Office Policies

Appointments

All patients will be seen by appointment. Calls to schedule sick visits are best made in the morning. Calls to schedule well visits are more easily made in the afternoon, this is especially true on Monday mornings when the phones very busy. Should you find it necessary to break an appointment, please call and reschedule. Failure to cancel your advance scheduled well child appointments and consults within 24 hours will result in a $50 charge per child. Failure to cancel any other office visit will be a charge of $25. As a courtesy, we call one to two business days before to remind you of any advance scheduled appointments; however, if we are unable to reach you by phone for any reason, we will not be responsible for providing this reminder.

Late Arrivals

Please arrive for your appointment on time or early if you have special needs, forms to be completed or are coming to see us for the first time. Understand that we do our best to stay on schedule and if a patient is late this affects everyone scheduled after you. We reserve the right to ask you to reschedule your appointment if you arrive more that 30 minutes late for a sick appointment or 15 minutes late for a well visit or patient conference.

Walk-ins

The Walk-In Clinic is offered on Mondays only from 7:30am – 8:30am for established patients who have an acute, urgent illness.  If your child is having an  illness of one week or longer or needs follow-up or recheck then please schedule an appointment.  If overcrowding occurs during the clinic we may need to schedule an appointment for you for later in the day.  Please note: If Loudoun County Schools are delayed or closed for Inclement Weather, our Walk-In Clinic will be cancelled for that day.  Also, the Walk-In Clinic is suspended during the summer and cancelled on any holiday that falls on a Monday and during the weeks of Christmas and New Years.

Sibling Appointments

For check up appointments and sick visits, siblings are scheduled in consecutive time slots. We ask that you do not bring in a sick sibling who does not have an appointment with a child who has a scheduled appointment as this causes the physicians to get behind on their scheduled appointments. If you wish to have a sibling seen, you will be given the next available appointment and must wait to be seen.

Parental Consent Form

When you cannot accompany your child for treatment of an illness or when the child has a check up, we will need to contact you for authorization of treatment or immunization. Please give a phone number where you can be reached to the person bringing in your child. You can also send in a written letter giving us this consent. Alternatively, plan ahead and ask for our authorization for treatment form. This can be located under our Patient Resources tab and filled out ahead of time if a relative or friend will be responsible for your child while you are away or incapacitated.

Routine Check Up

Town Pediatrics encourages periodic routine health visits. These give us an opportunity to review your child’s interim history; physical, social and cognitive development; and general health. In accordance with the American Academy of Pediatrics (AAP) Bright Futures Guidelines, we recommend checkups at the following intervals:

  • Newborn approximately 2 days after hospital discharge or upon the physician’s instruction
  • 2 weeks; 2, 4, 6, 9, 12, 15, and 18 months
  • 2 years, 30 months, 4 years, 5 years and yearly thereafter.

The AAP recommends hearing and vision screenings for children ages 18 months and up as part of routine preventive care.  They have recently updated their policy and recommendations to include improved screening methods to enhance early detection of potentially serious and treatable conditions.  Town Pediatrics is pleased to be able to follow best-practice and offer these improved screenings:  Spot Vision and Select Picture Audiometry Hearing Test.  According to the Affordable Care Act, insurance companies are mandated to cover recommended hearing and vision screenings without cost-sharing to the patients.  Some insurance companies, however, are considering these improved screenings as “diagnostic” tools instead of “screening” tools.  Those insurance companies are imposing co-pay, co-insurance and/or deductible charges and possibly the full charge to the patient. If these potential fees are a concern for you please check with your insurance company prior to your well visit and ask them if CPT codes 99177 and 92583 are covered as a preventive service.

Sports Physicals

Yearly sports physicals should be scheduled well in advance of the due date for the form. School sports in Loudoun County require that physicals be done after May 1st for the upcoming school year. Those children that have already had their annual physical could take advantage of our $50 Sports Physical. Please speak to one of our receptionists for more information.

Allergies and Medications

At your office visit, please let the nurse know before being seen by the physician if your child has any known medical allergies or is taking any regular medications (including prescription, over-the-counter, herbal remedies, or vitamins).

Vaccines

Town Pediatrics recommend all patients in our practice to be fully immunized by 2 years of age. It is recommended that vaccines be started by 2 months of age.  Click the following link to read about our new vaccination policy.  Vaccination policy  For more information about this policy or the vaccines we offer, please speak to one of the physicians at your next appointment.

Specific Doctor

We suggest you meet all the physicians in our group. We do encourage patients to select a Primary Care physician within our group who will be the main point of contact.   Follow-up visits for the same illness can best be handled by the original person treating your child.  Same day sick visits could be with any available physician that day.

