InsurancE

Credit Card On File Policy

Innovative Urgent Care and Family Health Clinics actively commit to reducing waste and inefficiency while striving to make our billing process as simple and easy as possible. As of January 1, 2023, we now require that you provide a credit card on file (CCOF) with our office. Our office runs payments through our HIPAA-compliant, secure practice management software Athena. When you visit our clinic, we will scan your card with a card reader, storing your payment information on Athena’s secure servers for future transactions. Our system will display only the last 4 digits of your card, ensuring your protection, while office personnel will not have access to your card.

We will utilize the Credit Card on File to settle account balances following insurance adjudication. At each visit, co-pays will continue to be collected, if applicable. We will submit all patient claims to insurance in the customary manner. Once your insurance processes the claims, they will send an Explanation of Benefits (EOB) to both you and our office, indicating your total patient responsibility. Generally, you receive the EOB before we do. Therefore, if you disagree with the amount owed for patient responsibility, it is your responsibility to promptly contact your insurance carrier.

Notes:

• While your credit card is on file, if it expires or becomes uncollectable, we will require you to promptly provide an alternative method of payment.

• Credits on your account after your insurance claim has been adjusted will be returned to the credit card on file.

• Ultimately, you are responsible for knowing what services are covered, how often, and how much of the cost is your responsibility. You will be responsible for any portion of services that your insurance does not cover.

• To avoid any issues of discrimination or favoritism; all patients will be required to have a credit card on file regardless of insurance or visit type.

FAQs:

When I booked my appointment, the receptionist told me I had to keep a credit card on file with the office. I’ve never heard of that before.

• This is not surprising that this is new to you, as it is not yet the norm in this area. Credit Card On File (CCOF) is the new standard in the healthcare industry nationwide, and soon all of the high-quality medical practices will adopt it. We are not the first to do this. Insurance reimbursements are declining and the expectation is that health care providers find ways to become more efficient. With the Affordable Care Act and the Health Exchanges, we are seeing a massive increase in patient deductibles. These factors are driving many medical offices and clinics to either squeeze more patients into shorter periods or stop accepting insurance. We have decided to focus on becoming more efficient instead.

How does CCOF work? I’m nervous about giving up my sensitive financial information.

• The credit card processing component of our HIPAA-compliant practice management system securely protects your card information. This system employs technology similar to that used by credit card companies to store card details for future transactions. We are unable to access the complete card number; only the last 4 digits are visible to us. Importantly, it is not possible to export the card information from our system. We can solely utilize it to process payments within our practice management system, which generates an indelible record that cannot be deleted.

How does the credit card on file system work to drive down administrative costs?

• Our staff will now spend less time entering credit card information for each transaction. We also don’t have to send out as many statements, which saves trees, money, and time. Once your CCOF is in our system, check-in and check-out time is much shorter for you as well.

I always pay my bills on time. Why do I have to do this?

• The entire billing process is wasteful, but the few patients who require multiple billing attempts or even need to be sent to a collections agency impose significant time and expense on us. To continue accepting insurance and Medicare, we must reduce unnecessary costs. This new process significantly reduces the administrative expenses associated with billing. As a result of billing inefficiencies and administrative burdens, we have already discontinued accepting Medicaid.

• Nothing is changing about how much you pay.  When you visit our office and receive a service, it is important to acknowledge that you bear the ultimate responsibility for the cost of your care. We take care of billing your insurance company on your behalf, and we have contracts with most insurance companies to ensure you receive the best possible coverage for your care. However, it’s essential to note that the Credit Card on File (CCOF) will only cover your portion of the expenses after your insurance company fulfills its contractual obligations.

How the CCOF process benefits patients.

• First and foremost, it is far more convenient for you – you don’t have to call the office to buy a stamp or worry about getting around to paying the bill. It takes the hassle out of the process, especially for patients who have HSA cards to pay for their medical care. If you get your statement and want to use a different card, pay by check, or discuss a payment plan, you may still do so as long as you do so promptly.

What if there is a problem with my bill and I don’t notice it until after the payment process?

• We hope that this doesn’t happen.  Although we love technology in this office, 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 and we’ll investigate it. If we owe you money, we will refund it promptly to the same card, instantaneously.

The only patients not required to provide a “Card on File” are listed. All other patients must provide a “Card on File”.

• Patients experiencing a medical emergency

• Medicare or dual coverage patients

• Self-pay-Fee For Service or DOT patients when the visit is paid in full at the time of service,

• Occupational Medicine and Workers’ Compensation patients

• Direct Primary Care (DPC) members of our sister company Sana Vida Wellness Center

What happens if I do not have a credit card?

​We also accept:

• HSA

• HRA

• FSA

• Debit Card

What is a deductible and how does it affect me?

• You are responsible for paying an annual deductible, which is the amount you must personally cover for medical expenses before your insurance coverage takes effect. For instance, if your policy sets a $500 deductible, you must personally pay the initial $500 of medical expenses before your insurance company starts reimbursing you for any services.

How will I know if my deductible has been met?

• You may find out when your deductible is met by calling your insurance company at any time. Some insurance companies also have this information available online.

We will give those who decline to comply with our new policy the option to pay a cash office visit fee before each appointment with their clinician. The current cash price for care is $159, but it may be subject to change with prior notification.