Effective January 1, 2024 Girls to Women/Young Men’s Health and Wellness will require that all patients have a credit or debit card on file with our office. All of our payments are processed through our HIPAA-compliant and secure practice management software, EclinicalWorks (ECW). Once your card is entered into the system the card number will be encrypted for your security, and our office staff will not have access to your card information.
Dallas Location Only – Your credit card on file will be used to pay for office visits, account balances, and other fees such as letters written by your provider, medication refills, prior authorizations, missed appointments, etc. Payment for office visits is due on the date of service. If you have a balance related to other fees your credit card will be charged on the 30th day after the charge is posted to your account.
Fort Worth & McKinney Locations Only – Your credit card on file will be used to pay account balances for account balances and other fees such as letters written by your provider, medication refills, prior authorizations, missed appointments, etc. If you have a balance related to an appointment, your credit card will be charged after insurance has processed the claim and has sent both you and our office an Explanation of Benefits (EOB) showing the total patient responsibility for the office visit. It is common for the patient to receive the EOB before we do, so you must contact your insurance company immediately if you disagree with the charges. For those self pay patients payment for office visits is due on the date of service.
Why are we doing this?
There are several reasons for this change. With the changing environment in healthcare, more responsibility is being placed on the patient. We need to be sure that patient balances are paid in a timely manner. To do this, we need to ensure we have a guarantee of payment on file in our office.
Is it secure?
When you provide your credit card it will be entered into our secure and HIPAA-compliant practice management software, EclinicalWorks. Once your card has been entered the card information is encrypted and only displays the last 4 digits of the card number. There is no way for our staff to access your full account number. Your stored credit card can only be used to process a payment associated with your specific patient account.
What if I don’t want to keep a credit card on file?
Having a credit card on file is mandatory for all patients of Girls to Women/Young Men’s Health and Wellness. You are welcome to contact us with an alternative method of payment prior to 7 days before the charge date. If the balance is paid in full prior to the charge date then the card on file will not be charged.
What if my card on file is declined?
If your card declines for any reason a member of our staff will contact you to obtain payment and update the card on file. A $25 fee will be applied to your account if an alternative method of payment is not provided within 7 days. An additional $25 will be applied to any account that is 30 days past due from the date of the original transaction.
What if I notice an error on my bill?
We hope that this doesn’t happen. We have a dedicated billing team that routinely reviews all claims for accuracy. If you find a problem, please give us a call promptly and we will investigate the issue. If your card has already been charged and you are due a refund, you have the option of applying the credit balance to your next appointment or having it refunded to the same card.