Behind the Scenes

Have you ever wondered what happens when you visit Rainbow Pediatrics? Before you even walk through the door? When you are at the front desk? While you are waiting in the exam room before your provider walks in? You see people seated at desks looking like they may not be busy but let’s take a step-by-step look behind the scenes to find out.

Image showing child-size door at the Rainbow Hodges office

Before you arrive

Up to one week in advance, our office staff begins to prepare for your visit. They review past records, link and review your CHADIS report and other documents to make sure your charts are up to date. We check to see that we have received any outstanding reports such as lab results, specialist visits, or emergency room visits. This helps us to make sure that we have all the updated information so that your provider can prepare for your visit. Our Front Office Team will review our schedules several days in advance, then work to verify insurance coverage and note any changes from previous visits. If our staff finds any changes, they can contact you (if you have made sure that we have the most current phone and email) before your visit to update our records and save you time when you arrive.

At the front desk

Your appointment is finally here! You arrive at one of our offices at least 5-15 minutes prior to your scheduled appointment. Find the black or white kiosk with the blinking lights.  This is where you will check in. You will verify all your essential information and even take a picture of your child to add to our charts. This photo helps so that if you have to call about your child we have a picture so we know exactly who we are discussing. You will even use the kiosk to swipe your card to pay your co-pay. Have a seat for a brief time and wait for our nurses to call your name.  We are behind the scenes working quickly to get you back after your check-in is complete.

In the reception area

While you are waiting in our reception area, our Medical Assistants (MA) and Providers are busy seeing other patients and cleaning the exam room in which you will be arriving soon. Because we have multiple Providers seeing patients at one time, you may not be called back into an exam room in the order that you arrived. We know that can be frustrating sometimes, but if someone goes back before you in that situation, they may be seeing a different Provider who is running on a different schedule.

We try very hard to be as fast and efficient as possible. We cannot always predict when other concerns, problems or even emergencies will arise and we always want to give every one of our patients as much time as we need to make the best possible assessment, provide the best possible care, and of course, answer all of your questions and concerns. We do our best to let you know when a Provider is running behind, but please feel free to ask for an update if it seems like you have been waiting for a long time – we don’t mind.

In the exam room with nurse

On your way back to your exam room our Medical Assistant will get your vital signs (height, weight, temperature, and blood pressure). Once you are in your room they will ask some necessary medical history questions. This information allows your Provider, especially in the case of a sick visit, to get a quick picture of what’s going on before entering the room. This is all important information for the Provider that helps guide the treatment plan. Sometimes your Provider might ask similar questions, but that is because they are trying to pinpoint things just a little more clearly.

All of our Medical Assistants have special medical training, so they are prepared to spot any warning signs that may come up when taking your vital signs and history. If they see a reason for concern – they move more quickly to get an available Provider to the room right away. This happens sometimes if a child is having trouble breathing or has a really high fever. Situations like this are one reason you may sometimes have a longer than usual wait. Sometimes we have to skip over appointments order if it’s necessary to safeguard the health and safety of one of our patients. Once all of your information has been gathered, the Medical Assistant will leave the exam room and let your Provider know that you are ready to be seen.  Your provider will glance over the information and history gathered today and then make their way to find your room.

In the exam room with a Provider

Finally, it’s your turn! Once your Provider reviews the history and asks if you have any other questions or concerns, they will begin their exam. Your parent can open the Healow Kids app and see if they wrote down any questions to make sure to ask at the visit. They can also write down any notes so they do not forget. After the exam, the Provider will put all the information together to come up with a plan such as ordering a test or ordering immunizations. If that is the case, the Provider alerts the Medical Assistant who will prepare and then deliver whatever you need to complete your appointment. While your Medical Assistant is taking care of those tasks the Provider may go and see another patient to make sure the schedule keeps flowing smoothly. When the Medical Assistant is finished, you usually will see your Provider one more time to wrap up any questions you may have and give the final treatment plan if they have not already discussed that information.

At check out

Once your exam and treatment are complete, you head back to the front to check out. This is usually our patient’s favorite part of the visit as they can use a special gold coin, parents can use a quarter for siblings, that the Provider will give to them after the visit if they were a good listener and cooperative during their exam. While you are doing this it is the perfect time for parents to make your next appointment. This is also the time for patients who have a balance from the visit and or pay out of pocket to make their payments.

