PLEASE READ THIS INFORMATION CAREFULLY
If you have any questions, please feel free to discuss them during your visit. Following these procedures will help ensure that your medical visit, billing, refills for prescriptions and referral requests are fulfilled promptly.
The phone system has several mailboxes for specific purposes if you wish to leave a message. Please listen to the telephone prompts carefully. All messages are in both English and Spanish.
APPOINTMENTS (Telephone prompt #1)
When making an appointment, it is important that we know the purpose of your visit so we can allocate enough time to meet your needs. If you have not informed us during your initial phone call of all the issues you wish to discuss, we may have to ask you to return for an additional visit
REFERRALS (Telephone prompt #2)
Allow 24-48 hours to process your referral request. Please leave the following information when requesting a referral:
- Who is the appointment for? Name and date of birth.
- Who is your primary physician?
- Which specialist do you need to be referred to?
- What is the reason for the referral?
- When is the appointment for which you need the referral?
- What is the best way to contact you? Phone number(s).
Will you pick up the referral at FMAA or do you want the referral mailed to your home?
Please note: We do not fax referrals, as it is necessary to have your referral when you arrive for your appointment with the specialist. You may have to pay out of pocket if you do not have your referral with you at the time of your visit.
CHECK IN PROCEDURES
- New Patients please arrive 30 minutes prior and established patients please arrive 15 minutes prior so we can update your information.
- For speedier processing, you can download necessary forms and fill them out prior to your visit.
- Please see the front desk receptionist when checking in. You will be asked to:
Sign in and give your current name, address, and phone numbers. You may give us your email address if you choose to receive medically sensitive information electronically.
- Show your current insurance card.
If you are a new patient, please fill in the History form. If you have been here previously and need to update your history, please let us know. Please list your current medications and provide the requested Emergency Information, should we need to contact you immediately.
- If your appointment is for the annual health maintenance exam/PAP, you need to update your history form, even if you are an existing patient
- Sign a HIPPA form.
- Pay your co-pay for insurance.
PLEASE ALLOW 24-48 BUSINESS HOURS FOR PRESCRIPTION REFILLS, DO NOT WAIT TO CALL WHEN YOUR PRESCRIPTION HAS RUN OUT.
Pharmacies can use this prompt to refill prescriptions.
Patients need to speak with a receptionist or fax in their requests to 703 370-7214.
If you are faxing in your request, please provide the following information:Name:
- Date of Birth:
- Home/Work Phone Number:
- Prescription you want refilled:
- Amount requested:
- Pharmacy phone number:
*Patients, please do not use both the pharmacist option and fax your request option, because that will only delay the granting of your prescription. For each of these individual requests we have to pull your chart and that duplicates work on our end and delays the process.
Prior Authorizations for Medications
If you receive information from your insurance company requiring prior authorization for your medication, the following occurs:
- The pharmacy contacts FMAA for authorization.
- FMAA responds to your insurance company with the required information.
- Your insurance company approves or denies the request. The decision is not made by the physicians at FMAA.
- We will notify you when your insurance has responded to our request.
This process can take as long as a month due to the large volume of prior authorization requests and the time it takes for your insurance to respond. You do have the option of purchasing your medication without prior authorization. However, it is an out-of-pocket expense. FMAA is under no obligation to obtain a prior authorization and only does so as a courtesy to patients.
As soon as your lab results are received in this office, we will notify you immediately if your results are abnormal. If your results are normal, you will receive a call or letter from us no later than three weeks from the time of your visit (we wait until we receive all the test results and notify you in a single letter).
BILLING OFFICE (Telephone prompt #4)
The phone numbers are: (703) 370-2814 and (703) 370-6928. If you have any question about your medical bill, please give us a call. If we are not available at that moment, there is an answering machine and we will get back to you promptly.
Please make sure we have your current insurance information. If your name does not appear correctly on your insurance card, please correct this with your insurance company, as claims we file on your behalf will be denied if the name on your card does not match the name you sign in with. As a courtesy, we will submit your insurance claim. It is your responsibility to make sure the insurance company pays your claim. You have the contract with the insurance company. If the insurance company has not paid your claim within 45 days, the balance will become your responsibility. Finance charges will also apply 45 days after your date of service.
Please understand that you are the only person that will know if your insurance company covers specific conditions, (i.e., obesity, infertility, etc.) Check with your insurance coverage before your visit.
Additional Information Requests From Your Insurance Company
If your insurance company requests additional information regarding previous insurance, name, address, social security number, etc., HIPPA regulations require that you speak with your insurance company. If your insurance company requests information regarding a diagnosis or medical treatment, FMAA will be permitted to speak with your insurance company to assist in processing your claim.
FMAA requires a 24-hour cancellation period. Your account will be charged $35.00 for a no show fee if you do not meet the 24 hour cancellation requirement. As a courtesy to other patients, please call if you are not able to make your appointment, even if the period is shorter than 24 hours.
FMAA is not a participant with Workmen’s Compensation. Please consult your insurance company for participating physicians as well as your benefits office at your place of employment.
Your medical information is highly confidential. If you wish to have information released to another physician or insurance company, FMAA must have a Medical Release Authorization form signed by you. We can provide that form. If you wish to have your medical chart copied and transferred, your chart will be professionally copied by SMART Documents. They will directly bill you for their services.