Please review these policies — they apply to all patients, new and returning.
New patients agree to them by signing the Consent for Treatment & Office Policy Acknowledgment; returning patients, the Transition & Continuity of Care Acknowledgment.
| Scheduling | Well visits, physicals, and follow-ups are scheduled in advance — please call as early as possible to get your preferred time. Sick visits are generally seen same-day when you call the office in the morning. |
|---|---|
| Appointments | Please arrive 10–15 minutes early and bring your ID and your child's insurance card. |
| Late Arrivals | If you arrive more than 15 minutes late, we may ask you to reschedule so we don't delay care for other patients. |
| Walk-ins | We see patients by appointment only. If you arrive without an appointment and we're able to fit you in, a $30 walk-in fee applies, which is not covered by insurance. |
| Cancelling & Rescheduling | Please call at least 24 hours before your appointment to cancel or reschedule. Changes made within 24 hours incur a $30 fee. |
| No-Shows | $50 fee for missed well visits, $30 for missed sick visits. Payment is required before scheduling your next appointment. Repeated no-shows or late cancellations may affect your family's ability to schedule future appointments. |
| Payment | Self-pay patients and non-participating insurance plans are due at time of service. |
| Forms & Paperwork | Free if brought to or requested during a well visit. Forms can only be completed if your child has had a physical exam in our office within the past 12 months. $15 fee per form for completing school, camp, daycare, sports, or other paperwork outside of a scheduled visit. Please allow 3–5 business days. Rush service: $30 per form for next-business-day completion. |
Our office maintains a strict vaccine policy. We believe children should receive vaccines on the schedule recommended by the American Academy of Pediatrics, unless medically indicated otherwise. For the safety of all our patients, we are unable to accept or continue seeing families who refuse or wish to delay recommended vaccines.
| Privacy | We share your child's health information only with parents/legal guardians and anyone you authorize on our HIPAA acknowledgment form. See our Notice of Privacy Practices for how information is used and your rights. |
|---|---|
| Medical Records | We send or request records only with a signed authorization form. A general records authorization expires 90 days after it is signed unless you note a different date. |
| Medication at School or Camp | Medication must be provided in its original, pharmacy-labeled container. Authorizations are valid for the current school year only unless renewed, and parents/guardians are responsible for supplying and refilling the medication. |
| Physicals & Official Forms | Sports physicals, the Virginia School Entrance Health Form, and the BSA health form are completed and signed by Dr. Lee during a physical exam visit. Please complete the parent sections before your visit. BSA high-adventure trips (Part D) need extra time — let us know when you schedule. |