After you leave

Once you walk out the door, we still have a lot of work to do in order to complete your visit.

First, your Provider completes your chart by putting in all the notes from your exam. They formulate a diagnosis and order medications and procedures. They send the medications to the pharmacies electronically. If needed, they make referrals to arrange for a specialist to see your child. The visit summary is uploaded to our patient portal and Healow Kids app usually within 72 hours for you to login and review information that was discussed at that visit. 

Once the office notes have been completed by the Provider, they are reviewed by our billing department. They are members of our staff who attach charges to a bill and make sure they are correct before they submit them to the insurance companies.

Once your bill has been submitted to your insurance company, our Billing department follow the charges and update your account after payment is received. We may not know until then whether there are certain charges or parts of your bill that your individual insurance plan did or did not cover. If there is a balance due, it is our Billing department who will put together a billing statement.

When you call with a concern

There is one more important group of people you may not encounter in our office, but with whom you frequently speak with on the phone. Our triage staff works as a team to answer all phone calls, questions, and concerns about medical issues. They are able to answer many of these questions themselves because they are Registered Nurses but for others, they will consult with one of our Providers to get you the best possible care advice. All the care advice they discuss with you is recorded in your electronic medical record and reviewed by a Provider. Because of those electronic medical records, we can access your information and treat you with the exact same great care at both our office locations.

So there you have it! That is the behind-the-scenes look of what happens before, during and after your visit to Rainbow Pediatrics. We hope it gives you some idea of all the things that happen and all of the people who work together to get you through your visit and to keep your precious children as healthy and happy as we can.

Patient Forms

If you are a new patient to our practice, 

please pre-register on our patient portal BEFORE you call to schedule the first appointment

If you have already scheduled your appointment with our office DO NOT REGISTER AS A NEW PATIENT

You can go to our patient portal then click registration. 

You also have the option of printing out our new patient paperwork below to fill out ahead of time and reduce your wait time. 

Please remember to bring your insurance card and a photo ID. If you have any record of your child’s immunizations, please bring those to your first visit. Not having previous vaccination records may delay your child getting important immunizations at that visit if needed.  If you do not have any records, please come prepared to fill out a release with all past physicians’ phone numbers and addresses.

Family hugging image

ADHD Consults

We prefer you login to CHADIS online, available through our home screen to complete forms and email forms to teachers as these upload directly to your child’s chart.

Invitation code: Rainbowpeds. Once logged into CHADIS you can even email multiple teachers links to complete questionnaire’s.


If your child is coming in for a Sports Physical and/or need sport-related forms completed at your well child exam, please print YOUR CHILD’S Sports Physical History Form, complete it and bring it to your appointment.

If you print out any forms PLEASE REMEMBER to bring them with you to your child’s visit!


As you can read in our Vaccine Policy below – We DO NOT accept families that do not plan to fully vaccinate with all the required vaccines (flu, hpv and Hep A are not required but highly recommended).

Please be advised that delaying or “breaking up” vaccines goes against expert recommendations and can put your child at risk for serious illness.

Finally, if you should choose not to vaccinate your child we ask that you find another physician who shares your philosophy of medicine.

Click below for more information about each topic

Image: Young girl pointing finger towards you Text: Immunization Saves Lives - Know It
Rainbow Pediatrics Vaccine Policy Statement
  • We firmly believe in the effectiveness of vaccines to prevent serious illness and to save lives.
  • We firmly believe in the safety of vaccines.
  • We firmly believe that all children and young adults should receive all of the recommended vaccines according to the schedule published by the Centers for Disease Control and Prevention, American Academy of Pediatrics and State of Florida.
  • We firmly believe, based on all available literature, evidence and current studies, that vaccines DO NOT cause autism or other developmental disabilities.
  • We firmly believe that vaccinating children and young adults may be the single most important health-promoting intervention we perform as health care providers, and that you perform as parents/caregivers. The recommended vaccines and their schedule given are the results of years and years of scientific study and data gathering on millions of children by thousands of our brightest scientists and physicians.
It is our policy to vaccinate infants, children, and adolescents according to the recommended immunization schedule set forth by the American Academy of Pediatrics, the Centers for Disease Control and Prevention & The State of Florida. All patients in the practice are REQUIRED to receive all the recommended doses of vaccines. If you do not follow our educated recommendations and choose NOT to vaccinate your child then we recommend that you find another health care provider who shares your views. As of January 1, 2017 we no longer accept new patients to the practice who “refuse to vaccinate” or wish to stagger vaccines and will be discharging current patients not following our policy as of July 1, 2017.
These thing being said, we recognize that there has been and will likely always be controversy or apprehension surrounding vaccination. Should you have questions, concerns, or doubts about immunizations we encourage you to discuss this with us.
Our priority is the health and well being of our patients. We feel strongly that vaccinating children on schedule with currently available vaccines is absolutely the right thing to do for infants, children and young adults


