As a new or existing patient, there are a few things you need to know regarding our practice. By implementing these standards of care, we aspire to make your experience here professionally courteous, efficient and informative.

Patient Registration

To comply with the new healthcare guidelines, the following items are required for each visit: a valid insurance card, photo ID, and referral (if required by your insurance company). If you are a self-pay patient, there is no need for an insurance card.

If you do not have any of these items, we may have to reschedule your appointment for a later day. For self-pay patients, a minimum payment is required prior to the office visit or procedure. It can be paid right before the appointment.

If you are viewing this from our website, please go to the forms tab and fill out the necessary forms under patient registration. Fill them out completely and accurately, please.

Appointments

All appointments are confirmed via telephone prior to the scheduled date. If you are scheduled for a procedure, we will call you two business days before your scheduled procedure to confirm the procedure date, time, answer any questions you may have, and go over your insurance information.

For office visits, please arrive at least 5 to 10 minutes early. If you arrive 15 minutes after your appointment time, you may be rescheduled. If you are scheduled for a procedure, please arrive an hour early.

Copayments are due at the time of the appointment.

Medical Records

We ask that you bring, or have sent over, any medical records from other practices that may relate to your visit. This could include recent lab work or radiological studies. Typed-out medication lists are appreciated.

Cancellation Policy

There is a $50.00 fee for the failure to give us, at minimum, a 24 hour notice for cancellations. There is a $200.00 fee for the failure to give us, at minimum, a 5 day notice for cancelling your procedure with the Loudoun Endoscopy Group. If you are scheduled for a procedure at the hospital, we require a 2 week notice. Patients who forget their appointment will also be subject to our cancellation policy.

Referrals

If your insurance requires you to have a referral to see a specialist, please contact your primary care doctor. It is your responsibility to know your insurance requirements. Referrals are a requirement of your insurance company. You will need to bring your referral with you if we do not have it in your chart. If you do not have the referral we will need to reschedule your appointment.

Phones

Response to telephone messages are returned in the order in which they are received. If you are having a life threatening emergency, please call 911.

All calls received after 3:00 PM may be returned the following business day.

When leaving a message, please speak clearly. We need the following information: patient’s date of birth, full name, contact information, and the nature of the call.

Prescription Refills

If you have a prescription refill request, please contact your pharmacy. We require a 48 hour turnaround time for prescription refills and to start pre-authorizations for medications.

If you are taking medications such as Asacol or Nexium, you are required to have an office visit every six (6) months. Some medications may require at least a once a year visit with our practice.

Pre-Authorizations

We require a 48 hour notice to obtain pre-authorization from your insurance company for any radiology procedures, CT scans, MRI, medications, etc.

Pathology

After your procedure, it can take up to 2 to 3 weeks to review your pathology results. After your results are reviewed by the doctor, a nurse or medical assistant will contact you by mail, web message or telephone. All patients receive a letter in the mail explaining their procedure results and follow up information. We only call patients with results if it’s an emergency. If you have not heard from us after 2 weeks, please feel free to contact us.