Office Policies

The following is an outline of procedures that we use at Loudoun Internal Medicine. Please review these procedures and they will provide an understanding of how our internal processes flow.

Thank you.

Patient Forms

These are forms for new patients to fill out prior to an initial visit with our practice so we can learn more about you.

New Patient Forms

Annual Wellness Form

Permission to Disclose Information

Release of Medical Records

Copies of Testing Results

Please call our office at (703) 858-3220 and press option 3 if you have questions about Test Results.

Workman’s Compensation

If you require medical attention due to an injury, you will need to provide us with the following information:

Insurance Company name and address
Claim #
Phone # of the Workman’s Compensation Insurance Carrier
Contact name at the Worker’s Compensation Carrier

Payment

Your insurance plan requires us to collect your co-payment at the time of your visit.
Please bring your co-payment and insurance card to every visit.

Insurance Participation

We participate (bill for) most health plans. Please verify your plan participation by calling your insurance carrier or your human resources department.

Referrals/Pre-Authorizations

Please call your insurance to verify if a referral/prior authorization is needed. Some insurance companies do not require a referral. Please allow at least 72 hours to obtain your referral. Some insurance’s can take up to 7 business days to receive approval or denial. We cannot back date referrals and we cannot accommodate same day referrals unless it is a true emergency.

If you would like to request a referral, please call our office at (703) 858-3220 and press option 4 for Referrals and Authorizations.

Controlled Substances (Narcotics)

Requests for these types of prescriptions will be honored only during routine office hours—this excludes evenings and weekends, after our office is closed.

Written Prescriptions

Please allow us 48 business hours to prepare written prescriptions. These written prescriptions may be picked up at our office between 8:00AM and 5:00PM, Monday thru Friday

Prescription Refills

It’s always best to request refills a few days before you run out of your medication.

When you find that you need a refill on an existing medication, please call your pharmacy. They will check their records and if necessary, notify us. We request that you allow us 48 business hours to honor your requests.

When the pharmacy calls us about a prescription before noon, we usually return their call on the same day. If we receive a call or information after noon, we will respond on the next business day. Please be aware that we use pharmacy phone lines designated for physicians. Pharmacies check their messages by different methods so we cannot predict when our message is received and processed by your pharmacy.

If you would like to discuss a refill on a medication, please call our office at (703) 858-3220 and press option 2 for Prescription Refills.

Appointments

Appointment hours begin with some providers at 7:00AM and finish at 4:45PM Monday thru Friday for some types of appointments. 

Our phone lines are open 8:00AM – 4:00PM Monday thru Friday. We make every effort to offer same day appointments for patients having immediate difficulties. Any routine services, such as physicals or PAP exams may be scheduled at the first available opening. In order for us to provide you the best possible care, you will need to be seen by one of Loudoun Internal Medicine’s providers on a yearly basis. 

Please give at least 24 hours notice when rescheduling or canceling an appointment with our office. If you fail to reschedule or cancel any appointment without 24 hours notice, you will be accessed a no show fee. 

After hours you can reach the on call physician by calling our practice at (703) 858-3220. The on call physician will advise you where to go based on your medical condition.

We are also affiliated with an urgent care center to provide medical care after hours and on weekends if you wish to be seen by a physician. Please visit their website – www.lmgimmediatecare.com – for their location and hours.