Medication refills should be requested at least 3 business days before running out.  Patients unsure if they have refills left should contact their pharmacy to check. Patients who do not have refills, may request the pharmacy contact the clinic directly at 909-982-7741.  

Patients may request refills by: 

• Emailing the Medication Refill request via the Patient Portal or to [email protected] 
• Contact the clinic during business hours.  

Information needed to process RX refill request: 

• Patient Name and Date of Birth 
• Name and strength of your prescription 
• Pharmacy where you would like it sent. 
• Phone number where you can be reached. 
• Please allow 48-72 hours to process your request. 

Some medications require a Prior Authorization for a patients insurance company to approve the medication. Patients needing a Prior Authorization, please contact our office.  

We ask that patients allow 48-72 hours (about 3 days) for processing. 

Patients on controlled medications need to be seen in clinic every three months for refills to be processed 

 Refills will not be granted to patients not seen in the clinic in the past 6 months. Patients requesting refills who have not been seen in over 6 months will need to schedule an appointment and be seen by a provider for any further refills. 

Providers will contact patients directly if the findings are concerning. 

Once results have been reviewed the Provider will post results to the secure Patient Portal. Patients without access to the patient portal may request to have the results mailed or sent via a secure email.  

Please follow up with Aspen if you do not hear or receive information about your results within 7 business days. 

Many health care plans need a referral or authorization prior to Patients being seen by a specialist. Patients should inquire about their health insurance for their referral requirements. 

Referral requests can be made via the Patient Portal or by contacting the clinic during office hours at 909-982-7741  

Patients may request to be referred to a Specialist or your Provider may wish you to be seen by a Specialist. For patients requesting to be referred to a Specialist, the Provider will review the request and if no appointment is needed, it will be sent to the Referral department for submission.  Please allow up to 14 days (about 2 weeks) depending on the referral type.  

Once authorized, patients can receive the referral via mail, secure mail or can pick it up in the clinic. The referral will have the name and location of the Specialist, the number of visits allowed and the expiration date of the authorization. 

Patients requesting Medical Records for themselves, or another Provider must complete Authorization of Release of Medical Record information. The form can be obtained at the clinic or under the Forms tab on our website. 

• Patient transferring from Kaiser will need to complete the Kaiser specific Medical Record Transfer form. 
• There is no fee associated for Medical Records being sent to Aspen Family Medicine or another Provider 
• Patients who wish to have copies of their own medical records will be charge a $25 copying fee  
• Please allow 2-4 for your record request to be processed. 

Patients may send paperwork to be completed by their Provider either via email to [email protected] or by bringing it to the clinic. To speed up the process, prior to sending your forms for completion, please fill out all relevant patient sections and dates  requested . Patients will be contacted when the forms are ready for pick up. Please allow 5 business days for the forms to be completed.  

There is a CASH FEE of $15.00 for all Provider completed forms.  Payment is due at the time of the request. This includes any forms completed online, such as EDD (Employment Development Department) forms. 

We ask patients to request prescription refills in a timely manner, and schedule appointments ahead of time to avoid any lapse in medication. We reserve priority scheduling of Same Day appointments for patients with acute health concerns until 10:30 am. After 10:30am we will release any available appointments for non-acute matters. 

There are several factors to consider, such as if the prescription is new or a refill, how long it’s been since you were seen, or if it is an ongoing problem or new symptoms. Often, the provider will want to see you ensure you are receiving the right medication. These decisions are made based on what is in the best medical interest of the patient.