Medical Records and Confidentiality
A federal law known as HIPAA protects patient privacy and prohibits us from disclosing or discussing personal information or treatment regarding a patient without the patient’s written authorization. Therefore, we must always speak with the patient regarding the care we provide, billing, medications, etc. unless there is a written authorization on file. This applies to children/adults/spouses/partners – no exceptions. Verbal authorizations are not acceptable.
Medical Records are property of the medical practice. Virginia State Law requires that requests for a copy of a patient medical record are made in writing. This request must be HIPAA compliant; and must identify the patient including date of birth, current address, and signature. The request must also include where the records are to be sent with full name and complete address. Please allow 10 business days for medical records processing. The charge for this service based on Virginia State Law is; $0.50 cents per page up to 50 pages then $0.25 cents a page thereafter plus a $10.00 handling fee and postage charge based on USPS fees.
Our offices are open from 8:30 am to 4:45 pm.(closed from 12-1 pm for lunch) Monday through Friday. Each doctor’s hours vary from day to day. We ask you that you call in advance for an appointment. We make a conscious effort to see patients on time. However, there are many occasions when emergencies and other patient care problems result in unavoidable delays. We appreciate your understanding when that happens.
Doctors maintain surgery and delivery at privileges at Virginia Hospital Center exclusively. They are able to communicate to patients in English, Spanish, Italian, and Korean.
We accept many insurance companies as well as self-pay patients. Our office does not accept checks but we do accept cash, Visa, MasterCard, Discover and American Express.
- Arlington Office Appointments, please call 703-528-6300, option 4
- Reston Office Appointments, please call 703-437-8080 AS OF DECEMBER 22, 2015 WE RELOCATED TO OUR NEW ADDRESS, CLICK HERE FOR MORE INFORMATION!)
- Schedule appointments through
Before your appointment
Please have the following information ready for your appointment:
- Valid form of ID (passport, military ID, state issued driver’s license or ID)
- Most current insurance card
- Updated registration forms (add link to registration forms)
- Pharmacy information of your choice
****Parking for the Arlington Office
From North George Mason Dr., follow the signs to ZONE A BLUE PARKING garage next to the main hospital entrance (1625). You will then take two sets of elevators: the garage elevators to the main lobby and the main elevators to the fourth floor. Please follow the signs to Suite 474.
IMPORTANT NOTICE: the parking garage is managed by the hospital, thus we are unable to validate parking. The hospital charges $5 per day for parking. Please allow enough time to find parking to avoid being late to your appointment.
If you find you are running late for an appointment, please call us to determine whether you can still be seen. If you are over 20 minutes late, we will make every attempt to accommodate you into the schedule; however, you may need to wait. Or, you have the option to reschedule the appointment.
We request that you provide us at least 24 hours notice if you need to cancel your appointment. Our office offers an appointment reminder service. A $25 fee applies to missed/no show appointments.
INCLEMENT WEATHER POLICY!
Healthcare for Women, P.C. follows the FEDERAL GOVERNMENT only in regards to closure or delays. If the Federal Government is closed, the the office is closed. If the Federal Government has a two-hour delay then our office will open two-hours late. If your appointment is scheduled on a two-hour delay please expect a call from our office to reschedule you appointment. We do not follow the Federal Government’s “Telework” or “Liberal Leave”.
Please know your insurance plan! Your co-pay, co-insurance, and/or deductible is/are due at time of service. In order for our office to submit your claim to the insurance company, we require that you provide us with the most updated insurance card at all visits. Please be aware that insurance cards change every year.
Medicare Patients: if you have a secondary insurance, please make sure that you have taken care of the cross over between Medicare and your secondary insurance (Please call Medicare to take care of this). We are not able to submit your claim to the secondary insurance unless the cross over has been taken care of!
We participate with the following insurance companies:
- Alliance PPO-GEHA
- Anthem Blue Cross Blue Shield
- Associated Benefit Plan
- Carefirst Blue Cross Blue Shield PPO AND HMO (Blue Choice)
- Carefirst Blue Cross Blue Shield-Federal Plan
- Coventry Healthcare
- First Choice Health
- Golden Rule
- Great West Healthcare
- Kaiser Permanente (only if allowed to go out of network)
- Multiplan PPO
- One Health Plan
- One Net PPO
- Optimun Choice
- Principal Financial Group
- The Hartford
***Note: we do not participate with any discount medical insurance plans, Medicaid or Mega Health and Life.
No Insurance? No Problem.
At Healthcare for Women, we believe that medical care should be accessible to everyone, including patients without medical insurance.
For our self-pay patients, we offer a time of service discount. Also, we accept cash, debit cards and all major credit cards.
Forms and Downloads
- Returning Patients (once a year)( PatientInfoForm/ HIPAA / FINANCIAL POLICY)
- New Patients (PatientInfoForm/ HIPAA /FINANCIAL POLICY )
- Change of Address (PatientInfoForm )
- Medical Record Release Form
Calling The Office/Contacting The Nurses
Non Emergency Telephone Calls
During office hours, the doctors’ schedules do not allow for patient telephone calls unless there is an urgent or emergency situation. The receptionist or nurse will direct your question or concern to your physician. The nurse will call you back with instructions from the doctor. Nurses triage telephone calls between 9am and 4:30pm taking lunch from 12-1 pm.
Emergencies and After Hours
If the situation is severe, please call 911 or go to the nearest emergency room. During office hours, call your office at 703-528-6300 (Arlington) or 703-437-8080 (Reston). After hours and weekend calls will be answered by the physician on call. Please limit these phone calls to urgent matters. Please call your respective office telephone number and the answering service will page the doctor on call.
IMPORTANT NOTICE: prescription refills and appointment matters are not considered urgent and should be handled by the office during regular hours.
|Practice Administrator||Barbara Rosand|
|Surgical Coordinator||Delmy Gonzalez|
|Front Desk Supervisor||Jackee Sandoval|
|Nursing Supervisor||Ingrid Vasquez-Messer|
|Office Manager||Marina Argueta|
|Billing Coordinator||Ana Rodriguez|
Contacting the Nurse
During office hours, a triage nurse is available to answer your call between 9 am and 4:30 pm with a lunch break from 12-1 pm. Call volume varies on a day to day basis and you may be prompted to leave a message. Please allow 24 hours for non urgent phone calls to be returned. Urgent phone calls will be returned by 5 pm the same day.
Prescription and Refills
All prescriptions will be given to the patient during your scheduled office visit. The doctor will either e-prescribe it to your pharmacy on file or provide you with a printed one.
If you need a refill on an existing prescription, please have your pharmacy contact the office via fax or e-prescribe. Please be aware that if you are running out of your prescription you are probably due for your annual exam or are due for an important follow up. We will fill your prescription until your appointment date. Please allow 48 hours for a refill prescription request to be processed. Be aware that prescription refills will not be handled after hours or on weekends.