Become a Patient

We’ve made dealing with paperwork as easy as dealing with paperwork gets.

A healthy relationship is based on trust, and at Virginia Women’s Center, we believe open communication and transparency about care options and their costs is essential.

Become a New Patient

We are currently accepting new patients into our practice. Thank you for considering us. To become a new patient:

  1. Make an Appointment
  2. Sign up for our patient portal
  3. Download your patient forms online through the patient portal

When you come to our office for the first time as a new patient, we'll ask you to complete some initial forms, including an Authorization and Consent for Treatment form, if you were not able to download them from the patient portal in advance of your appointment.

To make sure there are no delays in care during your first visit experience, please arrive 15 minutes prior to your scheduled appointment to ensure your registration is complete before meeting with your new provider.

Remember to bring:

  • Your insurance card
  • Valid photo ID
  • List of current medications
  • Office co-pay

In an effort to respect the time of all of patients, our staff strives to stay on schedule so that other patients do not have to wait.

For patients who are delayed and arrive late for appointment, every effort will be made to see them the same day. However, wait times may apply, or appointments may need to be rescheduled.

Privacy

We know things about you that your friends and family don’t know. And never should know.

Your privacy is guaranteed in our office, on the phone and on our secure patient portal. When you check in for each appointment, we’ll ask for your insurance card and a photo ID. We want to make sure that it’s you we’re talking to, and that your medical information is shared ONLY with those family members you’ve specifically identified in writing.

Your privacy is part of your health. And we take care of you.

Preparing for Your Visit

When we ask for your photo ID, it’s nothing impersonal.

We are responsible for your safety and privacy, and we take that responsibility seriously.

We’ll always ask for your ID when you check in. Or if you call, we’ll confirm your identity using your name, birthdate and the last four numbers of your SSN.

If you’re new, please bring your medical records to your first visit. Or if you’d like us to request them for you, just fill out the Medical Records Request form on our patient portal.

FMLA/Disability

We’re partnering with Sharecare Health Data Services to better care for you.

FMLA/Disability paperwork is complex and takes time away from our ability to care for you when you’re in the office and during phone consultations.

Effective immediately, all FMLA/Disability forms will be processed by Sharecare HDS.
As a trusted partner, they adhere to all state and federal regulations regarding your protected health information.

There is a $30 fee to complete all of the necessary paperwork. Your care team will give you specific instructions when you let them know you need assistance with FMLA paperwork.

FAQ

Can I come for my annual well woman exam if I have my period?
Yes. PAP Smears are no longer performed annually. And, even if you are due for one, unless your menstrual bleeding is abnormally heavy, it shouldn’t interfere with the PAP results.

Can I share a health concern during my annual exam?
We know it’s not easy to make multiple trips to the doctor. If you’re experiencing a medical problem, please don’t hesitate to tell us whenever you see us so we can address problems early.

There may be some charges involved if we cover a medical issue in addition to your wellness exam. Insurance companies typically cover 100% of the preventative portion of your annual GYN visit.  Depending upon your age and risk factors, covered services include the following:

  • Review of past medical, social and family history
  • Physical exam
  • Review of medications
  • Immunizations based on age and risk factors
  • Risk factor reduction interventions
  • Age-appropriate screening tests

Medical problems are not covered as a part of an annual exam. Therefore, your insurance company will most likely require you to pay a co-pay or make payment toward your deductible for any diagnostic services during your visit.

If you have any questions, let us know. We’re happy to explain further.

What is a co-payment?
A co-payment is due at the time of service each time a medical service is accessed. Multiple co-payments may be applied by your insurance company if you receive services from more than one provider or specialist on the same day.

Why do I need to pay a deposit?
If you have a high-deductible plan or co-insurance, you’ll be asked to pay toward your visit or procedure in the form of a partial deposit prior to services being provided or at the time of service.

Why can’t you use the health insurance I have on file with the hospital?
Virginia Women’s Center is an independent physician practice with its own administrative systems and medical records. Our physicians have privileges at other hospitals to deliver babies and perform surgeries, but we do not share patient information otherwise.

Why don’t you have access to my health records from another practice or my recent hospital visit? 
Most practices and hospital systems do not allow others access to their electronic systems. To make the most of your appointment, please bring any health records from other offices with you.

Patient Forms

Authorization for Release of Medical Information (PDF) - Allows patients to authorize the disclosure of their health information to a designated individual, company, agency, or facility.

Authorization and Consent for Treatment (PDF) - All patients must provide their consent for treatment, communications (calls, emails, and text messaging), and agreement of financial responsibility. Autorización y Consentimiento Para el Tratamiento

Preferred Contacts (PDF) - Patients are encouraged to complete and return the Preferred Contacts Form but it is not required. Contactos Preferidos

Virtual Visit Policy (PDF) - This policy describes the process for the documentation, maintenance, and transmission of information using virtual visit technology.

Office Policies

Financial Policy (PDF) - This form advises patients of their complete financial responsibility for all medical services received without regard to insurance eligibility or coverage determinations.

Notice of Privacy Practices (PDF) - Describes how health information about you (as a patient of this Care Center) may be used and disclosed, and how you can get access to your individually identifiable health information. Please review this notice carefully.

HIPAA Privacy Notice