Why Card on File?

We Think it'll Make Things Easier For You.

We at Prognify Urgent Care have implemented a new policy that requires almost all patients to provide a form of payment (“Card on File”) in case of any amount that's deemed as"patient responsibility" after insurance has processed your claim. This policy is similar to hotel and car rental agency policies where you are asked for a credit card number at the time of check-in or prior to renting a car. We think this will make it more convenient and easy for you to get care and pay for any outstanding balance. We promise that you will not receive any SURPRISE charge on your card, and you'll have ample time to talk to us before we process your card.

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Understanding our new payment policy

Prognify Urgent Care requires that almost all patients to provide a form of payment (“Card on File”) in case of further patient cost responsibility once insurance has processed your claim. This mandatory “Card on File” policy allows for smoother transactions and billing for our patients.

We are requesting credit card information, which is securely stored until your insurances have processes the claim.

This also reduce your likelihood of overdue bills, and very importantly overdue accounts being sent to collections – trust us when we say this, we hate having to do this as it increases our overhead and our workload.

The patients not required to provide a “Card on File” are listed below. All other patients must provide a “Card on File”.

  • Patients experiencing a medical emergency
  • Medicare or Medicaid or dual coverage patients
  • Self-pay patients
  • Workers' Compensation or Occupational Medicine patients

You could use multiple forms of payment, including:

  • Credit Card
  • Debit Card
  • FSA Card
  • HRA Card
  • HSA Card

Please be assured that payment card information is tokenized and will be safely held on a secure, encrypted site. No financial information will be available to our staff, held in our system, or at our office.

Co-pays will still be collected at each visit (if applicable). We will submit all patient claim to insurance as usual.

When the insurance claim is processed, the patient should receive an explanation of benefits (EOB), either in the mail or electronically from their insurer that outlines the patient responsibility for services rendered. We also receive a copy of the EOB from our patient’s insurer and will charge the card on file the amount indicated as patient responsibility for services rendered within 3-5 business days of receipt of that EOB. If there is no balance due as per the EOB, the card on file will not be charged.

There are several reasons for this change. The primary reason is for your convenience. This will speed up our check in and check out process. It also helps you better manage your costs and improve your experience, allowing us to focus more on delivering exceptional patient care. We are a small practice and would much rather focus on patient care, not billing or collections.

We have to be fair and apply the policy to all patients. We have wonderful patients, and we know that most of you pay your balances. Unfortunately, this is not always the case. We spend a lot of our time sending patient statements, and reminders to the few who do not pay their balances. All patients (with the aforementioned exceptions) are required to keep a credit or debit card on file. This policy isn’t personal; we apply it equally to all of our patients. By doing it this way, the temptation to play favoritism is eliminated, and it removes us from the uncomfortable situation of having to decide who has to follow the policy and who doesn't.

Prognify Urgent Care does not store your sensitive credit card information at our office. We are HIPAA and PCI compliant, we have strict guidelines in terms of protecting patient privacy and credit card information. We do not keep any of your financial information including credit card, debit card, or HSA/FSA card information on file in our office, or on any of our computers.

You will be charged the amount indicated on your Explanation of Benefits (EOB) less any payments you might have made at the time of your visit.

An annual deductible is the dollar amount you must pay out of pocket during the year for medical expenses before your insurance coverage begins. For example, if your policy has a $1,000 deductible, you must pay the first $1,000 of medical expenses before your insurance company begins to pay for any services.

You may need to call your insurance company to find out if your deductible has been met. Many insurance companies also have this information available online.

This in no way will compromise your ability to dispute a charge or question your insurance company’s determination of payment. We will always work with you to determine if there has been a mistake on your bill, and we will refund you if we have made a billing error. We will only charge you the amount that we are instructed to by your insurance company in your EOB – you will find this listed as "Patient Responsibility" in the EOB. You can contact our billing department with any questions.

You are welcome to leave a HSA (Health Savings Account), Flex Plan or Debit card on file or set up a secured deposit of $100.00 at check-in before your appointment. We understand there are legitimate reasons you might not have a card and we will always work with you to make it easier for you to get care.