New Patient Guide

We’re so honored to be a part of your fertility journey.

Welcome! I’m Dr. Aimee, and I’m happy to have you here.

In this guide, my New Patient Care team will walk you through the steps for an exceptional consultation.

I look forward to working with you and supporting you in building the family of your dreams.

Can’t wait to meet you very soon! <3

Warmly,
Dr. Aimee

5-Steps to an Exceptional Consultation

For the best patient experience, use this guide as your checklist to prepare for a successful consultation with Dr. Aimee. (Plus, click here to see what happens after the consult!)

Step 1: Follow Onboarding Best Practices

Your consultation intake form is now safely in our hands and our New Patient Coordinator team will carefully review your information to ensure we have everything we need to start the process. We often abbreviate New Patient Coordinators as “NPC,” which you may see or hear during your time as a patient with us.

You’ll hear from us within 24 business hours (Monday-Friday). In the meantime, here are best practices and tips for onboarding success:

Use Email If you have an urgent request, please email our New Patient Coordinators (NPCs) at npc@draimee.org. Our New Patient Coordinator team is fully remote and email is the best way to communicate.

Complete Diagnostic Testing In order for Dr. Aimee to accurately assess your fertility status, two essential tests are required: AMH and Semen Analysis. These results must be valid within the past 12 months and submitted at least two weeks before your consultation. The only exception is if you’re using a donor or surrogate.

Gather Medical Records We’ll request that you provide all medical records readily available from facilities where you’ve received fertility tests or treatments. We’ll also request your authorization to review your medical records through signed Medical Release forms, supporting Dr. Aimee in her assessment.

Your Partner If you have a partner, their involvement is essential. Please work together in filling out the portal, completing the diagnostic testing, gathering medical records, and signing the consent forms. Both of your onboarding processes must be completed before scheduling a consultation.

Waiting List The standard wait time to see Dr. Aimee is about four weeks. We also maintain an active waiting list for patients eager for an earlier appointment. For individuals with time-sensitive cases requiring urgent attention, we strive to accommodate appointments within two weeks. This is contingent on completing the 5-Step Onboarding Process on time.

Step 2: Create a Patient Portal Account

Once you’ve requested your consultation, you’ll be paired with a New Patient Coordinator who will reach out via email to assist with your setup. They’ll be your go-to person throughout this onboarding process.

You’ll also receive an email invite to join our patient portal, nAble. If you can’t locate this email, please check your spam folder or email your New Patient Coordinator.

If you have a partner, they’ve also received an email with a personalized link to set up their patient registration.

Once logged in, you can set up your account:

Personal Information

Go to the Menu on the left and look for “My Personal Info”

Update your personal information
Upload the following items:
- Profile photo
- Valid driver’s license or passport for identification (ensure it hasn’t expired)

Insurance Information

Go to the Menu on the left and look for “My Insurance”

Enter your insurance details and upload your insurance card (front and back).

Note: Our treatments are self-pay, however, your insurance might cover diagnostic testing services. Providing your insurance details assists us in verifying coverage.

Medical History

Go to the Menu on the left -> click on “Medical Records” and then “History”

Fill out the medical history questionnaire. It takes about 15 minutes, so please set aside uninterrupted time to complete it.

The questionnaire is detailed for a reason; this information is key for Dr. Aimee to gain a thorough understanding of your medical history and create a personalized treatment plan. Your input is invaluable in this process!

Step 3: Complete Diagnostic Testing

AMH and Semen Analysis testing are crucial prerequisites for your consultation, as they help assess your fertility status accurately. If you’ve undergone these tests within the past 12 months, please email them to your New Patient Coordinator. The only exception is if you’re using a donor or surrogate.

For Patient:

Complete an AMH blood test to assess the remaining eggs (ovarian reserve) you have. This can be done on any day of your cycle.

Lab Test: You can get this test through your doctor/insurance. If not, please let us know and we can create a Lab Requisition for you to get tested at your local Labcorp or Quest.

