Policies

The primary purpose of Northern Virginia Pediatric Associates, P.C. is to care for the physical and mental health of children as well as provide support and guidance for their parents and guardians.  In order to accomplish this goal, we have established the following office policies.

Our practice follows the standard of care and immunization guidelines set by the American Academy of Pediatrics.  You may be responsible for partial or total payment of some of these procedures depending on your insurance coverage.

Well check-ups, rechecks and immunizations must be scheduled in advance.

Co-payment and administrative fees are due at the time of the visit. We accept cash, checks, MasterCard, Visa and American Express credit cards. Co-payment and administrative fees not paid at time of service will incur a $ 10.00 fee to help cover billing costs. In addition, balances not paid within the first billing cycle, will also incur this fee.

Test results and records for patients 18 years and older will not be released to anyone other than the patient without a signed release.

A $10.00 processing fee is charged for each completed school, sports and camp form.  Schedule II prescription refills are also charged a $10.00 fee.

Three business days are required for referrals.  Exceptions are only made for emergency room visits.  Referrals cannot be backdated.

For transfer of records, a signed release and a $15.00 fee per record is required.  Please allow 10 business days.

Regrettably, due to increased administrative costs, there will be a $ 10.00 charge for calls received after the office has closed.

Walk-in / Late Policy
It is the policy of Northern Virginia Pediatric Associates to see ill children as soon as possible when a parent calls for an appointment.  In fairness to all patients, we ask that you do not walk-in without an appointment.  Walk-ins disrupt the flow of patients with appointments and may cause your child to wait longer in the waiting room than if an appointment had been made.  Walk-ins will be fit around patients with scheduled appointments and may be charged an additional fee of $25.00, which will be due at the time of the visit.  Also patients, who arrive for their appointment more than 30 minutes after their scheduled time, may be charged a late fee of $ 25.00 which will be due at the time of the visit.

Phlebotomy and Specimen-Handling Fee
In order to cover operating costs and maintain our high quality of care, a fee is charged to have your child’s blood drawn by our technicians. In addition, a specimen-handling fee will be charged for samples sent to an outside laboratory.  If you do not wish to pay these fees, you may go to the patient service center of the laboratory contracted with your insurance company.  This information can be obtained on the back of your insurance card or by calling your insurance company.

Insurance and Financial Responsibility
Please familiarize yourself with the terms of insurance contract.  Since we participate with numerous insurance companies and each of those insurance companies have numerous and unique plans, it is impossible for us to know the requirements of each individual policy.  It is your responsibility to know if referrals are necessary, what hospitals, labs, X-ray facilities, etc. you can use.   Any procedures not covered by insurance, are the patients responsibility.

Self-Paying Patients
Payment is due at time of service.  When checking out, please ask for a copy of your bill so that you can submit for reimbursement.