A Guide to Our Practice Procedures

Patient Registration

Before you schedule an appointment with a provider, we need some information from you so we can set up your account and populate your patient chart(s). The first thing we will need is a Registration form that is to be completed annually. We understand that repeating this process every year is inconvenient but insurance and HIPAA regulations require that we confirm and update all of this information annually. Please download the Registration form from our Forms page and complete it prior to your first visit of the year or arrive 15 minutes early to complete it in the office.

New Patients

Once you have completed the Registration form, we would like a copy of your medical history. If you already have a copy of your medical records you can delivery them to us directly. If you would like us to request the records from the previous provider, you can download and complete our Records Request from our Forms page. If at all possible it is best to complete this form at least a week prior to your first appointment.

Newborns

Our physicians work directly with Martha Jefferson Hospital. At the time of your delivery, simply inform your labor nurse that you have chosen Piedmont Pediatrics as your pediatric practice or mention one of our physicians by name. The nurses will then notify our provider on call, and we will begin seeing your newborn in the hospital. We do attend deliveries that are urgent/emergent. You will still need to complete the patient registration form from our Forms page. We recommend filling the form out in advance, less the new child's name so it will be ready for your first visit.

Prenatal Visits

Our providers do not currently schedule face-to-face prenatal visits. If you would like to speak to one of the physicians please call our office. You may leave a message and a provider will return your call to answer any questions you may have prior to delivery.

What to Know About School

The state of Virginia requires (Ref. Code of Virginia ~ 22.1-270) "that your child is immunized and receives a comprehensive physical examination before entering public kindergarten or elementary school." We have a set number of Well Child or Physical Exam appointments alloted each day and they fill up quickly as the school season approaches. It is best to book those appointments as early as possible to ensure that your child does not miss any school. You will need to provide your nurse a copy of the Virginia State School Entrance form when you come for your appointment. Please make sure you have completed the first page prior to the visit. You will find a link to the form on our Forms page.

Sports and Extra-curricular Activities

The Virginia High School League requires the completion of their physical form prior to athletic participation. You must have a physical exam after May 1 of the current school year to meet the criteria. It is best to book those appointments as early as possible to ensure that your child will be allowed to participate. You will need to provide your nurse a copy of the Athletic Participation/Parental Consent/Physical Examination Form when you come for your appointment. Please make sure you have completed the first page prior to the visit. You will find a link to the form on our Forms page.

There are many other programs that require completed medical forms. In the event that you need to have additional forms, please submit the forms to our office with enough time for us to complete them before the deadlines. Most forms can be completed within 48 hours.

Can Someone Else Bring My Child?

Piedmont Pediatrics must receive permission from a child's parent or legal guardian before providing treatment for an injury or illness that is non-life threatening. If the "Permission to Treat" information is not on file with us or presented by the party (baby-sitter, relative, friend) accompanying the child, Piedmont Pediatrics will contact the child's parent or legal guardian before he or she is seen by the physician. The Permission to Treat form is available for download on our Forms page. A simplified Permission to Treat is also provided on the Registration form.

Patient Records

If you would like a copy of your medical records, please use our "Authorization to Release" form, available for download on our Forms page. Depending on the request, this can take some time. Please complete the form and deliver it to the office as soon as possible.

Document Transmission

We can accept information from you via email to hello@piedmontpediatrics.net or via facsimile to 434-975-7774. Please be aware that email is not secure, so any document you send will be at your discretion. Personal Health Information (PHI) Documents should be sent to us via secure fax or regular mail.

At Piedmont Pediatrics, patient privacy is important. We cannot send any Personal Health Information via email or insecure fax. Documents containing secured information must be picked up in person at our office. Please provide a stamped, self-addressed envelope if you would like documents mailed to you.

Social Media

Look for us on Facebook and Twitter. If you like our practice we would appreciate it if you let people know. We hope that these social media sites are a convenient way for our patients to keep up on important health information as well as announcements about our practice. (Details on how to get started below.)