Financial Policy

Financial Policy

Our mission at MindWeal Health is to provide comprehensive, prompt & evidence-based mental health care to children & their families. Our vision is to achieve this by combining the best clinical acumen with the latest technology. All our policies, including financial policy, align with our mission & vision. Please take your time reviewing this policy, as a clear understanding of this policy is vital to the success of our professional relationship with you and your family.  

• Understanding your Responsibilities: 

1. If we accept your insurance: Insurance is a contract between you and your insurance company. In most cases, we are not directly involved in that contract. However, as a courtesy, we will bill your primary insurance on your behalf. To facilitate this, we require complete and accurate insurance information, including any secondary coverage. It is your responsibility to inform us promptly of any changes to this information. Failure to provide complete insurance details may result in you being responsible for the full payment of services rendered. While we can provide an estimate, the final determination of eligibility and benefits is made by your insurance provider. Any remaining balance after your insurance has processed the claim will be your responsibility. If they don't cover certain services, you'll need to pay for them in full.
2. If we do not accept your insurance: Full payments for the service and any past due balances are due on the date of your appointment. We'll give you a detailed bill (super-bill) for the services, which you can then submit to your insurance company. Depending on your out-of-network benefits, your insurance might cover some or all of the costs, reimbursing you accordingly.
3. Informing us of any change of your contact information: It is your responsibility to inform us promptly of any changes to your personal details, including contact information like phone numbers, email addresses, and home addresses. This ensures you receive our communications without delay.
4. The ultimate responsibility of the bill: Adult patients (18 years and older) are responsible for paying for their services, no matter any outside arrangements they may have. For patients under 18, the parent or guardian is accountable for the payment.
5. Missed Appointments: At least 24 hours' notice, excluding weekends and holidays, is required if you need to cancel an appointment. If an appointment is missed or canceled without this notice, a $50 fee will apply. This policy applies even if you are unwell; however, you may switch to a virtual visit if an in-person visit is scheduled. Please note, there are no exceptions to these charges. This policy ensures we can effectively manage our schedule and continue offering timely care to all our patients.

• Billing Process:

• • Mode of Payments Accepted: All payments should be made online using our PCI-certified online payment system. Note that we do not accept cash, demand drafts, or money orders. Payments via checks are only accepted for amounts due on mailed statements.

• • Requirement of Credit/Debit Card of File: To maintain your physician-patient relationship with us, it is essential to have a valid and active credit/debit card on file. Please use the MindWeal platform or web app to enter or update your credit card information. Rest assured, we do not store your credit card information on the MindWeal platform; it is securely stored by our PCI-certified payment processor.

1. Billing Process when Insurance Isn’t Accepted:
   1. For complete details on our current fees for out-of-pocket services, please visit our website. Please note that these fees are subject to change. While we strive to provide updated fee schedules prior to your visits, it is ultimately your responsibility to review the most recent schedule on our website.
   2. Maintaining a valid and active credit/debit card on file is essential for your physician-patient relationship with us. Your card will be charged according to our fee schedule before each visit. If a card is not on file or is inactive, your appointment will be canceled. To reschedule, you will need to update your payment information.
   3. A $50 fee is charged for appointments that are missed or canceled within 24 hours of the scheduled time, excluding weekends and holidays. 

• Billing Process for Accepted Insurance:

1. After each completed appointment, your registered credit card will be charged for any copays.
2. We will submit a bill to your insurance following your visit.
3. Once your insurance has processed the claim, we will invoice you for any remaining balances.
4. You will receive this bill via text and email, which will include a link for electronic payment. This bill is due within 30 days.
5. Payment reminders will be sent to you on the 7th, 14th, and 21st days.
6. If the bill remains unpaid by the 30th day, a paper statement will be mailed to you.
7. On the 60th day of non-payment, we will make a one-time contact via text or phone call.
8. A final payment reminder will be sent on the 75th day.
9. Accounts with outstanding bills at 90 days will be referred to a collection agency.

• Unsettled Account Consequences:

• • Transfer of account to a collection agency: Despite our outlined reminders, if the bill is still unpaid by day 90, we will transfer your account to a collection agency. The individual responsible for the account will then also bear all costs associated with the collection, including attorney fees and court expenses.

• • Termination of Services: Regrettably, the transfer of your account to a collection agency will result in the termination of our professional relationship. This means that MindWeal Health, PLLC, including all its staff and providers, will no longer oversee your care.