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Admitting & Registration

Outpatient Registration

Patient’s who do not have scheduled appointments or who have not been pre-registered by phone should proceed to the Admitting office, located to the left of the front lobby, to be registered. Please arrive 30 minutes prior to your appointment in order to allow time to register and arrive at your appointment on time. To ensure a smooth process, we will ask you to present your identification, insurance cards, referrals if required and your prescription. You will be required to sign the required statutory form(s) as part of the admission process.

What to bring with you

  • Identification: license, passport, state issued ID
  • Insurance Cards
  • Referralsand authorization if needed
  • Physician prescription or order
  • Copayment due at the time of service

Surgery Center Registration

Your surgeon’s office will schedule your Pre Admission testing and Surgery appointments. When you come to the hospital for Pre Admission testing, you’ll need to report to the Admitting Department to be registered. You will receive a phone call from the Admitting Department the evening before your scheduled surgery date notifying you of admission time. Please be sure to ask your physician and Pre Admission nurses any clinical questions prior to your surgery date as the Registrars are not equipped to answer these. On the day of your surgery, report directly to the Surgery Center in the rear of the hospital. You will check in with the Registrar to review your information, pay any copayment due and sign the necessary consent forms.

Inpatient Registration

When your physician determines that an overnight stay or longer is required, he/she will contact the Admitting Department to make arrangements. A representative will then contact you to obtain demographic and insurance information. Upon arrival, you must sign in with the Admitting Department, located to the left of the main entrance of the hospital. Please present your identification, health insurance card(s) and any claim forms. You will be asked to complete and sign the following documents:

  • Consent to Treat
  • Authorization to bill Insurance
  • Acknowledgement of rights

Authorizations

Health Insurance coverage is a contract between you and your insurance company. Many insurance companies do require prior authorization for certain tests and procedures. Prior to your arrival you should contact your insurance company to obtain benefit and pre-certification information and verify that your physician has obtained the necessary authorizations/pre-certification for your scheduled test or procedure. Without proper authorization, your insurance company may impose penalties and/or deny your claim and you may be asked to re-schedule your appointment

Co-pays and Deductibles

Patients are responsible for all copayments, deductibles and co-insurance at the time of service. If the exact dollar amount has not been determined, you may be asked to pay an estimated amount or a down payment on the amount and we will then bill you for the balance.

For Non-covered services, payment in full is required on the date of service. A Patient Financial Counselor is available Monday through Friday to discuss payment options.

Payment Information

Hudson Valley Hospital Center appreciates your cooperation with our payment policies.Upon discharge, the Patient Accounts Department will bill your insurance company for services rendered, based on the information we received at the time of registration. Should something change or be inaccurate, please contact the billing department to update your information. They can be reached Monday through Friday from 8:00 am - 4:30 pm.

Professional Fees

You may receive more than one bill for hospital services. Professional fees will be billed directly from physicians for specific procedures or tests. You may also received separate bills for emergency room physicians, radiologists, anesthesiologists, consulting physicians, laboratory fees and other specialty care services. Please call these billing offices directly with any questions pertaining to their bills.

  • Emergency Medical Associate (Emergency Physicians) 
    1-800-345-0064
  • Hudson Valley Imaging (Radiologist) 1-800-294-5696
  • Integrated Pathology (Lab) 845-294-4339
  • Central Bookkeeping (Anesthesiologist) 845-452-4850

Financial Counseling

Hudson Valley Hospital Center offers financial counseling services for those who are having difficulty paying their bills. We can help establish a payment plan that will allow you to pay your bill over a period of time. Hudson Valley also offers financial assistance to those who complete a financial assistance application and qualify for our program. Applications are available in the Admitting Department and all ancillary departments. You may also pick up an application at the Financial Counselor’s office. We will be more than happy to help you or a family member with financial concerns or questions regarding you hospital bill.

Medicaid

As part of our financial counseling services, Hudson Valley will assist patients and work with their families with the Medicaid application process A Financial Counselor or appointee will visit you if you have been admitted and assist you if needed.

No-Fault

In the event of an auto accident, you are required to notify your insurance company as soon as possible. Your carrier will assign a claim number and an adjuster to handle your claim. New York State regulations require all claims to be submitted within 45 days of service. It is important that you provide all information at the time of admission. If it is not available at the time of service, you will need to contact the Patient Accounts Department to update your account. You may be asked to reschedule your test.

Worker's Compensation

All work related injuries must be reported to your employer. Your employer will provide you with a claim number, name and address and phone number of their Worker’s Compensation carrier. You may be required to get authorizations for specific services through the Compensation Carrier or the Worker’s Compensation Board. Please provide all of this information at the time or registration. Each carrier will have its own guidelines, so you will need to work closely with the carrier to determine the requirements for services.

Important Numbers

  • Radiology Front Desk 914-734-3674
  • Wound Care Center 914-734-3030
  • Physical Therapy/Occupational Therapy 914-734-3509
  • Pre Admission Testing 914-734-3790
  • Admitting/Registration 914-734-3288
  • Surgery Center Registration 914-734-3740
  • Billing 914-734-3858
  • Financial Counselor 914-734-3518
  • Medical Records 914-734-3213