Office Policies

Office Policies

You can reach any of our office locations and staff by dialing our main number 703-359-8640 between the hours of 8:30 am to 4:30 pm Monday through Thursday, and 8:30 am to 4:00 pm on Friday. Please Note every third Friday is our monthly staff meeting and our hours of operation are from 8:30 am to 2:00 pm.

One of our surgeons is always on-call and can be reached though our answering service for urgent medical problems. If you need to contact the physician on-call, please call 703-359-8640 and you will be connected to our answering service. Please provide them with your name, nature of your call and a telephone number where the physician can reach you.

Our offices are open for scheduled appointments 8:30 am to 4:30 pm Monday through Thursday, and 8:30 am to 4:00 pm on Fridays.

If you have made an appointment and are unable to keep it, please contact us 24 hours in advance. We will make every effort to see you on time at your scheduled visit, however, from time to time emergencies may arise which may delay your scheduled appointment time.

Some insurance plans require you to have an insurance referral issued by your primary care physician to see one of our surgeons. If your plan requires this, it is imperative you bring it with you to your appointment. It is to your benefit to secure your insurance referral prior to your visit to ensure your insurance benefits are maximized. As the referral is a requirement by your insurance plan we are not allowed to bill them for the visit without the required referral. Therefore, it will be necessary to re-schedule your appointment if you arrive without your referral.

To obtain a prescription refill, we ask that you call 703-359-8640 and talk with our nursing staff. We request you have the name of the medication and the telephone number for your pharmacy readily available. Once your doctor has authorized the refill, it will be forwarded to your pharmacy.

Please call the practice’s main number should you have questions for our clinical staff. Urgent requests will be handled as soon as possible. All other calls requiring follow up will be returned within one business day.

Results are generally received in our office within 7-10 days after tests have been performed. Our providers review all reports and will discuss them with you at your next office visit.

The practice will maintain the confidentiality of patient financial and medical information, as required by law. Upon registration, you will be provided access to our privacy policy. Please feel free to contact the Privacy Officer should you have any questions regarding the handling of your confidential information.

Original records are the property of the Practice and will not be released. Per federal regulations, we require a signed Release of Medical Records form prior to processing of requests. Pursuant to Virginia Code subsection B of 8.01-413, there will be charges surrounding duplication of records in the amount of $0.50 per page for up to 50 pages and $0.25 per page thereafter, plus all postage/shipping costs, and an administrative fee of $10.00. We require payment in advance. Processing will be completed within 15 days from the date we receive your signed authorization and payment. Urgent requests will be treated as such.

To ensure care is available to all patients seeking our services, we require you to pay the patient portion of your payment in full at the time of visit. Payments may be made in the forms of cash, check, MasterCard, Visa, American Express, and Discover. Please be aware that current federal regulations require us to collect all co-pays and bill for all services. To assist you in understanding your financial responsibilities, please refer to the Patient Financial Policy.

Please call (703) 359-8644 for any billing questions you may have. Our staff makes every attempt to assist you at the time of your call. To facilitate their efforts, please have the necessary information available that you wish to discuss.

VSA complies with Federal Civil Rights Laws

Access for Patients with Disabilities

Section 504 Notice of Program Accessibility

The regulation implementing Section 504 requires that an agency/facility “. . . adopt and implement procedures to ensure that interested persons, including persons with impaired vision or hearing, can obtain information as to the existence and location of services, activities, and facilities that are accessible to and usable by disabled persons.” (45 C.F.R. §84.22 (f))

Virginia Surgery Associates and all of its programs and activities are accessible to and useable by disabled persons, including persons who are deaf, hard of hearing, or blind, or who have other sensory impairments. Access features include:

  • Convenient off-street parking designated specifically for disabled persons
  • Curb cuts and ramps between parking areas and buildings
  • Level access into first floor level with elevator access to all other floors
  • Fully accessible offices, meeting rooms, bathrooms, public waiting areas, cafeteria, patient treatment areas, including examining rooms and patient wards
  • A full range of assistive and communication aids provided to persons who are deaf, hard of hearing, or blind, or with other sensory impairments.
  • There is no additional charge for such aids.

Some of these aids include:

  • Qualified sign language interpreters for persons who are deaf or hard of hearing


Language Assistance Available:

  • Español (Spanish)
  • 繁體中文 (Chinese)
  • فارسی (Farsi)
  • Français (French)
  • Deutsch (German)
  • 한국어 (Korean)
  • العربية (Arabic)
  • አማርኛ (Amharic)
  • Русский (Russian)
  • বাংলা (Bengali)
  • Tiếng Việt (Vietnamese)
  • Tagalog (Tagalog – Filipino)
  • اُردُو (Urdu)
  • हिंदी (Hindi)
  • Ɓàsɔ́ɔ̀-wùɖù-po-nyɔ̀ (Bassa), Igbo asusu (Ibo), èdè Yorùbá (Yoruba)