Policies

Insurance

We strongly recommend that you acquire some form of health insurance coverage, as without it our services can be quite expensive. Your policy agreement is determined between you and your insurance carrier, but we work with you on the service and payment arrangements. We also assist with filing claims and answering any questions you may have.

We require that you present your insurance card at each office visit for verification purposes. If you fail to present your insurance card at the time of the appointment, you must sign a waiver, and we will bill the insurance company accordingly.

If you undergo any change in your insurance carrier or policy, please notify us either in person, by phone, or by faxing us a copy of the new card for our records (Fax #: (804) 559-9206).

Currently, Ashcake Family Physicians participates in the following insurance plans:

Referrals

In our effort to provide comprehensive medical care, we often refer our patients to specialist physicians and organizations that are able to give expert advice and perform complex procedures such as x-rays , colonoscopies, or mammograms. Many insurance companies require referrals to be obtained from the Primary Care Physician prior to these services being provided. Patients whose insurance companies hold this policy become financially responsible for the service if a referral is not successfully obtained.

Please note that we require at least 48 hours’ notice prior to your appointment in order to obtain the referral. If you have any questions regarding our referral process, please call our Referral Department at (804) 559-2916, option 3.

Payment Arrangements

All service fees are priced according to standard charges, varying based on the nature of the problem or procedure, the amount of time required per appointment, and the tools that are used. Any co-pay, co-insurance, and/or deductible must be paid at the time of service in the office, including charges for services that are not covered by insurance. We accept all major credit cards, cash, and checks.

Any unpaid balances will be billed to the patient’s permanent address. Bills may be paid by mailing in a check, coming in to the office, or by calling our Billing Department at (804) 559-2916, option 4. The bill must be paid in full unless alternative arrangements have been approved in advance. If the patient is a minor, the guarantor of the account will be held financially responsible.

Past-due accounts will be turned over to a collection agency, and the patient will become responsible for collection charges as well as all associated legal fees in addition to the original amount owed.

We charge the following special fees:

There is a fee of $30.00 for returned checks. More than two returned checks will result in the patient being placed on cash or credit card only status.

There is a fee of $25.00 for appointments that are cancelled less than 24 hours in advance. If you do not show up for an appointment that was scheduled on the same day, the $25.00 no-show fee still stands.

There is a fee of $15.00 for completion of forms, such as FMLA, short- or long-term disability, underwriting, etc.
We want to work with you on any payment problems that might arise. If you are unable to pay for any reason, please discuss this with us and we will devise a feasible pay plan that works for both you and the office. While our services are not free, we do not wish to jeopardize the medical health of our patients.