On Call Doctor

There is an on-call doctor available evenings, nights, weekends, and holidays for emergencies. If the on-call physician does not return your call within 20 minutes, please call again.  Routine or non-urgent concerns should be reserved for the regular office hours. The best way to reach the doctor on-call is to call 703-777-5222 and leave a message according to the directions. Please note that the on-call physician can’t make appointments, you will need to contact the receptionist during our posted business hours.

Always have a pencil and paper when you call and the following information ready:

  • Your name and phone number where you can be reached.
  • Child’s name (first and last) and age.
  • Your problem-describe as well as possible… symptoms and temperature.
  • Any special problem-such as a heart defect, etc.
  • Treatment and response thus far.
  • Your pharmacy phone number in case we have to call in a prescription.

Negative Test Results

Our policy regarding routine laboratory test results (e.g. urinalysis done with annual check-up, throat cultures done after a negative quick strep test) is that the parent will be notified only if the tests are abnormal.

Prescription Renewals

All prescription refills (except for controlled substances – see below) will require 48 hours notice. These requests must be faxed from your pharmacy to us. If you’ve changed pharmacies after filling the original prescription, you must indicate the following to the office when making your request: name and strength of medication, instructions for use, and the original fill date and name of the prescribing doctor. We cannot refill medications ordered by another doctor.

Controlled Substance Refills

Requests for these prescription refills require 3 business days.

These prescriptions must be picked up in person. Your child must have a physical exam every year while taking these medications and if they do not we can provide only one refill in order to allow you to get an appointment scheduled and completed.

Calling in prescriptions

We do not call in prescriptions during office visits as the probability of error in filling the proper medication is increased if not presented in writing to the pharmacist. If we have agreed to send a prescription based on a phone in request by you, please allow enough time for the front desk staff to notify the pharmacy of the order. You should call the pharmacy before leaving your house to be sure they have the request.

School Medication Forms

Please request these at the time of your visit if your child must take the medication during the school/work day. If you are phoning in your request, please inform the staff member of the name and strength of the medication, dosing instructions, length of time that the prescription is to be given and the reason for its use. We want to be sure we are clear about the precise prescription for which you are requesting the form.

Inclement Weather

In the event of inclement weather, we will update our phone message and notify scheduled patients if the office will be closing or opening on a delayed scheduled.  Please note that if Loudoun County Schools are delayed or closed due to inclement weather the Monday morning Walk-In Clinic will be cancelled.

Medical Record Retention

Town Pediatrics will maintain a patient’s medical record for a minimum of six years following the last patient encounter; Records of a minor child, including immunizations, shall be maintained until the child reaches the age of 18 or becomes emancipated, with a minimum time for record retention of six years from the last patient encounter regardless of the age of the child.

Payment Due at Time of Service

Please be advised that all applicable co-pays are due at time of service. If payment is not received at time of service, your account will be charged an additional $15 out of pocket service fee. This fee will be waived for accounts where payment is received within 7 days of the date of service. We thank you for your cooperation in making timely payments for the service provided by our physicians.

Fees, Billing and Insurance

Information regarding our fee schedule is available in the office or by telephone. Because of the work involved and the high cost of monthly billing, payment at the time of service is requested. If your insurance plan has a co-payment we will collect that payment on the day of service.  If your plan has a deductible or coinsurance, we will bill you after the claim has been processed by your insurance carrier.  You can make payment by cash, check, money order, or credit card. VISA, MASTERCARD, and DISCOVER are accepted for your convenience. There is a $25.00 fee for returned checks.

Insurance forms are the responsibility of the patients unless we participate with your plan. Receipts with full information for the insurance companies and for tax records are given with each visit at the patients request. Please keep these receipts since they are also your itemization for supplemental and major medical policies. If we are not a participating provider for your insurance, services should be paid for at the time of your visit and reimbursement will be made directly to you by the carrier.

If we are a participating provider and you plan on having us file with the insurance company directly, we must have a current and up to date information regarding your insurance policy within 30 days of your visit in order to file claims. Otherwise, you will be responsible for the payment in full of the charges for that day.

Please read our Explanation of Billing Statements.  If there are any questions regarding insurance, we will be glad to give you assistance during regular office hours.

Patient Balance Due: Upon payment from your insurance plan, any balance that is due is to be paid by you upon receipt of the statement. If your unpaid balance is beyond 90 days, your account may be turned over to a collection agency, unless a previous financial payment plan has been established with our office, and we may terminate your patient relationship with the practice.

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