How to Prepare for Your Penn Medicine Appointment

What to expect when you call Penn Medicine to schedule or confirm an appointment

Penn Medicine operates through the University of Pennsylvania Health System, which includes Penn Presbyterian Medical Center, Penn Medicine at Radnor, and several outpatient clinics across the Philadelphia region. When you call to schedule or confirm an appointment, you'll reach a scheduling representative who will ask for your insurance information, reason for the visit, and preferred dates and times. The representative will tell you where to go, what time to arrive, and whether you need to bring anything specific.

If you're calling to confirm an existing appointment rather than schedule a new one, have your appointment card or confirmation number ready. The scheduling team can also tell you if your appointment is in-person or virtual, and whether any preparation is needed beforehand — some visits require fasting, others require you to fill out forms online before you arrive.

Penn Medicine's main scheduling line and individual department lines are staffed during business hours. If you need to reach a specific department — cardiology, orthopedics, primary care — asking for that department's direct line when you call can sometimes connect you faster than the main line.

Key Takeaways

• Have your insurance card and photo ID ready before you call, along with any previous medical records or test results from other providers.
• Penn Medicine will tell you the location, arrival time, and whether your appointment is in-person or virtual when you schedule or confirm.
• Some appointments require advance preparation like fasting or completing online forms; ask the scheduling representative what applies to your visit.
• If you need to reschedule or cancel, call as soon as possible so the appointment slot can be offered to another patient.
• Virtual appointments through Penn Medicine use a video link that the system will send to your email or phone before your appointment time.

What documents and information to bring or have ready

Bring your photo ID and current insurance card to every Penn Medicine appointment. If you have a new insurance plan or your coverage has changed since your last visit, bring the new card even if you've already updated your information online. The check-in desk will scan both documents and use them to verify your coverage and confirm your address and emergency contact information.

If you're seeing a specialist or if this is your first visit to Penn Medicine, bring any recent medical records, test results, or imaging reports from other providers. You can request these from your previous doctor's office before your appointment and bring them on a USB drive, printed copies, or simply tell Penn Medicine's medical records department to request them directly — though this takes longer. A list of all medications you take, including over-the-counter drugs and supplements, is also helpful to have written down.

If you have a chronic condition or are being treated for multiple health issues, bring a brief written summary of your medical history. This is especially useful if you haven't seen a Penn Medicine provider before or if it's been several years since your last visit. The summary doesn't need to be detailed — just the main diagnoses, surgeries, and any allergies to medications.

In-person versus virtual appointments at Penn Medicine

Penn Medicine offers both in-person and virtual appointments depending on the type of visit and your provider's availability. Virtual appointments are conducted through a video link that Penn Medicine will email or text to you before your appointment. You'll need a device with a camera and microphone — a smartphone, tablet, or computer — and a stable internet connection. Log in a few minutes early to test your audio and video before the provider joins.

In-person appointments require you to arrive 10 to 15 minutes early to allow time for check-in. Parking is available at most Penn Medicine locations, though some urban clinics have limited parking and may direct you to nearby garages. When you schedule or confirm your appointment, ask about parking options and whether the location is accessible by public transit if you prefer not to drive.

Virtual appointments are typically used for follow-up visits, medication management, and routine check-ins. If your provider needs to perform a physical exam, order imaging, or draw blood, you'll be asked to come in person. Some visits may start virtually and then require an in-person follow-up depending on what the provider finds.

Preparation steps that depend on your type of appointment

Certain appointments require specific preparation. If you're having blood work or lab tests, ask when you schedule whether you need to fast beforehand — most fasting requirements mean no food or drink except water for 8 to 12 hours before your appointment. If you're having imaging like an X-ray, ultrasound, or MRI, the scheduling representative will tell you what to wear and whether you should avoid certain foods or medications.

For appointments with a cardiologist, you may be asked to wear comfortable clothing that allows easy access to your chest and arms for an EKG or blood pressure monitoring. For orthopedic or physical medicine appointments, wear clothing that lets the provider see and move the affected joint — shorts or a tank top if it's your knee or shoulder, for example.

If you're having a procedure or surgery scheduled at a Penn Medicine facility, you'll receive separate detailed instructions about fasting, medications to stop or continue, and what to bring on the day of the procedure. Read these instructions carefully and call the surgical scheduling team if anything is unclear — they're used to these questions and would rather clarify than have you arrive unprepared.