Rainbow Pediatric Center accepts most insurance plans. We recommend that you go on your health insurance website and search to see if our practice or providers are listed. Co-pays and deductibles are due at the time of service. For your convenience, we accept cash, Visa, MasterCard and Discover. For all HMO insurance plans, please be sure to select one of our providers as your Primary Care Provider PRIOR to your scheduled appointment. Failure to do so may result in your having to reschedule your appointment.
Although we do our best to monitor each patient’s insurance coverage, please remember that it is up to YOU to notify us of any changes to your policy. If you have any questions concerning financial issues, please call 904-223-9100 and ask to speak with our billing personnel.
Answers to YOUR Health Insurance Questions
  • Various health insurance policies can offer different benefits. This means some plans can affect which doctors, hospitals, or other providers you can use.
  • Health insurance plans can work with different networks of hospitals, doctors, pharmacies, and health care providers to take care of people in the paln. The policy you choose to buy may affect the providers that you can and cannot see as well as how much you will have to pay.
  • To get more information about how insurance works or purchase the plan visit You can also call the Health Insurance Marketplace Call Center at 1-800-318-2596. TTY users should call 1-855-889-4325.


Congratulations on the arrival of your new baby! Parenthood is one of the most joyous and satisfying experience of life and we are honored that you have entrusted us to help you with the care of your child.

When the physician is discharging your baby from the hospital, he/she will tell you when to bring your baby into the office. Typically, this is between 24-48 hours after your discharge. At that time, we will weigh your baby and the provider will perform a brief exam. Come prepared with any questions that you may have an be sure to bring the discharge paperwork that was given to you by the hospital.

After your first newborn well visit, the provider will ask you to return at the following ages to monitor the growth and development of your child:

At Rainbow Pediatrics your child’s health is our top priority. This is the reason we have designed our nursery rooms exclusively for infants. We recommend that you keep your newborn away from crowds for the first eight weeks and this includes being at our office. You and your newborn will not sit in the lobby. Upon your arrival, one of our receptionists will bring you back to one of our nursery rooms. There, the nurse will come to your room to measure and weigh your baby. Please note – If you have any other children with you then you will not be able to be put in one of our nursery rooms.  These rooms are designed only for our young newborns less than 2 months of age and we strive to keep them as clean as possible and do not want to contaminate these rooms with germs from older children.

We encourage all of our parents to download our HEALOW Kids App but there are some really exciting tools for new parents. Check out the more section for information on developmental milestones, immunization guide, and our favorite the Ins Outs Ups Downs for feeding/pooping/sleeping tracker.

Meet and Greet

Rainbow Pediatric Center offers get acquainted visits to parents at no charge. These brief visits are designed to give the parent’s the opportunity to come in and meet our staff, see our office and sit down with a provider to answer any questions. These are generally geared towards expectant parent’s who want to ask questions about our practice before their baby arrives. While we enjoy meeting new families we request that you limit questions to those specific to our practice to make the most of your time with the provider.
Please print out and complete the prenatal questionnaire with you to your meet and greet.
Pregnant couple sitting on tree branch

Well Child Visit Handouts

Click on the box below to see the Recommended guidelines for safety, feeding and the developmental milestones that we expect to see your child achieve. These are the same handouts that you can find located in each of our patient rooms at both locations in the Patient Information notebook.

we see you yearly from age 3-18!


Q: Are you taking new patients? 

