Cary Orthopaedics is committed to providing you with the highest quality care in a transparent and cost-effective manner. We feel that a clear understanding of our financial policies will help foster this goal and maintain the quality of customer service we strive to provide our patients.
Learn more about the following:
Please do not hesitate to contact us if you have questions regarding our policies.
Credit Card on File (CCOF)
CCOF is a system where we keep credit card information on file with a PCI compliant third party to process account balances. The credit card information is NOT kept on file in our office, or on any of our computers. We use a gateway that is completely HIPAA compliant as required by law. Once we receive the EOB for service rendered, we will process the balance owed to us. We will access the third party to process the payment.
Here is how it works: At check-out, we will still collect payment for your regular copay or deductible/ co-insurance amounts. We will not usually know the exact amount that you will owe us until we receive the EOB from your insurance company. This usually takes several weeks. However, we will provide you with an estimate based on your insurance plan coverage. Once we receive the EOB from your insurance company, we will charge your card for the balance owed, if any. The amount we will collect is the same amount you would normally receive a bill for in the mail. The difference is that you will not have to call into the office or write a check for payment. It will not cost you a stamp to mail the payment or the time to make a call.
View frequently asked questions about the CCOF policy.
As a courtesy to our patients, we will gladly file your insurance. In order to do this, we require a current copy of the patient’s insurance card at each visit. We will scan your card(s) and photo ID for our files. If you do not have proof of insurance at the time of your visit and wish to be seen by one of our providers, you will be required to pay for any incurred expenses during that visit at the time you check out.
Cary Orthopaedics requires our patients to leave a bank card or credit card on file for payment of all co-payments, co-insurance, deductibles and outstanding balances. If you are having surgery or are scheduled for an in-office procedure, your insurance benefits will be verified prior to the procedure and an estimate of the cost will be provided to you. This estimate does not include charges for anesthesia, facility, facility-related charges, DME or hardware, or rehabilitation services: you will be billed separately for these service by the facility or rendering provider. We gladly accept Visa, Mastercard, Discover and American Express. If you choose not to leave your card on file, you will be required to pay for your visit in full at the time of service, when you check out. As an added convenience, Cary Orthopaedics does accept Care Credit, checks and cash as a form of payment.
Your insurance benefits are a contract between you and your insurance company, but we will be happy to file your insurance for you. In order to properly bill your insurance company for the services we provide, we require that you disclose all insurance information including primary, secondary, and tertiary insurances, as well as any recent changes in your insurance information or status. As noted above, if you do not have proof of active insurance at the time of your visit but wish to be seen by one of our providers, you may pay out of pocket for any expenses incurred on that visit. Payment is due at time of service. Although we will always provide a good faith estimate of the amount that your insurance may or may not cover, it is the insurance company that makes the final determination regarding your eligibility and benefits for service. We do not file third-party insurance, such as automobile or liability insurance.
If your insurance company requires a referral and/or preauthorization for any services we provide, please inquire about how to obtain this approval from our business office staff or our billing department, and we will be happy to guide you. Lack of required authorization may result in a denial of payment by your insurance company, and the balance would become the patient’s personal responsibility.
Self-pay accounts are patients without insurance coverage, patients covered by an insurance plan Cary Orthopaedics does not participate with, or patients without an active insurance card on file with us. As noted above, Cary Orthopaedics requires our patients to leave a bank or credit card on file for payment of all balances. If you choose not to leave your card on file, you will be required to pay for your visit in full at the time of service, when you check out. As an added convenience, Cary Orthopaedics does accept Care Credit, checks and cash as a form of payment.
Missed or Cancelled Appointments
Cary Orthopaedics will add a $50.00 charge for any no-show or canceled appointments for office visits that are not canceled within 24 hours of the appointment time. We will add a charge of $75.00 for any no-show or cancellation of an in-office procedure without a 24-hour notice.
Divorced/Separated Parents of Minor Children
The responsibility for payment of services rendered to any dependent children whose parents are legally separated or divorced lies with the parent who physically brings the minor to the appointment. Payment is due at time of service.
Cary Orthopaedics will charge a patient’s account $25.00 for any returned check by your bank. This will be payable by cash or money order only. This fee will be in addition to any previously accrued expense.
Cary Orthopaedics makes every attempt to avoid turning a patients account over to an outside collection agency. In the event the account is sent to outside collections, the person who is financially responsible for the account will be responsible for all collection costs, including attorney fees and court cost. Patients accounts who have been sent to collections cannot schedule an appointment until the collection balance is paid in full.
Any patient whose account is written off due to bankruptcy will not be allowed to continue to receive services from a Cary Orthopaedics. Upon your written permission, we will be happy to provide you or those you designate a copy of your medical records.
Cary Orthopaedics makes every attempt to provide a good faith estimate of the cost of services we provide. In the event that we over collect for these services, we are happy to provide a timely refund after all services have been properly adjudicated by your insurance company and the balance of the account has been paid in full. Cary Orthopaedics writes refunds checks once monthly as necessary.
Lost/Expired/Damaged Refund Checks
Cary Orthopaedics will charge a $25.00 fee for all lost, expired, or damaged refund checks that have to be re-written. This fee will come out directly from the amount of the original refund check and will be re-written during the course of the monthly refund process. Cary Orthopaedics writes refunds checks once monthly as necessary.