OFFICE POLICIES

TARDINESS

Please call if you are running late. Patients arriving more than 15 minutes late may be asked to reschedule.
 
MISSED APPOINTMENTS/CANCELLATION POLICY

We request that patients who are unable to keep an appointment contact our office at least 24 hours prior to the

scheduled appointment time since there are usually other patients whom could benefit from that availability.

Patients who do not contact the office within 24 hours period to cancel their appointment may be charged a $35 fee for the missed appointment. Patients are responsible for updating their contact information and email address.
 
ANNUAL WELLNESS VISITS

Insurance companies and Medicare cover the “Annual Wellness Visit” every 365 days. At the discretion of the provider, you may be billed for an actual office visit in addition to the wellness visit should there be multiple issues covered during the visit. This may result in a co-pay that the patient will be responsible for. 
 
REFERRALS

Please allow at least 48-72 hours to process non-emergency referral requests. Emergency referrals will be handled as quickly as possible and may be expedited by the staff. Insurance companies prohibit retroactive referrals, so it is the patient’s responsibility to obtain a referral before seeing their specialist. Referrals may be picked up in person, emailed via secure email, or mailed to your home. An appointment is required when regarding a medical issue which hasn’t been discussed or for which you haven’t been seen within six months

 
PRESCRIPTION REFILL POLICY

Prescription refills require close monitoring by your health care provider to ensure the safe continuation of the appropriate dose, frequency, and term of that medication. Your provider will prescribe the appropriate number of prescription refills until your next scheduled appointment.
 
Please allow 48-72 hours to process prescription requests. Electronic requests may be requested through your pharmacist. If you have not been seen at the office for more than 6 months, you may need to be seen by a provider. Medications requiring pre-authorization may require additional time to process. Please plan ahead for refills during the holidays and when traveling.
 
Our providers participate in the Virginia Prescription monitoring program. 
 
Photo ID or patient authorization is required when picking up any prescriptions, sample medications, documents, and referrals.
 
FORMS & LETTERS OF MEDICAL NECESSITY

We are happy to complete any documentations or assessments you require. However, to properly assess your health and complete these forms an office visit is often necessary. Due to the additional time required to complete these forms, there may be a document completion charge of $75 when there is no accompanying visit necessary.

CREDIT CARD ON FILE POLICY

At Alexandria Primary Care Associates we require keeping your credit or debit card on file as a convenient method of payment for the portion of services that your insurance doesn’t cover, but for which you are liable. Your credit card information is kept confidential and secure and payments to your card are processed only after the claim has been filed and processed by your insurer, and the insurance portion of the claim has paid and posted to the account.

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