At Home Test: Or, you can do this test at home using the Ovarian Reserve Test from Novalynn. Apply code “EGGWHISPERER” for a 10% discount.

Optional but recommended: For a complete fertility assessment, you may test for AMH, FSH, and Estradiol. This must be done on Day 3 of your cycle.

Lab Test: You can get this test through your doctor/insurance. If not, please let us know and we can create a Lab Requisition for you to get tested at your local Labcorp or Quest.

At Home Test: Alternatively, you can do this test at home using the Comprehensive Women’s Test Kit from Novalynn. Apply code “EGGWHISPERER” for a 10% discount.

*All Novalynn tests are nonrefundable.

For Partner:

A semen analysis to assess sperm health.

Your partner may also get this test through their insurance. Alternatively, they can do this test at home using the DIY Kit from Fellow ($189).

Important: When using the Fellow Kit (with or without opting for cryopreservation) abstain from ejaculating for 2 days (and do not exceed 5 days). Produce your sample on a Monday, Tuesday, Wednesday, or Thursday morning. This is crucial as your SA must reach their lab via UPS overnight shipping (it won’t arrive in time if you send your sample on Fri/Sat/Sun and you will have to re-test).

Please review Fellow’s FAQs for more information.

*All Fellow tests are nonrefundable.

Once you’ve finished setting up your patient portal account and completed your diagnostic testing, we’ll send you Consent Forms via Docusign. You’ll receive 7 forms to sign. Here’s an overview of each:

HIPAA Notice of Privacy Practices: This notice ensures patients are informed about their privacy rights and the confidentiality of their health information (signed by patient and partner).

Telemedicine Consent: It ensures patients understand and agree to the conditions under which telemedicine services are provided (signed by patient and partner).

Communication Authorization: Allows patients to receive health information via email and text (signed by patient and partner).

Medical Record Release: We require a comprehensive view of your medical history. These forms ensure the transfer of crucial health information between prior health providers and our clinic (signed by patient and partner).

Payment Agreement: This document outlines our self-pay policy and sets clear expectations for financial responsibilities regarding healthcare services (single form, signed by patient and partner).

Credit Card Authorization: Outlines our policy for charging and cancellations related to the New Patient consult fees (signed by patient only).

Arbitration Agreement: Ensures a direct, legally recognized method for settling such disputes under California law (signed by patient and partner).

Step 5: Your Virtual Consultation

Scheduling Your Consultation:

Your consultation with Dr. Aimee marks an exciting step forward, and it’s all done via Telemedicine for your convenience.

After signing your consent forms, your New Patient Coordinator will offer you up to three date options. We generally schedule consults Mondays – Thursdays at 1pm PST, 2pm PST, and 3pm PST. Please note that Dr. Aimee’s availability is dynamic, so be sure to select your preferred date ASAP!

Attending Your Consultation:

New Patient consults will be done via phone or Zoom call. To make the most of your consult, here are some simple steps to follow:

Be ready 10 minutes early.
- For Zoom video calls: Join 10 minutes before your appointment time. Our office will call you if Dr. Aimee is running behind.
- For phone calls: Be ready 10 minutes before your appointment time. Dr. Aimee will call you within a 30 minute window at the number you registered in your portal account.
Have your questions ready. Write down any questions or concerns you’d like to discuss with Dr. Aimee ahead of time. If you’d like to record the call or take notes, that can help you review the conversation later.

After Your Consultation

Dr. Aimee documents all the details you share with her during your consult. She listens to every aspect of your medical history and family goals, ensuring nothing is overlooked. With this information in hand, here’s what comes next!

Personalized Fertility Plan. Either the evening of your consultation or the following day, Dr. Aimee will personally send you a Summary Email. This email provides an overview of your discussion, outlines recommended testing, supplements, and procedures, and suggests a treatment plan and timeline personalized to your needs and unique situation.
Treatment Fees. Our Financial Assistant will email you our fees based on Dr. Aimee’s recommended treatment plan. They will also answer any financial questions you may have.
New Patient Ultrasound and Blood Work. Your first visit to our San Ramon office is a New Patient Ultrasound. During this appointment, we’ll assess your uterus and ovaries. If you’re considering IVF or Egg Freezing, we’ll perform an antral follicle count to estimate the potential number of eggs that may be retrieved. Based on your treatment plan, additional blood work may be done.
Cycle Day 1. All treatments begin with the start of your period, referred to as Cycle Day 1. Once you decide to move forward with treatment, Dr. Aimee will create a personalized treatment plan calendar based on your anticipated period start date.

