Credit Card On File
To Our Clients:

We have implemented a policy requiring a credit card held on file effective 10/15/2015. As you may be aware, the current healthcare market has resulted in insurance policies increasingly transferring costs to you, the insured. Though we do our best to verify your insurance information before the first session, every plan is different and it can be confusing to figure out. WE STRONGLY ENCOURAGE THAT YOU CALL YOUR INSURANCE COMPANY if you want to know for sure what your copay and/or deductible is. Otherwise the amount may not be known to you or us at the time of your visit.

The process is similar to hotels and car rental agencies, where you are asked for a credit card number at the time you check in. We will securely hold your credit card information with TransFirst /Quickbooks. TransFirst / Quickbooks is HIPPA and Payment Card Industry Data Security Standard (PCI DSS) compliant.

It is our policy (please see welcome letter on our website at ) that all fees , co-pays, deductible be paid at time of service.

Your credit card will not be charged unless:
1. your insurances have paid their portion and notified us of an additional amount of your share,
2. you forget your co-pay / deductible,
3. you cancel your session outside our cancellation policy,
4. other possible charges:
>Returned check fee - $30.00
>No-show fee - full session fee of $125.00
>Declined charge on credit card $10.00
>Charges due to changes in insurance or unpaid portion by insurance company.

You can request to receive a statement of the charges and a copy of the charge to your indicated email address. This in no way will compromise your ability to dispute a charge or question your insurance company’s determination of payment.

If you do not want to leave a credit card on file you can pay for the full session fee and you will be refunded different when we receive payment from your insurance company.

What is a Deductible and How Does It Affect Me?
An annual deductible is the dollar amount you must pay out of pocket during the year for medical expenses before your insurance coverage begins to pay. For example, if the policy has a $500 deductible, you must pay the first $500 of medical expenses before the insurance company begins to pay for any services.

When does a deductible begin?
Most plan years begin January 1st , but it is your responsibility to check with your insurance plan.

When do I have to pay for services?
Any time you come to session, you are expected to pay in full for your services until your deductible is met.

How will I know when my deductible has been met?
Call your insurance company at any time to check on how much of your deductible has been met; some insurance companies have this information available online. Every time you attend a session, you will receive notification from your insurance company with how much they
paid or did not pay.

I’ve never had to do this before at any other doctor’s office.
This may be a departure from what you have been used to but it is not uncommon in many medical practices, imaging centers, outpatient surgical centers require a credit card on file.

Why I’m being singled out? I always pay all my bills.
All patients are required to keep a credit or debit card on file. This policy isn’t personal; we apply it equally to all of our patients; by doing it this way, the temptation to play favoritism is eliminated and it removes us from the uncomfortable situation of having to decide who has to follow the policy and who does not.

What about identity theft and privacy?
Under HIPAA, we are under strict rules and guidelines in terms of protecting patient privacy and the credit card is considered protected health information. Because of HIPAA rules, our medical
office is far more secure than most retail establishments as it relates to identity theft.

I don’t have a credit card.
You are welcome to leave a HSA (Health Savings Account) or Flex Plan card on file or pay with cash or check for the visit in full. We understand there are legitimate reasons you might not have a card (declared bankruptcy, maxed out, or declared unworthy of credit). If this is the case,
we will work out a payment plan with you.

This is not the same as ‘signing a blank check’
What we are doing is nothing different than a hotel or rental car company does at each check-in. All credit card contracts give cardholders the right to challenge any charge against their account.

This is NOT the same as “balance billing”
“Balance billing” is asking the patient to pay the difference between our normal fee and the insurance company’s normal payment. That’s a breach of our managed care contracts. What we charge to the client’s credit card is the portion the insurance company determined is not covered by the company. For example we may bill your insurance company coverage $100, but agreed upon amount with insurance company is $80. The insurance company may pay $60. The other $20 is the client’s responsibility, and is what we charge to the credit card – instead of sending out a statement for that amount. Because of the new health care law, many providers’ services are also provided at no cost to you. These free benefits are not subject to a deductible.

What if there is a problem with my bill and I don’t notice it until after the payment processes?
We hope that this doesn’t happen. And although we love technology in this office, we are always vigilant of it going awry (some of us have watched too many Terminator movies). So, we routinely review the accuracy of claims processed by insurance and will contact you if WE find a problem. But, if you find a problem, call us up and we’ll investigate it. If we owe you money, we will refund it to the same card.


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