What happens during check-in and how long appointments typically take

When you arrive for an in-person appointment, check in at the front desk with your ID and insurance card. The staff will verify your information, ask if anything has changed since your last visit, and may ask you to update your emergency contact or medication list. You'll then be directed to a waiting area. Most Penn Medicine locations have electronic check-in kiosks where you can confirm your arrival and answer routine health questions on a tablet.

Wait times vary by location and time of day. Mornings and early afternoons tend to be busier than late afternoons. If you're running more than 15 minutes late, call ahead to let the clinic know — some appointments can be rescheduled if you're significantly delayed, while others may be kept open for a short grace period.

A typical office visit with a primary care provider or specialist takes 20 to 45 minutes from check-in to leaving the clinic. This includes time in the waiting room, time with a nurse or medical assistant who takes your vital signs and medical history, and time with the provider. If your appointment involves testing or a procedure, add extra time — blood draws, EKGs, or ultrasounds can add 15 to 30 minutes.

After your appointment: understanding next steps and follow-up care

Before you leave your Penn Medicine appointment, ask the provider or nurse about next steps. This might include scheduling a follow-up appointment, getting a prescription filled, having lab work done, or waiting for test results. If you need follow-up imaging or specialist referrals, the clinic can often schedule these before you leave or will send you instructions on how to schedule them yourself.

Penn Medicine uses an online patient portal called MyPennMedicine where you can view your appointment summaries, lab results, and messages from your provider. You can set up your portal account when you schedule your first appointment or during check-in. Results typically appear in the portal within a few days of your visit, though some results take longer depending on the type of test.

If your provider prescribed medication, you can fill it at any pharmacy — Penn Medicine has in-house pharmacies at some locations, or you can use your preferred pharmacy. Ask your provider or the nurse which pharmacy they recommend or whether there are any insurance restrictions on where you can fill prescriptions.

Contacting Penn Medicine if you need to reschedule or have questions

If you need to reschedule or cancel your appointment, call the scheduling line or the specific department as soon as possible. Canceling at least 24 hours in advance helps Penn Medicine offer your time slot to another patient. If you're running late or need to reschedule on the day of your appointment, call immediately rather than simply not showing up — this helps the clinic manage their schedule and may affect your ability to schedule future appointments.

If you have questions about your appointment before the day arrives — what to bring, how to prepare, where to park, or whether it's in-person or virtual — call the clinic directly. The scheduling team or clinic staff can answer most questions quickly. If you have medical questions about your condition or symptoms, ask to speak with a nurse or leave a message for your provider through the MyPennMedicine portal.

Penn Medicine also has a patient advocate office that can help if you have concerns about your care or need assistance navigating the system. You can reach the patient advocate through the main Penn Medicine phone line or through your provider's office.

Frequently Asked Questions

What should I do if I can't make my appointment?

Call the clinic or scheduling line as soon as you know you can't attend. Canceling at least 24 hours ahead is best. If you need to reschedule, the representative can often book your next appointment while you're on the phone or send you a link to schedule online through the MyPennMedicine portal.

Can I bring someone with me to my appointment?

Yes. Most Penn Medicine clinics allow a family member or support person to accompany you. Let the scheduling representative know if you're bringing someone, especially if you need them to help with translation or if you have mobility concerns. For virtual appointments, the provider may ask your guest to step out of the video frame during the physical exam portion.

How do I get my medical records after my appointment?

You can request records through the MyPennMedicine portal, by calling the medical records department, or by visiting the records office in person. Penn Medicine typically provides records within 5 to 10 business days. There may be a small fee for copies, though electronic records sent to another provider are usually free.

What if I have a question about my bill after my appointment?

Contact Penn Medicine's patient billing department with your account number or date of service. They can explain charges, discuss payment plans, or direct you to financial assistance programs if you're having trouble paying. You can also ask about these options during your appointment before you leave.

Can I request a specific provider or ask for a different provider if I'm not comfortable?

When you schedule, you can request a specific provider if you have a preference. If you see a provider and would prefer someone different for your next visit, call the clinic and let them know. Most clinics will honor this request for future appointments.