We appreciate you choosing us for your care. As a standard procedure, we securely keep your payment information on file to streamline the billing process and help prevent outstanding balances. Any unexpected charges on your statement will correspond to one of the following scenarios:

• You had an appointment today and had an outstanding balance or copay.
• It is the 15th or 30th of the month and our autopay collected any outstanding balance.

There are several possible reasons why you may have an unexpected balance:

• Deductibles Reset: Many insurance plans reset deductibles at the beginning of the year, which could mean new out-of-pocket costs.
• Insurance Plan Changes: If your insurance plan changed—whether through your employer or another source—your coverage, copays, or deductibles may have been affected.
• Appointment Type & Coding: The type of appointment or services provided may have resulted in different billing codes, which we are required to follow based on state and federal guidelines.
• Claim Denial: Your insurance may have denied a claim for various reasons, such as lack of coverage for a specific service.
• Insurance Payment Reversal: In some cases, insurance companies initially pay a claim but later retract the payment, which can result in a balance.
• No-Show or Late Cancellation Fees: If you missed an appointment or canceled late, a fee may have been applied per our policy.
• Other Factors: There may be other reasons specific to your insurance policy.

Since we are not legally allowed to review your insurance benefits in detail, we recommend contacting your insurance provider for further clarification. If you need any assistance understanding your bill, we’re happy to help guide you through it!

Please take time to review our billing process below:

Ways to Pay Your Bill/Balance

You can make payments using the following methods:

• Patient Portal
  • Login to your portal: https://patient-portal.prosperityehr.com
• Text or Email Link
  • Pay using the link provided in your text or email statement.
• Phone Payments
  • Call: 952-746-7664 to pay over the phone.
• Mail Payments
  • Send payment via mail with the pay stub attached to your statement.
• Autopay
  • Payments are automatically collected on the day of your appointment and on the 15th & 30th of each month.

Important Information Regarding Your Account

• Payment Plan Statements
  If you are on a payment plan, you may still receive statements. These are for your records only and do not reflect any additional charges.
• Balance Changes
  Insurance companies may submit multiple claims on any given day. Your balance may change without notice and we encourage you to stay in contact with your insurance to plan accordingly.
• Insurance Responsibility
  It is your responsibility to know your “patient responsibility” amount for your appointment type and keep track of your visits. Your insurance provider must provide you with this information, we are allowed to.
• Postal Delays
  Please note that paper statements may be delayed by 5-10 days due to the US Postal Service, which may cause discrepancies in your balance.

Billing Process Overview

1. Scheduling & Intake
   • Schedule an intake appointment with a provider.
   • You may have two intake appointments to cover all necessary topics.
   • Complete all required paperwork before your first appointment; otherwise, the appointment may be canceled.
2. Payment Information
   • Credit Card on File: You are required to keep a credit card on file. This is necessary even if you do not expect to have a balance.
   • You are automatically enrolled in text and email statements unless you opt out. Paper statements are available upon request.
3. Appointment & Charges
   • On the day of your first appointment, we will charge your card for a copay, if your insurance requires one.
   • If you are a private pay client, the full amount is due before the appointment.
4. Insurance Claim Submission
   • After your appointment, your provider will submit the session details to your insurance.
   • Claim processing time: Typically 5-90 days, depending on your insurance company and plan.
5. Patient Responsibility
   • After processing, we receive the claim details, including the amount paid by insurance and your “patient responsibility”.
   • If you want to know how much you may owe, please contact your insurance provider directly. We are unable to discuss your benefits with you.
6. Balance Updates
   • Your balance may change without notice, especially if multiple claims are processed at once.
   • Once processed, the balance is due as services have already been provided.

How We Notify You About Your Balance

• Statements Sent Weekly
  • Every Monday at 6pm, our system automatically sends all types of statements to clients who have opted in for statements. Statements are sent if:
    • You have not received a statement in the last 14 days.
    • Your account is not in Pre-Collections Status.
    • Pre-Collections Status: Accounts with no payment for over 60 days.
• Statement Delays
  • Paper statements may be delayed 5-10 days due to USPS mail processing, which could lead to an inaccurate balance.
• Updated Balance Links
  • Any link you have previously received in a text or email statement can be used to check your most up-to-date balance.

Payment Plan Options

• If you would like to set up a payment plan, please contact the billing department. Once approved, your plan will include:
  • Monthly, bi-weekly, or weekly payments automatically collected using your card on file.

Client Responsibility

• Track your visits and stay informed of your “patient responsibility” for each appointment.
• It is your responsibility to contact your insurance provider to confirm the amount you owe for each session.

We appreciate your understanding of our billing process. If you have any questions, feel free to reach out to us. Thank you for being part of River Valley Behavioral Health & Wellness Center!

For more information, please reference our client service agreement guide:

RVBHWC Service Agreement Guide