Patient Portal

About our practice

 




What happens during the initial visit?

Prior to your initial visit, please prepare a brief chronology of your neurological history, outlining your symptoms, when they began, how they have changed, any new symptoms you have developed, tests you have had, medications you have received for treatment and their effect, medications you are currently taking for any reason, along with the dose and any non-prescription or alternative medications you are taking. Please bring a copy of the results of any testing you have had performed for your neurological problem and copies of all MRI pictures or the disc with images to your initial visit.

For your initial visit, please arrive 20-30 minutes ahead of your scheduled appointment time to complete the necessary paperwork. You will be asked to provide some patient demographic and insurance information, and to complete a medical history form. These forms may be downloaded from our websites and completed prior to your visit. They may also be completed on our Patient Portal. This information will enable the doctor and staff to better serve you. Your first visit is devoted to a complete neurological history and a comprehensive neurological examination. This visit will take 45 minutes to 1 hour. It is considerably longer than most follow-up visits.

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What is a comprehensive neurological examination?

Because the nervous system is complex, the neurological history and examination will explore a wide variety of body functions. The neurological examination will include tests of speech, memory, vision, strength, reflexes, coordination, balance, mobility and sensation. The neurological history and examination may indicate that further tests are required.

A plan for the diagnosis and/or treatment of your neurological problem will be formulated at your first visit. Your neurologist will discuss any recommended tests with you. A schedule for testing and follow-up visits will be established. Educational materials and resources may be provided. A full report of your consultation will be sent to your primary care physician and to other designated healthcare professionals (including referring physicians). Please be sure to give us the name of your primary care physician.

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What should I bring to each visit?

  • A complete list of all your medications, including non-prescription medications and vitamins, and the dose you take for each one. (You should carry a complete list of all your medications with you at all times.) We will be happy to copy your medication list when you come to the office. We can also download your list from most electronic devices and mobile telephones.
  • A government-issued picture identification card
  • All of your insurance cards, which we will copy at every visit.
  • A check, cash or credit card to pay all co-pays, co-insurance and deductibles at the time of service.

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What can I expect at every visit?

You will be asked to verify all your contact information, as well as your insurance and billing information at each visit. It is important that we have accurate contact information for you. In addition electronic prescriptions may be rejected if our information does not match information your pharmacy has on file.

Please provide your social security number to the appointment representative, if we do not already have it. Your social security number is required to make an appointment for you. Only the last four digits will be displayed on your record.

While waiting to see your doctor, you can log onto our wifi system for Internet access. Ask the receptionist for the password. Take cell phone calls in the hall. Turn off your cell phone while being seen by your provider.

Do not take food or drinks beyond the waiting room. Our waiting rooms and all of our premises are constantly video monitored for your safety.

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What about Follow-Up Visits?

Follow-up visits are shorter visits with your neurologist or physician extender. Follow-up visits allow your neurologist or physician extender to review your progress, address new problems, review test results, adjust treatment, refill prescriptions, order additional testing and conduct any needed discussions. If you have multiple, complex neurological concerns, your neurologist or physician extender may not be able to address all of your problems in a single follow-up visit. We will then schedule another follow-up visit for you. Additional tests may be ordered at follow-up visits.

Forms for consult and follow-up visits can be downloaded from our websites and can be completed on our patient portal:

These include specific forms for patients with multiple sclerosis, Parkinson’s disease and sleep disorders. These forms should be completed prior to each visit.

Please arrive at the office 15 minutes before your scheduled follow-up appointment time to complete all necessary paperwork to be ready to see your doctor on time.

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What special programs are available at the Neurology Center of Fairfax, Ltd.?

Comprehensive programs for Neurological Diagnosis and Treatment include:

 
  • Parkinson’s disease and other movement disorders
  • Parkinson’s disease support group
  • Multiple sclerosis
  • Multiple sclerosis support groups
  • Neuromuscular Diseases
  • Neurotoxin treatment of neurological disorders
  • Memory disorders
  • Seizure disorders
  • Stroke and Cerebrovascular Disease
  • Headache
  • Peripheral nerve disorders
  • Sleep disorders

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Does the Neurology Center of Fairfax, Ltd. use an Electronic Health Record (EHR)?

The Neurology Center of Fairfax now uses an electronic medical record system, which is HIPAA compliant. Information is entered into the electronic record by direct entry, electronic health information exchange or scanning. You will not have a paper chart.

The Patient Portal has similar information as on our website. However you have more options and secure communication when you log into and use the Patient Portal website. You can access our Patient Portal at ncf.portalforpatients.com. Please obtain a PIN number from us.