This overview covers the essential steps. Dr. Aimee will provide more details during the consultation.

FAQs

How soon can I see Dr. Aimee?

We’re here to help you meet with Dr. Aimee as soon as possible!

The standard wait time to see Dr. Aimee is about four weeks. We also maintain an active waiting list for patients eager for an earlier appointment. If you’d like to be added to the waiting list, just let us know in the intake form. You’ll be the first to know if an earlier appointment becomes available!

For individuals with time-sensitive cases requiring urgent attention, we strive to accommodate appointments within two weeks. This is contingent on completing the 5-Step Onboarding Process on time.

I can’t upload my files to the platform and I don’t want to send them by email. What can I do?

Your New Patient Coordinator (NPC) can set up a secure Google Drive folder for you to upload your files.

Do you accept insurance?

We are a self-pay practice and do not handle prior authorizations for medications or treatments. While certain diagnostic tests may be eligible for insurance coverage, all treatments are self-pay.

What’s the difference between a New Patient Consult and an Egg Whisperer consult?

The New Patient Consult and Egg Whisperer Consult each serve different purposes. You can request both on this page.

Egg Whisperer Consult (Fertility Awareness Panel)

It’s a 15-minute phone call with Dr. Aimee. It’s for individuals who are curious about their hormone levels and what they mean.
This doesn’t include collecting or assessing your medical history.

New Patient Consult

Tailored for those who are ready to conceive or explore fertility treatments.
Before your video consult with Dr. Aimee, our team will gather your complete medical and fertility history.
Dr. Aimee will dive deep into your past tests, treatments, and medical history to thoroughly understand your situation and make her assessment. (we’re talking about reviewing hundreds of pages and data points!)
During the consult, she’ll answer your questions and create a specific treatment plan just for you (no cookie-cutter plan here).
After the consult, Dr. Aimee will email you a personalized Fertility Plan, packed with recommendations for tests, protocols, supplements, fertility resources, and more.

What can I expect during the New Patient consult?

Get ready for a personalized and in-depth discussion with Dr. Aimee about your fertility path. Dr. Aimee will come fully prepared, having carefully reviewed your medical and fertility history. This is your opportunity to ask questions, share concerns, and receive expert guidance.

After the consult, Dr. Aimee will send you a personalized Fertility Plan, created just for you. This plan will provide you with clarity, answers, and a clear understanding of the next steps in your fertility care. It’s like having your very own fertility compass!

Our patients love this in-depth consult experience. It covers everything you need, starting from the pre-consult preparation to the consult itself, and even post-consult guidance. They say it’s the most information they’ve ever received from a fertility doctor ever!

What are the next steps after the New Patient consult?

Following the consult, Dr. Aimee will email you a personalized Fertility Plan. This plan will include recommendations for supplements, any required tests, suggestions for lifestyle changes, and a treatment plan. Your timeline is our priority! When you’re ready to proceed with treatment, we’ll be here ready to support you. There’s no waitlist with Dr. Aimee to start treatment. When you’re a VIP (Very Important Patient), you don’t have to wait to start your new plan.

What if I need to reschedule or cancel the New Patient consult?

Dr. Aimee and our team start preparing for consultations up to two weeks in advance. During this time, we collect and review your medical history and fertility diagnostics to give you the best personalized experience.

Because of this preparation, we ask for a minimum of two weeks’ notice if you need to reschedule or cancel. To cover the work we’ve already done, we charge your credit card two weeks before your consultation date. Due to this policy, we can’t offer refunds if you reschedule or cancel after that point. However, we may accommodate rescheduling for unforeseen circumstances.