Billing & Collection Policy (billing=mistakes)
"Mistakes" Cycle 
- If they make ANY payment each month, the next bill is still considered a "1st" and no late or billing fees added.
- Short Track to Collections: If a check bounces, or Medicaid, skip to collections.
- Only send bills for over $20
- In Office: Pay at time off service. Otherwise it is their responsibility to contact us for payment arrangements within 7 days. Send task to office manager for those who don't pay. Office manager will wait 7 days then try to calling & leave message, if no response send to Headquarters. After HQ makes sure pt. contracted by all forms of communication, 2nd bill sent
- 1st Month: Send first bill.
- 2nd Month: Make effort to call, e-mail, txt, and comm log of each method sent. "They need to contact us within 7 days to arrange payment or payment plan, if not all future family appointments will be broken, and family will not get another appointment for 12 months as we have a 4 month wait list for new patients and they will be sent to collections." If they don't call back add $30 late fee.
- One week later: collections
- (inactive each family member and add family pop up of date family allowed future appointment and send to collections.
Collections
- If no response, and patient makes no attempt to pay or contact us, we send them to collections.
- Only send to collections if balance is over $100;
2. Mark each pt inactive
3: Add family pop up saying sent to collections
3. Mark chart/billing type with HXC
4. Send task to respective office manager and Doctor involved
with minimum of 7 days notice before sending pt. They try to help but "support the Specific Date."
5. Add a 40% Collections fee,
6. Write off entire balance as uncollectible when send to NAR (never record on current day to keep amount from daily production reports)
- Only way patient can keep from being dismissed is by putting card on file that we are authorized to charge at every appointment.
- Once a file has been sent to collections, it 'belongs' to NAR. If a patient comes in and wants to pay, go ahead and take payment but we must call NAR and or Cascade Collections Specialist to determine if we can keep payment or have to send to NAR. First 30 days they get a certified letter, next 30 days NAR will notify FICO and begin legal action if possible.
Payment Strategies & Tools
- Highlighted, Verified, Treatment plan: This is our standard and first defence to earn trust!
- Waive late and missed appointment fees: With proper discretion, one could offer to waive certain fees if patients brings account current today.
- "Not send case to lab or deliver crown" Sometimes, informing patient we will put the case on hold until paid in full or arrangements are made is a friendly, fair, way to encourage payment.
- Exception Payment Plans: Payment plans not typically allowed can be set up to maintain goodwill and help patients become current on past balances only. Requires 2nd team members initials.