Billing and Payment Information

Billing and Payment Infomation

Finances are always a sensitive subject to address, however, we believe that it is important to address insurance and payment issues at the onset of our relationship so that there are not issues on either one of our parts once we begin. In order to facilitate a beneficial experience for you, let us explain how a primary care medical office operates and provide some tips on how to utilize your insurance benefits to your maximum advantage:

It is important that you are aware of the services for which your insurance plan will and will not pay for. For example, some insurance plans will not pay for routine annual physicals. Being aware of what services your insurance plan covers will prevent you from receiving unexpected bills after your visit.

There are fees for forms that need to be completed by the providers that are not completed during the office visit.

It is our policy to charge for specific appointments that are missed or cancelled within a 24-hour time period. It is our policy to charge $25.00 for missed physicals and procedures. It is also our policy to charge $50.00 for missed stress tests. It is our policy to charge $75.00 for missed echiocardiograms and stress echocardiograms cancelled within a 48-hour time period. Remember that you have committed to that time and have blocked the physician’s time to others.

There is a 15% monthly service charge if we are billing for past-due balances. There is a $40.00 charge for returned checks.

There is a charge to copy a patient’s medical file. These charges are based upon Virginia State rates. Please ask the receptionist for more information.

INSURANCE

Most people choose a doctor that is approved by their insurance company. Therefore, all initial paperwork (patient registration form) must be completed correctly in order for us to receive third party insurance payment. and so that you do not incur any unnecessary costs. Without current and accurate insurance information we will be unable to successfully bill your insurance company. PLEASE – Bring your insurance card and your co-payment to every appointment.

It is important to let us know when you have moved, changed jobs, or changed insurance. Please inform our receptionists upon your arrival for your appointment. Come in early to fill out paper work if there are any changes.

We will be asking to make a copy of your photo ID for your files. This will help us to protect your identity and ensure accurate billing.

Your individual insurance company sets your co-pay. Your insurance company requires that you pay your co-pay at time of service. You may also have a deductible that has to be met before the insurance will begin to pay for services. Your deductible is paid directly to your doctor’s office. When the deductible (if any) is met, the insurance will begin to pay. This varies from company to company, so it is to your benefit to check with your insurance company before you come for your appointment. Payment is expected at time of service (including insurance co-pays).

Many insurance companies require that you choose a primary care physician (PCP) and list them on your insurance card. Make sure that you check with your insurance company to make sure the doctor you wish to see is on their list of approved physicians or the insurance company may refuse to pay for your visit. If Herndon Family Medicine, or a physician at Herndon Family Medicine in not listed on your insurance card, and your insurance requires that you list a primary care physician, your insurance company may refuse to pay for your appointment and you may be financially responsible for the cost.

If you should change insurance companies, let us know. Should you change insurance companies and not inform us, you may become individually liable for visits that could have otherwise been covered under your new insurance. It is important that you let us know whether more than one insurance company covers you, and if so, which insurance is primary and secondary so that we can bill the primary company first or your secondary insurance will be null and void.