Credit Card on File Policy
Effective January 8th, 2025
At Greater Boston Dermatology, we are committed to providing exceptional care and a seamless experience for all our patients. To help us maintain this standard, we’ve introduced a Credit Card on File (CCOF) policy. This policy ensures an easy and efficient way to manage payments for medical care while allowing us to focus on what matters most—your health and well-being.
As a small practice, we rely on timely payments and appointment attendance to continue serving our community. This policy helps us protect appointment availability and keep our operations running smoothly. Please note that having a credit card on file is required for all appointments.
We appreciate your understanding and support as we work together to provide you with the best possible care!
Requirements:
All patients are required to keep an ACTIVE credit card on file with Greater Boston Dermatology. The credit card must be in the name of the patient or the patient’s authorized representative.
Use of the Credit Card:
The credit card on file will only be used for unpaid balances after your insurance processes your claims. This typically includes the “patient responsibility” portion of the bill, such as deductibles, co-pays, and any remaining balances. Additionally, the card may be used to cover fees for late cancellations or no-shows.
You will receive several electronic reminders to pay your bill via text and/or email. If payment is not received within 30 days after we receive your Explanation of Benefits (EOB), the credit card on file will be charged for the outstanding amount.
Late Cancellations/No-Show Fees:
We understand that schedules can change unexpectedly, and we’re here to help you reschedule when needed. However, to ensure we can accommodate all our patients effectively, we ask that you cancel or reschedule your appointments within the following timeframes:
Medical, cosmetic, surgical or Mohs appointments: At least 24 business hours in advance.
Business hours: Monday through Friday, 8:00 am to 5:00 pm.
The following fees will be charged for late cancellations or no-shows within 48 business hours of the missing appointment:
$50 for medical appointments.
$100 for cosmetic, surgical or Mohs appointments.
Example:
For a Monday 8:00 am medical appointment, cancellations must be made by Friday at 8:00 am.
Changes to Credit Card Information:
Patients are responsible for keeping their credit card information up to date. If the credit card expires or is lost, the patient must notify Greater Boston Dermatology immediately.
Security:
Greater Boston Dermatology takes the security of patient information very seriously.
• Your credit card will be entered into our payment processing system directly and stored securely.
• Your card on file will be encrypted. Your full credit card number will never be displayed.
• We value your privacy and will keep your payment information stored securely in accordance with HIPAA guidelines and will not be shared with any third parties.
Declined Credit Card On File:
If the credit card on file is declined, we will contact you to provide an updated form of payment. Outstanding balances must be settled within 10 business days to avoid interruptions to your care.
Dispute Process:
If you believe there is an error in the charges made to your credit card, please contact our office at 617-540-5570 or at info@greaterbostondermatology.com within 30 days of the charge. We will investigate and resolve any billing concerns promptly. If a billing error occurs and you are due a refund, we will process the refund back to your credit card within 15 business days of resolving the issue.
Consent to Communication:
By agreeing to this policy, you consent to Greater Boston Dermatology contacting you via phone or email to discuss billing concerns or provide payment reminders.
Policy Expiration and Reauthorization:
This authorization remains valid until you provide a 30-day written notice to cancel it. Written notice must be submitted to our office. If changes to the policy occur, we will notify you, and a new authorization may be required.