Please click the links below to download the forms and complete prior to your initial visit
New Patient Form
Does Pediatric Associates offer same day appointments?
After hours, can my child be seen at the office?
If my child is ill and your office is closed, should we go to the closest Urgent Care or Minute Clinic?
How can I reach someone when the office is closed?
Our after-hours number (540-662-3878) is answered 24 hours a day, 7 days a week. This way you can speak to someone from the office at anytime. We do ask that you use this service for urgent questions only or to set up urgent after hours appointments prior for our after-hours clinics. For routine issues, please call the regular office number (540-662-3853) during regular business hours. To set up morning appointments, please call our regular number after 7:30 AM.
If I call the office during the day how soon will my call be returned?
During regular business hours we receive many phone calls for various issues. We have a nurse whose sole purpose is to return many of the phone calls for advice. We do try to return the more urgent calls first to provide an appointment in a timely fashion if necessary. Please make sure to leave a number that you will be able to answer (calls that go to voice mail will delay the response time). Please be patient if you don’t receive a response quickly, especially if you have a non-emergent issue. Complex questions such as school troubles, behavioral issues or questions directed specifically to one of our physicians may not be returned until the end of the day or during lunchtime in that they are busy seeing patients in the office. We appreciate your understanding in these circumstances.
Do you have separate waiting areas for sick and well patients?
Our office has separate waiting areas for sick and well patients.
If my child needs evaluation from a specialist, where will you send him or her?
We have good contacts with several specialists in the area, in Northern Virginia, and in Charlottesville and we will discuss with you about all the options available before referring your child to a specialist.
Do I need to bring my insurance card for each office visit?
Yes. This is a requirement of all insurance companies.
Due to no contact with our front staff, we are unable to receive new insurance cards and/or copays. We are asking that you please email your new insurance to our billing department, Michelle Hoff at firstname.lastname@example.org or to Becky Rolin at email@example.com. Unfortunately, insurance companies are enforcing new, shorter time frames in which we are required to have your child’s claims submitted to them. If we do not have your most current insurance card and policy holder information within 60 days of your child’s visit, we will not be able to file with your insurance and you will be responsible for the balance. If you have any questions, don’t hesitate to reach out to one of us.
Can you bill for my co-payments after the service?
The policy of our office is that all co-payments are due at the time of service. For your convenience, we accept cash, checks, and all major credit cards.
Do you accept patients without insurance or whose insurance is not active at the time of visit?
Is there a long wait to schedule a well visit?
What types of office visits should we expect for our children?
• A well visit is a thorough visit where we monitor your child’s development and provide preventative care for your child. This includes monitoring of growth and development, vision screening, hearing screening, sports physicals, immunizations, and parent counseling on relevant topics including healthy diet, behavior, academics, anticipatory guidance, and safety precautions.
• A sick visit is primarily to asses and treat an acute or chronic illness.
• Conferences are longer visits, typically to discuss complex or behavioral issues.
We are also happy to see expectant parents for a free prenatal visit.
If a diagnosis is found during a well visit that requires additional management, will additional fees be added?
Does Pediatric Associates of Winchester encourage vaccines?
Scientific evidence has established that childhood vaccines are safe and protect children from serious illness. Children who do not receive immunizations are susceptible to potentially life-threatening illnesses and present a risk to the other children they come into contact with and the community at large. The potential consequences of vaccine preventable diseases include hospitalization, mechanical ventilation, seizures, brain damage, and even death.
In pediatrics, we have seen the tremendous benefits of childhood vaccinations. At the same time, we have seen how misinformation about vaccines has put children at risk for illness. We understand the difficulty parents may have in sorting through the vast quantities of data on vaccine safety, and we are here to help guide you and answer all of your vaccine related questions.
At each visit we will review your child’s health record and discuss with you any vaccines that are recommended. Your child’s vaccine record is kept in your child’s chart as well as in the Virginia Commonwealth computer database, which allows us to print out each child’s vaccine record for school and camp forms. We participate in the Vaccines for Children (VFC) program and utilize the Virginia Immunization Information System to maintain vaccine records for all immunizations, whether covered by VFC and or private insurance.
What is your cancellation policy?
If I have a balance on my account, can I pay it over the phone?
I’m expecting a baby, can I schedule visit to meet you?
American Academy of Pediatrics: www.aap.org
Center for Disease Control: www.cdc.gov
Center for Young Women’s Health: www.youngwomenshealth.org
Food Allergy Resource and Education: www.foodallergy.org
Health Information for Young Men around the World: www.youngmenshealthsite.org
Healthy Children: www.healthychildren.org
La Leche League International for Breastfeeding Mothers: www.llli.org
Children and Adults with Attention-Deficit/Hyperactivity Disorder (CHADD): www.chadd.org
Virginia Department of Health – ticks: www.vdh.gov
For information on our current insurance requirements please contact the office during practice hours on 540-662-3853
Office payment policy:
Co-Pays – Co-pays are due at the time of service at the check-out desk.
Deductible – Until your yearly deductible has been met, at least 20% of total office visit is due at the time of service. You will then be responsible for the amount insurance does not cover.
Percentage – If your insurance pays a percentage of the charge (example: 80/20), 20% of office visit is due at the time of service.
Self Pay – Payable at the time of service unless a payment plan has been authorized.
Filing Own Insurance – Payable at the time of service unless a payment plan has been authorized.