Communication with our office is most securely accomplished through our Patient Portal. When you log into the Patient Portal with your unique identifier and password, you can both obtain and submit information electronically and securely. Each patient is offered access to the Patient Portal upon check-out from a visit.

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Does the Neurology Center of Fairfax, Ltc. utilize social media?

Because social media are not HIPAA compliant and do not provide medical privacy, the Neurology Center of Fairfax, Ltd. does not have social media presence. For the same reasons our providers and employees are not permitted to “friend” patients on social media.

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What is a Physician Extender?

Physician extenders (Nurse Practitioner, Physician Assistant or Clinical Nurse Specialist) are a part of our care team and allow us to provide better service to our patients. You may make your follow-up appointment with one of our physician extenders, who work with your neurologist to provide neurological care for you.

The physician extenders provide neurological diagnosis and initiate and review testing, start or modify treatment, refill prescriptions, meet educational needs and perform trigger point injections. You will not always see the doctor during your visit with our physician extenders. You are always able to schedule an appointment with your neurologist, should you desire.

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How do I contact the doctor when a problem arises?

In the event of a life-threatening emergency, dial 911 and proceed to the nearest hospital emergency room for immediate care.

If you are seen at the Fairfax or Reston office and need to contact your neurologist or physician extender between appointments, call the Patient Care Line at 703-876-0800 between 9:00 a.m. and 4:00 p.m. weekdays. The line is closed from Noon to 1:00 p.m. for lunch. At all other times, please call the main number 703-876-0800 to be connected to the answering service. Our answering service will take your message and contact the doctor on call.

Please provide our nursing triage representative or the answering service with as much pertinent information as possible. Organize and write down your problems before calling, so that you can describe your symptoms and ask your questions. This will help our staff and answering service understand your problems and correctly convey the information to the appropriate individual. If your phone call is an emergency, please make this clear.

Our office nursing triage representatives will communicate with your neurologist, physician extender or other nursing staff about your problem. Urgent calls will be returned as soon as possible. Other phone calls should be answered within two working days by our nursing triage representatives.

If you are unable to reach our answering service after hours or on weekends through our automated line, call 703-755-1450 to be connected directly to our answering service.

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How do I obtain the results of tests ordered by my physician?

All of your testing, including laboratory and radiology results will be discussed with you at your next office visit. These results may require further explanation or additional testing that can best be done at an office visit, rather than over the telephone or through the patient portal. Please schedule your follow-up visit before you leave the office. Allow enough time for us to receive your test results before your follow- up visit (usually 5-7 days). The Patient Care Line does not have your test results, and cannot discuss test results with you.

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How do I obtain prescription refills?

All prescription refills should be obtained during your office visit. Please let the medical assistant and your neurologist or physician extender know which medications you need. This ensures that you receive the correct medication and dose, and provides you with the best medical care. Prescription refill requests require an office visit, so your neurologist or physician extender can review your current medications, laboratory results and any changes in your medical history. For safety reasons, no refills are issued for patients who have not had an office visit in the last 12 months.

Only emergency prescriptions will be refilled without an office visit. For an emergency prescription refill, please call during office hours on the Patient Care Line between 9:00 a.m. and 4:00 p.m. workdays. The line is closed from Noon to 1:00 p.m. for lunch. Please also call 703-876-0800 to schedule a follow-up visit to obtain your usual refills.

When you call the Patient Care line for an emergency prescription refill, please have your prescription bottle available with the medication name, strength and dosage, as well as the pharmacy name, phone, and fax number. All requests for medication refills require approval by your doctor before they can be refilled. This usually requires 24 to 48 hours. If approved, your refill will be transmitted electronically to your pharmacy when allowed. We do not “call in” prescriptions due to the risk of error.

There is a charge of $15.00 for the first two (2) prescriptions refilled each day. If you require more than two prescription refills, you need to schedule an appointment to be seen in the office. Your neurologist or physician extender may at any time request that you be seen in the office to obtain your refills. If you have recently been seen by your neurologist or physician extender, you can request an appointment with our physician extenders or our nursing staff to obtain your medication refills. Prescriptions are not refilled at night, on weekends, or on holidays to avoid potential errors.

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What hospitals does the Neurology Center of Fairfax, Ltd., utilize?

Our doctors have privileges at the Inova Fairfax Hospital and the Reston Hospital Center. Our doctors serve as consulting physicians to your hospital admitting doctor. They do not serve as an admitting physician. During your hospital stay you may be seen by another neurologist not affiliated with our practice. You are welcome to return to us for your follow-up care.

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What if I need pre-authorization for radiology or other studies or for medications?

