Patient Registration, Forms, and Policies
Please find patient registration forms, our office and cancellation policies, health insurance information, and more. Please call our office if you are unable to find the information you need.
Patient Registration and Forms
I’m a new patient, how do I prepare for my first appointment?
Thank you for choosing Elite Women’s Health, we are excited to have you as a new patient!
In order to ensure a smooth initial visit, please complete all fields on the secure patient registration link that will be sent to your email and/or via text from Elite Women’s Health / Epion. We ask new patients to arrive 30 minutes prior to your scheduled appointment time. Please bring the following to your appointment:
- Insurance card(s)
- Photo ID
- Cash or credit card for your insurance copay (if applicable)
- Current medication list
- Surgical history
- Medical records from your prior OB/GYN facility and/or hospital
- Questions for your provider
If you have any questions, or have not received an email or text with the patient registration link, please call our office at 540-940-2000. We look forward to seeing you soon!
I’m an established patient, what do I need to bring to my appointment?
Thank you for choosing to continue your care with Elite Women’s Health! Prior to your visit you will receive an email and/or text message with a secure patient registration link. If you have not received this email and/or text, please give us a call prior to your appointment. For every visit, please be sure and bring:
- Your current insurance card(s)
- Photo ID
- Cash or credit card for insurance copayment (if applicable)
- Medical records if following up from another facility or hospital
How can I get copies of my medical records?
Elite Women’s Health is happy to accommodate all medical records requests. In order to process your request, please complete and return the Medical Records Release Form to the front desk and allow up to 14 days for records to be sent.
A $10 fee is required for records to be burned onto disk. Printed records are $0.50 for the first 50 pages.
We currently accept the following health insurance plans:
- Aetna
- Aetna Better Health
- All Savers
- Anthem BlueCross BlueShield
- Anthem Healthkeepers
- Anthem HealthKeepers Plus
- CareFirst BlueCross BlueShield
- Cigna
- GEHA
- * Unfortunately, Elite Women’s Health is no longer accepting new patients who use Medicare or Medicare replacement plans. We apologize for the inconvenience.
- Meritain Health
- Optima Health
- TRICARE Prime
- TRICARE Select
- UMR / United Healthcare
- United Healthcare
- United Healthcare Medicaid
- VA Medicaid
* Unfortunately, Elite Women’s Health is no longer accepting new patients who use Medicare as primary insurance. We apologize for the inconvenience.
What is your process for FMLA/Short Term Disability paperwork?
Elite Women’s Health charges a $25 fee for all FMLA or short term disability form processing. Please allow 1-2 weeks for forms to be processed. Fee must be paid upon completion or when forms are given to the front desk. Thank you for your understanding.
Appointment Policies
What is your “no show” or missed appointment policy?
We make every effort to remind you of your scheduled appointment via text message and/or email, so please be sure that we have your correct cell phone and/or email address on file so you do not miss the reminder messages. Please note that we do not call for appointment reminders.
Our office requires a 24-hour notice to cancel or reschedule an appointment. At Elite Women’s Health, we make every effort to schedule your appointment in a timely fashion, while ensuring the appointment length allows time for you to discuss your medical concerns with your provider. A last-minute cancellation or missed appointment will not only delay your care but also prevents us from rescheduling another patient who could have been seen at that time.
What is your policy if I’m running late for my appointment?
We respect the time of all our patients, and our providers strive to stay on schedule and see patients as close to their scheduled appointment time as possible. If you are delayed and arrive late for your appointment, every effort will be made to see you the same day. We ask that if you are running late, please give the office a courtesy call to let the front desk know. Unfortunately, if you are more than 15 minutes late for your appointment, you may be asked to reschedule.
If you are a new patient and do not arrive 15-30 minutes prior to your scheduled appointment time, you may be asked to reschedule as it takes 15-30 minutes to complete the new patient registration process. We appreciate your understanding.
What is your appointment cancellation policy?
We ask that you provide a 24-48 hour notice to cancel or reschedule your appointment. A last-minute cancellation or missed appointment will not only delay your care but also prevents us from rescheduling another patient who could have been seen at that time.
Please be aware that we charge $25 for each appointment that is missed or rescheduled with less than 24 hours notice.
Medical Questions
What should I do if I have a medical emergency?
If you have a life threatening emergency, call 911. For other non life-threatening emergencies:
During Regular Business Hours:
Call 540-940-2000 and choose the prompt to speak to the front desk so they can route your call to a nurse for help.
After Regular Business Hours:
Call 540-940-2000 and have the answering service page the on-call physician. If a provider does not return your call within 30 minutes, please call the answering service and have the physician paged again.
How can I get my prescription refilled?
Please call the office to request a prescription refills and allow 24-48 hours for your refill to be processed and then check with your pharmacy. For birth control refills, please be sure you have scheduled your annual exam or we will not be able to process your refill request.
When will a nurse call me back for a non-urgent issue?
When a non-urgent message is left on a nurse’s voicemail, the patient will receive a call back by the end of that business day.
Obstetrics Patients
Obstetrical Standard Of Care Guidelines
The American College of Obstetricians and Gynecologists (ACOG) provides comprehensive prenatal care guidelines to ensure appropriate care for all women and improve the outcome of pregnancies.
At Elite Women’s Health, our focus is providing an exceptional standard of care for all patients.
This means that we require all obstetrical patients understand and agree to the Elite Women’s Health Obstetrical Standard of Care, which includes but is not limited to routine bloodwork, diabetes screening, RH factor testing, and Rhogham administration when medically necessary.
This detailed care agreement will be provided to you upon your initial pregnancy confirmation appointment. If you do not wish to adhere to the ACOG guidelines as required by Elite Women’s Health, we can provide you with a list of other Ob/Gyn offices in the area.
To maintain the highest quality prenatal care for all patients, Elite Women’s Health reserves the right to discontinue care should there be a lapse in care or refusal to continue with any component of the Obstetrical Standard of Care agreement. We appreciate your understanding, and the opportunity to provide the highest quality care for you and your baby!
Quick Links
Patient Registration
New Patient Registration Process and What To BringFor New Patients: You will receive a secure patient registration link prior to your appointment
Pre-Registration
Hospital Pre-Registration for Labor and Delivery PatientsObstetrical patients can pre-register for labor and delivery at Mary Washington Hospital
Parenting Classes
Childbirth and Parenting ClassesMary Washington Hospital offers childbirth and parenting classes for new moms and their partners.
Make A Payment
Pay a bill onlineNeed to make a payment? Please use our convenient online portal!
We Look Forward To Your Visit
Our office hours are Monday – Friday, 8AM-4:30PM. We take a wide variety of insurance plans, so please give us a call at 540-940-2000 to check on your specific coverage. Thank you!