How to Schedule an Appointment Through Hampton Roads Health System

What the Hampton Roads appointment line does

The Hampton Roads Health System appointment line is a single phone number you call to schedule visits across multiple hospitals and clinics in the Hampton Roads area of Virginia. Instead of calling each facility separately, you reach a central scheduling team that can book appointments at any of the system's locations — including Sentara Norfolk General, Sentara Virginia Beach General, Sentara Careplex Hospital, and their affiliated urgent care and specialty clinics.

The line handles routine appointments, follow-ups with existing providers, and new patient visits. You'll speak with a scheduler who can check availability, confirm your insurance, and answer basic questions about what to bring or how to prepare for your visit.

Key Takeaways

• Call the Hampton Roads Health System appointment line to book visits at any Sentara facility in the region rather than calling each location separately.
• Have your insurance card, photo ID, and any referral paperwork ready when you call, along with a list of current medications if you're a new patient.
• The scheduler will tell you what time to arrive, whether you need to complete forms online beforehand, and what to bring for your specific appointment type.
• If you cannot reach the line or need to cancel, most Sentara locations also accept online scheduling through their patient portal or website.

Finding the correct phone number for your location

Hampton Roads Health System is part of Sentara Healthcare, a larger network with multiple phone lines depending on which facility or service you need. The main appointment line for Sentara facilities in the Hampton Roads area is typically listed on the Sentara website under "Schedule an Appointment" or on your insurance card if Sentara is in your plan's network.

If you're unsure which number to call, start with your primary care provider's office — their staff can either schedule you directly or transfer you to the right appointment line. If you have a referral to a specialist, the referring doctor's office often handles the scheduling call for you.

What information to have ready before you call

Gather these items before you dial so the scheduler can work quickly and accurately. You'll need your insurance card (front and back), a photo ID, and the name of the provider or department you want to see. If you're a new patient, have a list of current medications and any allergies written down.

If you have a referral from another doctor, have that paperwork in front of you — the scheduler may ask for the referring provider's name and the date the referral was issued. If you're scheduling a procedure or surgery, have any previous test results or imaging reports available, though the scheduler will usually tell you if they need those details before your visit.

What happens during the scheduling call

The scheduler will ask why you need to see a provider and what type of appointment you're looking for — for example, a routine physical, follow-up for a chronic condition, or a new patient consultation. They'll then check availability with providers in your area and offer you a few time slots. Let them know your preferred days and times, and whether you need morning, afternoon, or evening hours.

Once you choose a time, the scheduler will confirm your contact information, insurance details, and any special instructions for your visit. They'll tell you how early to arrive, whether you need to fast before the appointment, and whether any forms need to be completed online beforehand. Ask about parking, which entrance to use, and whether the provider's office is in the main hospital building or a separate clinic location.

Online scheduling as an alternative

If you prefer not to call, Sentara offers online appointment scheduling through their website and patient portal. You can log into your Sentara patient account (or create one if you're new) and browse available appointments by provider, location, and date. Online scheduling is often faster than calling, especially during busy hours, and you'll receive a confirmation email immediately.

To use online scheduling, you'll need to know your provider's name or the type of care you need — for example, "cardiology" or "orthopedic surgery." The system will show you available times and let you choose the one that works best. If you run into trouble or can't find what you're looking for online, you can always call the appointment line as a backup.

What to do if you need to reschedule or cancel

If your appointment time no longer works, call the same appointment line as soon as you know you need to change it. Schedulers can usually move you to a different date and time on the spot. If you're canceling rather than rescheduling, let them know so the time slot opens up for another patient.

Many Sentara locations also let you cancel or reschedule through the patient portal or by sending a message through your online account. Check your appointment confirmation email or the Sentara website to see which method is available for your specific location. If you miss an appointment without canceling, the provider's office may call to follow up or mark you as a no-show, which can affect future scheduling.

Preparing for your first visit after scheduling

After you've booked your appointment, the scheduler or a follow-up email will tell you what to bring and how to prepare. For most routine visits, bring your insurance card, photo ID, and a list of current medications and supplements. If you're having blood work or a procedure that requires fasting, the office will specify how many hours before your appointment you should avoid food or drink.

If the office asks you to complete a new patient form online before your visit, do that a day or two ahead so you're not rushed on the day of your appointment. Arrive 10 to 15 minutes early to allow time for check-in, especially if it's your first visit to that location. If you have questions about what to expect during your visit, call back or check the Sentara website — most departments have information pages describing common procedures and what happens during your appointment.

Frequently Asked Questions

Can I schedule an appointment for someone else, like a family member?

Yes, you can call on behalf of a family member, but the scheduler will need that person's date of birth, insurance information, and permission to schedule on their behalf. If the appointment is for a minor child, you'll need to provide your relationship to the child and may need to bring custody documentation to the visit.

What if I don't have insurance or am uninsured?

Tell the scheduler you're uninsured when you call. Sentara facilities have financial counselors who can discuss payment options, sliding scale fees, or charity care programs. You can still schedule your appointment — the office will work with you on payment arrangements before or after your visit.

How far in advance should I call to schedule an appointment?

For routine visits, calling one to two weeks ahead usually gives you good availability. For specialists or procedures, call as soon as you have a referral, since some specialties book several weeks out. If you need an urgent appointment, tell the scheduler — they may have same-day or next-day slots available.

What if the appointment line is busy or I can't get through?

Try calling during off-peak hours, such as early morning or late afternoon. You can also use the online scheduling portal on the Sentara website, send a message through the patient portal if you have an account, or call your primary care provider's office directly and ask them to schedule for you.

Will I receive a reminder before my appointment?

Most Sentara locations send appointment reminders by phone, email, or text message one to two days before your visit. Check your confirmation email to see which method they'll use. If you don't receive a reminder, call the office the day before to confirm your appointment is still scheduled.