Forms & Policies

Download Policies and Procedure Agreement


Please call us at 540-373-1331 to make an appointment or submit your request here and a practice representative will contact you.

Appointment Request

New Patients: Please print out and complete the Medical History form and bring it with you to your first appointment.

Please arrive 15 minutes early for your appointment and bring your current insurance card(s) and a photo ID. It is also helpful to have a written list of any questions you would like to discuss with your physician.

Please review our Notice of Privacy Practices.

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Your request will be processed within 24 hours, during normal business hours, Monday – Friday, 8:30 am – 4:30 pm, excluding holidays. If you do not receive confirmation of your request within 48 hours, please contact our office at 540-373-1331.

Please arrive 15 minutes early for your appointment and bring your current insurance card(s) and a photo ID. It is also helpful to have a written list of any questions you would like to discuss with your physician.

Virtual Visits:  Please review the Patient Quick Start Guide before your Virtual Visit.  This document will help you understand what to expect before and during your visit.

Please be sure to confirm your device is compatible with OTTO Health Virtual Visits and your Patient Portal Account has been set up.

Team Care Approach

CAF believes in a “Team Care Approach” meaning our physician’s and nurse practitioners work together to provide you quality care whether you are in our office, or in the hospital.

Your practice physician will establish your plan of care. The physician will then determine when it is appropriate for that plan to be carried out by a nurse practitioner. This means that at any given visit you may see your practice physician or the nurse practitioner they have assigned to your case. Every nurse practitioner is supervised at all times by a physician and all treatment plans are reviewed by that physician.

If you are hospitalized for cardiac related issues at Mary Washington Hospital or Spotsylvania Regional Medical Center, the CAF physician and nurse practitioner assigned to that facility for the day will deliver your care. The care you receive will be reported to your practice physician.

Late Arrival Policy

We believe that our patients’ time is valuable. As a courtesy to our other patients, those who arrive more than 15 minutes after the scheduled appointment time will be rescheduled. In some cases, if openings are available, it may be possible to reschedule for the same day at a later time. Advanced notice of your late arrival is necessary for any special allowances or considerations.

Cancellations/Missed Appointments

Your appointment time is reserved exclusively for you. Twenty-four hours notice is required for cancellation of appointments to avoid a missed appointment fee of $50 for Office Visits, $100 for Testing, and $150 for Nuclear Stress Tests. You are required to pay this fee prior to your next appointment.

Our schedules are consistently full and we need time to fill your vacant slot with another patient from the waiting list. Testing slots are especially difficult to fill on short notice because of required insurance authorizations and regulatory requirements. Additionally, nuclear stress tests require us to purchase a medication specifically for you and your designated appointment time. If we are unable to cancel this medication order, the cost will be billed directly to the patient and is not billable to insurance.

Please be advised that multiple missed appointments may result in dismissal from our practice.

Request for Pre-Operative Clearance

In order to provide pre-operative clearance for surgical procedures, CAF policy requires patients to have been seen in our office within the past 30 days. If an appointment is needed, the appointment date provided will be based on whether the surgical procedure is for emergent or non-emergent care.

Every effort will be made to schedule an appointment for an emergent procedure within 2 business days and 5-10 business days for a non-emergent procedure.

Appointments will not be scheduled until our office has received the following: copy of the patient’s last office note, current EKG, and recent labs if available.

Completion of Forms and Letters

This service is not covered by insurance. It requires time from administrative and clinical staff as well as physicians. A fee of $25 will be charged for completion of forms and the writing of a letter. Payment is due prior to service. Please allow up to 5 business days for completion.

Medical Records

Outgoing Records

We have partnered with Sharecare Health Data Services to better serve your medical record needs. Sharecare will fulfill your request for records in a safe, secure, and timely manner. Sharecare Health Data Services is committed to providing the highest levels of quality, professionalism, integrity and responsiveness. To initiate your request, please download an Authorization Form and follow the instructions attached.

For questions or status inquiries, Contact Sharecare Health Data Services Customer Care at (866) 967-0133.

Incoming Records

If you need to have records transferred to us, please complete this Records Request. You may fax the completed request to (540) 373-1124, drop it off in person, or mail it to 9530 Cosner Drive, Suite 200, Fredericksburg, VA 22408 ATTN: Medical Records.

Prescription Refill Policy

Please have all of your prescriptions renewed during your office visit. Patients must have been examined with all necessary labs completed within the last 90 days in order to receive medication refills. If you have not been seen in more than 90 days, you must schedule an appointment for prescription renewals. Please have all refill requests faxed to CAF by your pharmacy or make a request through the Medfusion Patient Portal  to be called in after hours or over the weekend.

Test Results

Test results will be explained during your follow up appointment or by phone after they are reviewed by your provider. If you do not have a consult with a CAF Physician, please obtain your results from the ordering physician. Copies of test results will only be distributed after provider review. If you do not have a follow up appointment and you have not received your test results within 7 days, please call for results or make a request via the Medfusion Patient Portal.

After Hours Calls

The on-call physician is available by phone for after-hours emergencies. Please do not contact the on-call physician for routine questions or prescription refill requests. Prescriptions will not be called in after hours or over the weekend.


Referring Physicians

To request a consult or diagnostic testing for your patient, please fax the referral to 1-866-370-1466. Include a copy of the patient’s last office note, current EKG, and recent labs if available. We will contact you when the appointment has been scheduled.

For faster service, you may also submit an online request using the the link below. Please attach the patient’s last office note, current EKG, and recent labs if available.

Phreesia Users please request to link to our portal for seamless referrals and follow up communication.

For urgent and/or same day appointments, please call us at 540-373-1331.

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