If your insurance company requires a pre-authorization for radiology, medications or other studies, we will try to assist you with this. Please allow at least five (5) to seven (7) business days to process your authorization through your insurance company. We will contact you once we have obtained authorization for radiology or other studies. Your pharmacy will contact you about medication authorizations. Questions about denials of coverage and all appeals should be directed to your insurance company. We will help you with appeals for denial of coverage but you must also appeal denials of coverage.

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What if I need pre-authorization for physical, occupational and speech therapy?

Medicare and other health insurance carriers require pre-authorization or periodic recertification to continue physical, occupational and speech therapy, as well as home healthcare services. In order to comply with this requirement, you may need to be seen by your neurologist or physician extender, or by our nurse who will review your care with your physician. Prior to this visit for recertification of services, we must have a current written progress report from your therapist, including the recommendation that treatment be continued. It is your responsibility to see that we have this report prior to your visit or request for recertification. Without this report we will not be able to prescribe further therapy.

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Telephone Case Management Services

The Neurology Center of Fairfax, Ltd. has nurses who may provide telephone case management services. These nurses consult with your neurologist and will convey medical decisions to you or to other health providers. You may be charged for case management services provided by telephone. Depending on your problem, it may be necessary for you to make an appointment with your neurologist or physician extender to review your neurological problems or with your family doctor for other problems.

Many patients call frequently with lengthy questions and medical assistance needs. Rather than increase fees to all patients to cover the costs of telephone services for only some patients, the Neurology Center of Fairfax, Ltd., may charge for telephone calls and other case management services in accordance with the American Medical Association Current Procedural guidelines for those services. Charges will be based on the length of the telephone calls and the nature of the medical services provided. Infrequent and brief calls will not be charged. If your health plan requires an insurance referral for these telephone or case management services, it is your responsibility to obtain the referral.

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Automated Phone Answering:

To provide better service to you and to expedite telephone calls throughout the Neurology Center of Fairfax, Ltd., we have installed an automated phone answering system.

When you dial our central number (703) 876-0800 for both the Fairfax office and the Reston office, you will be greeted with a menu. Please listen to all options before making a selection. You will have options to make appointments, get directions, ask questions for our triage representatives that will be conveyed to the doctor or a nurse, request prescription refills, discuss billing issues, arrange for copying medical records, arrange for disability and other forms and letters to be completed, or dial an extension directly, if you know the extension that you need. If you are dialing from a rotary phone, please stay on the line after the menu has been given and you will be connected to the appointment desk.
 

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What about cancelled or missed appointments?

Your appointment time has been set aside for you with your doctor or physician extender or for scheduled testing. This time is unavailable to other patients who need to be seen. Therefore you need to provide us at least 24 hours advance notice if you must cancel or reschedule your appointment, or you will be charged a cancellation fee. This fee is not covered by your insurance. If an emergency prevents you from keeping your appointment, please let us know.

Appointment reminder calls are a courtesy. Should you not receive a reminder telephone call, it is still your responsibility to keep your appointment or properly change it.

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Late policy

Any patient who is 15 minutes late (or more) for an appointment may need to have their appointment rescheduled for another day. If you are more than 15 minutes late, we will make every effort to see you the same day if possible, but you will have to wait until there is a break in the schedule to be seen. Although we appreciate the demands of travelling in Northern Virginia, we also cannot inconvenience other patients who are on time for their appointments.

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Appointment Reminders

We utilize a computerized personal appointment reminder system. This system provides our patients with the courtesy of a reminder phone call for upcoming appointments. Our appointment reminder system is programmed to call you at home two days prior to your scheduled appointment to confirm the day, date and time of your next appointment. If you are not available, the system will leave a message on your answering machine. If your home telephone system blocks calls, or if you do not have an answering machine, we will not be able to leave you an appointment reminder message. You will not receive any other reminder of your appointment. Please remember that the reminder call is a courtesy and you are responsible to keep your appointment.

If you did not make a follow-up appointment at the time of your office visit, you may also receive a postcard to remind you to make an appointment. If you receive this postcard, follow the instructions on the card and call us to make an appointment with your neurologist or physician extender. This postcard is a courtesy and you are responsible to schedule necessary follow-up visits.

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Disclaimer

The information provided by neurologycenteroffairfax.com is for informational purposes only. Do not rely on neurologycenteroffairfax.com or any site accessed through neurologycenteroffairfax.com for medical advice. The content on this site is not intended to be a substitute for professional medical advice, treatment, or diagnosis. Always consult your physician or other health care provider for any questions you may have regarding a medical condition, diagnosis, or treatment. If you have questions about your health, you should consult your personal physician. If you think you have a medical emergency, dial 911 immediately.