Appointment and Billing Information

patient consulting physician


Office Policies

Missed Appointments
If you must cancel or reschedule your appointment, please notify us at least 24 hours in advance as a courtesy to other patients.  Please be advised that you may be charged a $25 cancellation fee for missed appointments. To cancel or reschedule an appointment, call 703-824-3260.

Late Arrivals
If you are more than 15 minutes late for a scheduled appointment, it may be necessary to reschedule your exam so as not to inconvenience other patients.  Upon check-in, one of our Patient Service Representatives will inform you of the anticipated wait time.  At this time, you may choose to wait while we work you back in to our schedule or reschedule your exam.

Children in the Waiting Room
For the safety of our patients and our staff, children are not permitted to accompany a patient into the examination room and may not be left unattended in the waiting room.  Please plan accordingly.


Appointment Forms

In an effort to save you time, we have provided several appointment forms to help you prepare for your office visit.  Please complete the appropriate forms and bring them with you to help reduce your waiting time.

Also please remember to bring your most current insurance card to ensure the information (group number, provider number, etc.) is valid at the time of service.  Incorrect or out-of-date information will delay your claim and you may be held responsible for full payment of the claim.


Film or CD Pick-Up

Your exam results will remain at our facility, but are available for loan by request. To arrange for film or CD release, a completed Authorization to Disclose Health Information form must be submitted to AAR. Please call the office where your exam was performed to arrange for pickup:

  • AAR Alexandria Imaging Center: 703.751.5055, option 3
  • AAR Woodbridge Imaging Center: 703.494.3309, option 3
  • AAR MRI of Woodbridge: 703.494.3340
  • Inova Alexandria Hospital: 703.504.3410
  • Inova Mount Vernon Hospital: 703.664.7445
  • Contact AAR Woodbridge Imaging Center for copies of exams performed at Lorton Imaging Center or Woodbridge X-ray Center.

AAR will provide images to referring physicians at no charge. Patients requesting images will incur a fee (outlined below) unless those images are required by the referring physician.

For all procedures performed after July 2007, images are available on CD or film. There is no charge for the first CD copy. Film prints are available at $7.00 per sheet of film. Additional copies are available for a fee of $7.00 per CD or sheet of film.

For all procedures performed before July 2007, original films may be checked out at no charge.  Copies of films, if available, are provided for a fee of $7.00 per sheet.  Note that, for example, the charge for a copy of an exam with 5 images would be $35.00.

Please notify our office 48 hours in advance to arrange for film or CD pickup. If you have not called ahead for your film or CD pickup, we will gladly accommodate your request but you may experience an extended waiting period as we accommodate your request. Please note that if your films or CD are stored in our offsite storage facility, you will need to make arrangements to return on another day.

In compliance with HIPAA regulations, films or CDs will not be released to anyone other than the patient without authorization. If you are picking up images for someone other than yourself, you will need identification and written authorization from the patient. If an authorization note is already on file at AAR, only identification will be required.


Walk In X-Rays

X-rays are the only exams available on a walk-in basis. They are available Monday through Friday at the following locations:

  • AAR Alexandria Imaging Center: Walk-in X-ray hours: 8 am – 4:45 pm
  • AAR Woodbridge Imaging Center: Walk-in X-ray hours: 8 am – 4:30 pm

Please have your doctor’s order and insurance information available when you sign in at the office. Please note: our busiest hours for walk in appointments are near lunch time. You may experience longer wait times if you arrive at this time.

If you need your films for another medical appointment, please do not wait until the day of that appointment to get your X-ray. Doing so may result in an extended waiting period as your films must be printed and reviewed by the radiologist before a report can be generated for your physician. With appropriate notice, we will be able to serve you as promptly and efficiently as possible.


Insurance Claims

As a courtesy, AAR will submit your claim to your insurance company, provided we have received a copy of your insurance card and any pre-certification/authorization numbers. All co-payments are due on the day of your appointment. Please review our Insurance Participation List to see if AAR participates with your insurance carrier.


Inclement Weather Policy

If AAR Imaging Centers are closed for business, patients may call 703.824.3260 on the next business day to reschedule their appointment.

If AAR Imaging Centers delay opening one (1) hour:

  • Alexandria Imaging Center will open at 8:45 a.m.
  • Woodbridge Imaging Center will open at 8:30 a.m.

Patients affected by a delayed opening will be contacted to reschedule their appointments.  All other appointments will be seen as scheduled.

If AAR Imaging Centers delay opening two (2) hours:

  • Alexandria Imaging Center will open at 9:45 a.m.
  • Woodbridge Imaging Center will open at 9:30 a.m.

Patients affected by a delayed opening will be contacted to reschedule their appointments.  All other appointments will be seen as scheduled.

If AAR Imaging Centers close early, patients will be contacted to reschedule their appointments.