visit will be comprehensive, so plan to spend a full day with us (sometimes longer depending on what is needed for your particular care). Your appointment may include:
Your proton therapy treatment will not begin at your first appointment. We will allow ample time to answer questions and to discuss next steps. We encourage you to bring a family member or friend to your appointment to join in the discussion. They may hear something you missed, think of different questions to ask, or help take notes.
Business office staff will request authorization from insurance for coverage of imaging and treatment as prescribed by the radiation oncologist and will work closely with the patient and physician to appeal coverage denials if necessary. Texas Center for Proton Therapy has financial counselors on staff to help answer questions about insurance and paying for care.
On simulation day the patient will go through a “dress rehearsal” with imaging. Staff will optimize patient and equipment positioning for pinpoint accuracy, fit a body mask or mold to the patient if needed, and take additional imaging as needed (PET/CT or MRI ). You will meet with our financial counselors to discuss the cost for treatment. Payment for treatment will be expected at this time.
Together, the radiation oncologist, medical physicist, and dosimetrist use software programming and modeling to create a customized treatment plan according to many factors such as the patient’s diagnosis and the location and depth of the tumor. The prescribed treatment plan is tested for quality assurance prior to beginning proton therapy.
The radiation staff will review the patient’s daily treatment setup and any associated details of the treatment session, including positioning and imaging information.
After treatment, patients go over post-treatment instructions and next steps with their radiation oncologist and nurse, and schedule follow-up appointments and imaging as needed.
Our facility houses some of the nation’s most experienced, sophisticated proton technology in three treatment rooms called Hope, Courage, and Strength. Please join us for an up-close, interactive exploration of one of our rooms.
Our focus is helping you manage resources and understand the financial aspects of your care. Your financial counselor can answer questions about your insurance coverage and payments.
You may want to have a family member help you. Please complete an Authorization for Disclosure of Financial Information form so that we will be able to release financial information to that person.
We recognize a cancer diagnosis is unexpected, so we provide financial counseling to patients and their families to assist in alleviating the stress and strain that can occur.
Your financial counselor is available Monday through Friday to assist you:
Once you and your physician have finalized a treatment plan, your financial counselor will provide an estimate of your benefits and out-of-pocket expenses. Please keep in mind that any unpaid balances remaining after your insurance has paid the claim(s) will be your responsibility.
Talk with your financial counselor, nurse, or physician if you are having financial difficulties. Your financial counselor can assist you in resolving problems and may be able to help you obtain financial assistance, but we need to know as soon as possible to avoid disruption in health insurance coverage.
Texas Center for Proton Therapy participates in most health insurance plans. We are a participating provider for:
It’s important to stay current on your insurance premiums to keep your benefits in effect. Your insurance policy could require that you are responsible for full payment of your healthcare expenses for any time periods your premiums were not paid.
These insurance terms may be useful in understanding your insurance plan.
Medicare: The federal health insurance program for older Americans and eligible disabled individuals. Part A covers inpatient hospital or skilled nursing facility stays. Part B covers outpatient services and diagnostic testing. Part C, often referred to as Medicare Advantage Plans, allows beneficiaries to receive Medicare benefits through private health insurance plans. Part D provides coverage for drug benefits. Neither Part A nor Part B covers all medical costs. Some beneficiaries purchase Medicare Supplemental Insurance, often referred to as a Medigap plan, to cover the out-of-pocket expenses such as deductibles and co-insurance.
We will bill your insurance carrier. If services are provided but not covered by your insurance, you will be responsible for those charges. If you are a self-pay patient, payment is requested prior to receiving treatment.
Pediatric patients requiring anesthesia will also receive billing statements from Anesthesia Resources for Children (ARCh).
Texas Center for Proton Therapy offers a secure, convenient, and quick option to pay your bill and view your payment history online. For questions about billing, call +1 855-425-9808.
Statements are mailed monthly if you have an account balance of $5 or more. The statements keep you informed of your insurance company’s payments, as well as any balances that may be owed after your insurance claim has been paid. Your balance is due upon receipt of the statement. We encourage you to contact your insurance company if claims are not paid within 45 days.
Please save the explanation of benefits (EOB) notice your insurance company sends you. These notices are essential in determining what portion of the bill you may be required to pay.
There may be occasions when tests must be sent to an outside lab for analysis. You will receive a separate bill from the lab and you should contact them directly with any billing questions.
If you are paying for your own care, you may be eligible for a discount. To qualify, your estimated charges must be paid in advance and any billed amounts must be paid on time. Speak to your financial counselor for additional information.
Each month, Texas Center for Proton Therapy observes several cancer awareness months. They help us honor our patients — both past and present — that have fought these cancer types, as well as educate about the warning signs, prevention methods, and treatment options. Learn more.
Finding the right resources can help you learn more about your cancer and options. We have compiled these resources here.
Each day when arriving for treatment, the patient will check in with the front desk staff and wait to be called back by the radiation staff. A staff member will lead the patient to a dressing room where they can change and leave personal belongings in a locker. When the radiation therapy team is ready to begin treatment, they will walk the patient into a treatment room. Patient positioning and imaging is validated before each treatment to ensure accuracy. Your physician and nursing staff will provide instructions for you to prepare for your first proton therapy treatment. Timing and duration vary depending on the patient and type of cancer. A typical cycle includes daily treatments, Monday through Friday, for six to nine weeks.
Our patient support services staff can assist you with personal needs while you are here, including accommodating children and schoolwork to other family members and pets.
Patients will see their radiation oncologist once a week to review treatment and discuss side effects. On treatment visits typically take place after the patient’s radiation treatment is finished for that day. The patient’s radiation oncologist will provide recommendations based on the patient’s feedback and side effects. Radiation oncology nurses are also available for any clinical questions throughout the course of treatment.
Each day when arriving for treatment, the patient will check in with the front desk staff and wait to be called back by the radiation staff. A staff member will lead the patient to a dressing room where they can change and leave personal belongings in a locker. When the radiation therapy team is ready to begin treatment, they will walk the patient into a treatment room. Patient positioning and imaging is validated before each treatment to ensure accuracy. Your physician and nursing staff will provide instructions for you to prepare for your first proton therapy treatment. Timing and duration vary depending on the patient and type of cancer. A typical cycle includes daily treatments, Monday through Friday, for six to nine weeks.
Our patient support services staff can assist you with personal needs while you are here, including accommodating children and schoolwork to other family members and pets.
Patients will see their radiation oncologist once a week to review treatment and discuss side effects. On treatment visits typically take place after the patient’s radiation treatment is finished for that day. The patient’s radiation oncologist will provide recommendations based on the patient’s feedback and side effects. Radiation oncology nurses are also available for any clinical questions throughout the course of treatment.