A: Yes! To make the new patient process easier and more convenient, please pre-register your child FIRST BEFORE making your appointment. To pre-register please click on the patient portal on our home page.  After you pre-register, call our office to schedule your appointment. All of your child’s information will already be in our system. It is often helpful to bring your child’s most recent immunization record with you to your first visit so we can scan that into our charts. We will ask you to request records from your previous provider but keep in mind this often takes at least a week to obtain records. Of course, you may also call our office or stop by to set up your appointment. Please be aware if we do not have a complete immunization record at the time of your well child visit this will delay our practice in preparing Florida documentation that you may need for school or daycare.


Q: What are your office hours? 

A: Normal office hours for all locations are 8a-5p. The Hodges location offers early morning hours from 7a-8a. All locations are open 5p-6p for those late afternoon emergencies. Our Hodges location is also open every Saturday from 8a-12pm only for our established patients with acute sick visits. We are also open on all holidays from 8am-12pm for same day sick appointments as long as the holiday does not fall on a Sunday.


Q: How do I make an appointment? 

A: At Rainbow Pediatric Center, we want to ensure the highest quality care for your child as well as be accommodating when it’s most convenient for your child and your family. For non-urgent issues like wellness exams and chronic problems, we ask that you call in advance to schedule an appointment with the provider of your choice. Well check visits can usually be arranged within a 1-3 week window. Please note in July, August and September our well check appointments book in advance from 4-5 weeks in preparation for school. 

 When your child is ill, please call us as early as possible in the day so we can find an appointment time that works best for you. 

To ensure the provider has time to fully address any concerns you may have, please let us know in advance if more than one sibling needs to be seen so we can make each child his or her own appointment. Please understand that our providers work very hard to stay on schedule and if you ask to add a sibling to the schedule it disrupts other appointments. We are happy to see siblings as long as you schedule them together prior to arriving at our office. 

We also like to know if you have multiple concerns or complex problems (behavior issues, significant developmental delays, chronic medical conditions, etc) so we can be sure we give you the time you need. 

We may ask patients who arrive more than fifteen minutes late to their scheduled appointment to reschedule for a later time that same day or a different day entirely. 

We are committed to seeing all sick children the same day. Existing patients may schedule Same Day sick appointments online! See the button at the top of our Home Page.


Q: How can I contact your office? 

A: Please feel free to call our office at 904-223-9100 between 7a and 6pm Monday-Friday with any questions or appointment requests. We have dedicated staff answering phones during those hours. If you call the office during office hours, then your routine or general message will be returned by the end of the business day. If the call is urgent, you should receive a call back within 30-60 minutes.  If you have a life-threatening emergency please call 911. The patient portal or Healow Kids App is not a means of urgent communication. If you leave a message via the patient portal or the app then it may not be returned until the end of the next business day.


Q: How do I pay for services? 

A: Our office participates with most major insurance plans as well as Medicaid. Please call the billing office if you change insurance policies or have questions about whether we are participating with your insurance providers. Also, please bring your current insurance card to each office visit. Co-pays are collected at check-in. If there is an outstanding balance due to coinsurance, deductible or other factors we ask that you pay your bill on the day that your child is seen. Whoever brings the child in that day is responsible to pay the balance or co-pay at that visit. We accept cash, checks, Visa, MasterCard and Discover. If you should have any concerns or questions regarding your bill, we will be happy to review it with you in the office.


Q: How do I transfer care from my previous pediatrician? 

A: Complete the Records Release Form in our New Patient Registration Packet 2020 and we will fax this to your current/previous pediatrician. Please keep in mind, although we will do our best to obtain these records as promptly as possible, there is often a delay in obtaining vital information for Well Child Exams such as immunization records. 

If your child has not received immunizations in the state of Florida, and/or has not been entered into the Florida SHOTS system, please anticipate requesting your child’s immunization records prior to your appointment or bringing them into the office yourself the day of the appointment to make sure that we can verify your child is up to date with all immunizations so we can complete any forms that may require that information.


Q: How can I get medication refills and school forms completed? 

A: The best way for you to have your prescription refilled is to use our Healow Kids app and submit a refill request ANYTIME of day or night.  You may also have your pharmacy fax a request to our office.  Lastly, you can still call our office at 904-223-9100 ext. 7 and leave a message for one of our nursing staff. 

