Credit Card on File (CCOF) Policy

We are committed to providing you with exceptional Pain care, as well as making our insurance billing processes as efficient as possible. Our healthcare environment is such that more responsibility of payment is being placed on the patient in the form of copays, deductibles, coinsurance, and non-covered services. We therefore require that you provide a credit card on file with our office. We run our payments through a HIPAA-compliant and secure practice management software. We recommend that you enter your card information on the Patient Portal or during check-in for your visit. If you will be using your health insurance for your care, we will bill your insurance company first – we will only charge your credit card when they inform us of patient responsibility. This policy will not compromise your ability to dispute a charge or question your insurance company’s determination of payment.


Why am I asked to keep a credit card on file with the office? I’m nervous about this idea.

Credit Card On File (CCOF) is a standard policy in the healthcare industry nationwide that helps deliver your care in a convenient way for you. Your card information is securely protected by our HIPAA-compliant practice management system, which uses the latest encryption technology. We cannot access the entire card number – only its last 4 digits. There is no way to export the card information out of our system. If you get your statement and want to use a different card. If the credit card on file expires or otherwise becomes uncollectable, we will ask you to provide a new and valid credit card on file or to other means of payment.

How Will I Know How Much You Are Going to Charge Me?

When we receive payment from your insurance company, you will also receive an EOB (Explanation of Benefits).  The EOB will have a column showing the amount that you owe.  We will charge the credit card on file the remaining patient responsibility amount, if any, as per the EOB. If you disagree with the patient responsibility amount owed, please contact your insurance carrier. Once charged, you will receive an itemized receipt of payment. Any credit to your account after your insurance has paid will be returned to the credit card on file.T

What if there is a problem with my bill and I don’t notice it until after the payment processes?

We routinely review the accuracy of insurance claims, but if a billing error has occurred with your insurance, we will refund any money owed to you once dispute or error is settled.