CCOF - Full Policy
Credit Card on File- Full Policy
Short Hills Ophthalmology is committed to reducing waste and inefficiency and making our billing process as simple and easy as possible. We require that you provide a credit card on file with our office. We run our payments through HIPAA-compliant, secure Key Bank online software. When you come in, we will swipe your card with a card reader, much the same as any other credit card transaction. To place your card on file, we must charge ONE CENT(.01), but will reimburse you in cash at the time of swiping. Office personnel will not have access to your card. For your protection, only the last 4 digits of your card will show in the system.
Once your insurance company has processed your claims, they will send an Explanation of Benefits (EOB) to both you and our office showing what your total patient responsibility is. You typically receive the EOB before we do, so if you disagree with the patient amount owed, it is your responsibility to contact your insurance carrier immediately.
When we receive the EOB, we will enter this information into our system. On the Friday of the next week, if your total amount owed is $100 or less, we will process the payment on your credit card on file and email or mail you a receipt.
If your balance is over $100, we will send out a statement showing your total responsibility. If you wish to give a different method of payment than the card on file or if you would like to split your balance into multiple payments, call our billing office at 973.379.2544 extension #4 to make arrangements. You must call to make arrangements within 30 days of the statement date or your credit card will be billed for the total amount owed.
It is your responsibility to ensure that the card you have on file is not expired or cancelled and has an appropriate amount of available credit. Please call our office immediately if you need to update your credit card on file. If your payment is declined, a $35 declined payment fee will be applied and a warning letter sent. If we receive no response within 30 days of the letter date, your account will be sent to a collection agency.
- Ins co processes claim, sends EOB -> patient amount under $100 -> credit card charged for full amount on the Friday of the following week à receipt emailed or mailed to patient
- Ins co processes claim, sends EOB -> patient amount over $100 -> statement sent to patient à patient does nothing OR calls to make arrangements for payment à if no response from patient, full amount over $100 charged to credit card on file 30 days after statement date à receipt emailed or mailed to patient
- Credit card PAYMENT DECLINED -> $35 fee is added and warning letter sent to patient -> patient calls and arranges payment, fee removed à NO RESPONSE FROM PATIENT, account sent to collection agency 30 days after warning letter date