Practice Policies
Financial Policy
We are committed to providing you with the best possible care. If you have dental insurance, we are anxious to help you receive your maximum allowable benefits. In order to achieve these goals, we need your assistance, and your understanding of our payment policy.
Payment for services is due at the time services are rendered unless payment arrangements have been approved in advance by our staff. We accept cash, checks, MasterCard, Visa, Discover, and American Express. We also offer flexible payment plans through Cherry and Care Credit.
Insurance
We will gladly process your insurance claim for you and will also estimate your deductible and the portion not covered by your insurance. This estimated amount is due at the time of treatment.
Please understand that we can only estimate your coverage in good faith but cannot guarantee coverage due to the complexities of insurance contracts. Your estimated patient portion must be paid at the time of service.
Cancellation Policy
We value your time and strive to provide the best care for all our patients. If you need to reschedule or cancel your appointment, we kindly request at least 24 hours’ notice. This allows us to offer that time to another patient. Appointments that are rescheduled or canceled with less than 24 hours’ notice, as well as missed (no-show) appointments, may be subject to a fee.
Collections Policy
Payment Terms
- Standard payment terms are Net 30 days from the date of invoice, unless otherwise agreed upon in writing.
- Invoices are considered past due if not paid within 30 days of the invoice date.
Late Fees & Interest
- A late fee of $25 may be applied to invoices unpaid after 30 days.
- In accordance with Minnesota law (Minn. Stat. § 334.01), interest of up to 6% per annum may be charged on overdue balances, unless a different rate is agreed upon in writing.
Collections Process
Step 1: Courtesy Reminder (Day 31–45)
- A polite payment reminder will be sent via mail in a statement form.
- Patients may contact our business office to discuss the opportunity of a payment option.
Step 2: Second Notice (Day 46–60)
- A second statement will be sent, indicating the balance due, interest/fees accrued, and a final deadline for payment (usually 10–15 business days).
Step 3: Final Demand (Day 61–75)
- A final demand letter will be issued. Patients will be notified that failure to pay may result in a third-party collections.
Step 4: Third-Party Collections or Legal Action (After Day 75)
- Accounts that remain unpaid may be:
- Turned over to a licensed Minnesota collections agency, or
- Pursued via small claims court or civil court, depending on the balance owed.
- All actions will comply with the Minnesota Fair Debt Collection Practices Act and the federal Fair Debt Collection Practices Act (FDCPA)
Disputes and Hardship
- Patients may dispute charges within 30 days of invoice receipt.
- Patients facing financial hardship may request a payment option. Approval is subject to review and discretion.
Recordkeeping
- All communications, invoices, payments, and actions taken will be documented and retained for a minimum of 6 years, in compliance with Minnesota’s business recordkeeping laws.
Contacts
For questions about billing or this policy, please contact:
Policy Review
This policy is subject to periodic review and may be updated as needed to reflect changes in state law or business operations.