School physical forms (Yellow) DH 680 Forms/Immunization (Blue)are routinely issued on the date of your child’s yearly physical at no charge to you. If you should need the Physical or Immunization forms at any other time, 48 hour notice is required to create these forms. There will be a charge of $5 per form as our providers must to take the time to review your child’s chart and complete the requested form. Any additional forms including disability, camp, sports, daycare registration etc. typically require a provider’s extended personal attention, so there is a charge of $10 for these and we ask that you allow 7-10 business days to have them completed. FMLA paperwork is $20 to complete and requires 7-10 business days to complete. 


Q: Will you refer us to a specialist if we feel it is appropriate?

A: Yes, your child should have the best treatment available and we stand ready to refer you to the best specialists in the area. Our referral coordinators will work hard to ensure your child is matched with the best provider in your insurance network and obtain any necessary prior authorizations for care. Our referral coordinator will contact you and coordinate an appointment. Referral update status is shown on our Patient Portal. In order to make specialty care more convenient our office has in house the following specialties: asthma certified physician with asthma clinic, allergy skin testing


Q: How are you using technology to improve patient care and safety? 

A: Rainbow Pediatrics is committed to making sure our patients receive the very best, most up-to-date care available. Our office uses an EMR (Electronic Medical Record) system to ensure accurate information about our patients in real time wherever it’s needed. Our electronic prescribing program tracks all our patients’ prescriptions, can send your prescription directly to the pharmacy of your choice and automatically checks for drug allergies and interactions. Our internal messaging tracks appointments, labs, X-rays and referrals. All information is kept strictly confidential and adheres with patient privacy policies. 

We also now utilize a partner app to our patient portal which is called Healow Kids. Please read more information or watch a quick video from the At Home page. As of December 5, 2016 our office will check patient’s in via our kiosks. From this kiosk you will be able to check-in, verify insurance information, change pharmacy information, take a picture of your child for our chart and pay your co-pay.


Q: Will I always see the same provider?

A: All of our providers and staff treasures our ongoing relationships with our patients. In fact, we love watching the children we care for grow up before our eyes. We always try to schedule you with the provider of your choice, but we also feel one of the greatest assets we have as a practice is our teamwork. We encourage our patients to develop relationships with multiple providers on our team in order to take advantage of each provider’s individual strengths and talents.


Q: Will my child catch something from being around sick children in your office? 

A: It is frequently seen that pediatric offices have separated waiting rooms. Few know that Dr. Reddy herself designed both offices. We steered away from the separate waiting room concept and instead focused our attention on infection control, wait time and office cleanliness. At Rainbow Pediatrics, we try very hard to keep all our patients as healthy as possible. Although two separate waiting rooms sound like a good idea, germs don’t have a border they can’t cross. We have specific protocols for children with fever, rash and cough to minimize exposure to other children. We do, however, have a dedicated nursery for newborns and nursing mothers and will ensure that infants are taken back to an exam room promptly on arrival. You may also notice our waiting area has no loose toys. We only have wall mounts or freestanding stations which are easy to disinfect and done on a regular basis, several times a day. We do keep books in the waiting room as well as exam rooms where we can clean them between patients. You will see alcohol hand sanitizer throughout the office and in all patient care areas. We encourage our patients to use this along with our providers and staff who are required. We also are continually striving to minimize wait times throughout your office visit. 


Q: Who is allowed to bring my child to the office? 

A: With your written permission, any person is allowed to bring your child to our office. The exception to this rule is in the case of children of divorced or separating parents, which custody cannot or has not been established. In these cases, each parent will need to provide proof of custody to bring child in for care. Please see our forms section for the consent for Authorization to Bring Child Form. We strongly recommend a parent/legal guardian accompany your child to the office for any Well Child checkups, vaccinations or procedures so that you are available to answer any questions that may come up in the course of that visit. Your signature is also needed for any vaccines your child receives so a parent or guardian must be present for the exam.


Q: What is a Patient-Centered Medical Home?

A: We would like to partner with you to make sure that all of your child’s needs are taken care of. We strive to be the home base for your child’s medical care.