Office policy

Office Hours

Monday – Thursday, 10:00 am –7:00 pm. (Close 2:00 pm -- 3:00 pm for lunch)
Friday 3:00 pm -- 8:00 pm.
Saturday, 10:00 am -- 5: 00 pm.

Appointments

Same day appointments are usually available for urgent or sudden illness for existing patients. If you have any changes to your demographic information (such as a change of address or insurance), please arrive 10 minutes prior to your scheduled time, so we can update your information.

Walk-in Appointments

We are usually able to accommodate walk-in patients. Priority given to scheduled appointments. Patients who walk in and request an appointment will be offered to wait or to come back at a later, scheduled time if the office is busy.

Cancellations/Rescheduling

If you cannot keep your appointment, please notify us at least 24 hours prior to your scheduled time.

Treatment of Minors

This practice is limited to the treatment of adults. We do not treat patients below the age of 15. For those younger than 18 year, they should be accompanied by a parent or an adult family member.

Test Results (Lab and Radiology)

Generally we prefer that you schedule a follow-up appointment to discuss your test results (including lab work). Our office will only contact you If results are abnormal or a medication change or additional test is needed in response to your labs. If the doctor needs to speak to you regarding your results, you will receive a phone call and be asked to schedule an appointment. Lab results which are normal or showing minor abnormalities will be discussed with you at your next office visit. If you wish to obtain a hard copy of your test results, please stop by our office and we will print them for you.

Prescriptions and Refills

Chronic conditions like Hypertension, Hyperlipidemia, Depression, Diabetes, Asthma, COPD, etc. require a follow up visit every 3 months. Refill cannot be authorized if you have not been seen for the past 3 months.

The best time to get a prescription refill is at your appointment. Most refills require the doctor’s approval. Please allow 3 business days for us to process your refill request. Refills cannot be called in after hours.

For your refill please provide 1) your name and date of birth; 2) name and dosage of medication; 3) the name and phone number of your pharmacy.

No refill for controlled substances. Controlled substances will not be refilled over the phone or through the pharmacy. Prescriptions cannot be picked up at the front window. It is our policy that all prescriptions for controlled substances can only be refilled within the context of an office visit. patients need to have an office visit to have a refill at least once every month.

Phone Calls

All patients are encouraged to call us with any and all medical questions and concerns. Our receptionist will relay your message to the appropriate clinical staff. We will make every effort to return your call within a 48 hour period. Patients with any medical emergency should seek immediate medical attention by calling 911, going to a hospital Emergency Department, or coming to our office

Prior Authorizations

Insurance companies frequently deny payment for certain non-formulary prescriptions. Our staff will make every effort to conduct a "prior authorization" on your behalf so that you can receive your medication. This process may take a few weeks. You are invited to inquire about the status of your "prior authorization" with us if your pharmacy refuses to dispense your medicine. An office visit maybe required to address "prior authorization" concerns.

Financial Policies

We accept Cash, Visa, MasterCard, American Express, and Discover for your convenience. A $25.00 service charge will be assessed for any check returned for insufficient funds.

Private Pay

If you do not have insurance, payment will be due at the time of service.

Insurance

Although we are contracted with several insurance companies, it is your responsibility to make sure that our physicians participates in your specific plan. If our physicians are not a participating provider for your plan, you may still select our office for your medical care; “out of network” benefits will apply. It is also your responsibility to know your insurance benefits. Our office will not advise you of your insurance benefits.

Please contact your insurance company at the Customer Service phone number printed on your insurance card if you have questions pertaining to coverage. Please present your insurance card at each appointment. A photo ID is required at your first visit. We make every effort to verify insurance prior to your appointment.

Billing

If you receive an invoice from our office for a balance due, it is because that is the balance your insurance policy requires you to pay. Please contact your insurance company first if you believe there is a problem. The balance on your invoice should be equal to the “Patient Responsibility” portion on your Explanation of Benefits that you received from your insurance company plus any “non-covered services” (less any copay that was collected at the time of service). If there is a discrepancy, please call our office immediately to advise us.

For lab tests It is our policy to order, perform, and send only medically necessary tests. We will send your specimens to a laboratory which is in your health insurance plan’s network. Certain lab tests are done in our office( like urine test). Even with in-network laboratories, or with our in-office laboratory, various tests may only be partially covered or not covered at all by your health insurance plan; this may result in a separate bill from the laboratory (or from us for tests which we perform) for which you are personally responsible. OUR OFFICE ASSUMES NO FINANCIAL RESPONSIBILITY WHATSOEVER FOR LAB TEST FEES THAT ARE BILLED TO YOU BY THE IN-NETWORK LABORATORY TO WHICH YOUR TESTS ARE SENT

Delinquent Accounts

An account is delinquent if there has been no payment for 30 days. We send out two regular billing statements and another seriously past due. If no response, a letter will be sent giving you the option to pay the account or to have the account sent to the collection agency. If no reply is received, Bay Medical Care LCC will turn the account over to an outside collection agency for further action. You will be responsible for any charges incurred in such action as well as legal fees. The account will be referred to our collection agents. It is important that you keep our office advised if you are having any difficulties with your balance so that special arrangements can be made for unusual circumstances.

Motor Vehicle Accidents (MVA)

We do not file charges for MVA insurance policies. All charges for services rendered due to car accidents are payable in full at the time of your visit. We will not file your insurance but will provide you with a receipt/ or statement which you have to submit to your car insurance company either directly or through your lawyer. We charge $150 for each visit for evaluation of injuries due to a car accident.

Workmen’s Compensation

We do accept Workmen’s Compensation claims. At your appointment please be prepared to provide the date of injury, nature of injury, claim number, the adjuster name and their contact information.

4010 Maury Pl, Suite 8B
Alexandria, VA 22309
P: (703) 665-0508
E: contact@baymedicalcare.com

Office Hours

Monday to Thursday 10:00AM to 6:00PM
Friday 3:00PM to 7:00PM
Saturday 10:00AM to 3:00PM