Policy for Collection of Medical Debt

Minnesota Epilepsy Group, P.A. is committed to ensuring that the collection of medical debt is conducted in a manner that is respectful, ethical, and compliant with applicable laws. We aim to balance the need for financial sustainability with an understanding of our patients’ financial situations.

Compliance with 62J.806

Transparency

Patients will receive clear and detailed billing statements that include:

  • The total amount owed after insurance payments.
  • A breakdown of services rendered.
  • Information on how to dispute the bill if necessary.
  • Contact information for inquiries.

Payment Terms

  • After your insurance company has paid its portion of the bill, the remaining balance becomes your responsibility and is due within thirty (30) days of the initial statement date.
  • If you are unable to pay the amount due by the due date, please call us to set up a payment plan that is reasonable and acceptable to all.

Financial Assistance

We encourage patients to discuss their financial responsibilities with our staff. Our Business Office is available to help with questions and concerns, and we provide information for our payment plan option for eligible patients.

Communication

  • Attempt to reach the patient or responsible party through multiple communication methods (e.g., phone, email, mail).
  • Provide at least one written notice of the outstanding debt, including:
    • The amount due.
    • A statement that payment is expected.
    • Information about payment plans or financial assistance options.

Fair Debt Collection Practices

All staff involved in collections will adhere to fair debt collection practices, including:

  • Treating patients with respect and dignity.
  • Avoiding harassment or intimidation.
  • Not discussing the patient’s debt with unauthorized individuals.

Use of Collection Agency

  • We use a collection agency as a last resort in cases where the terms of a payment arrangement or terms of our collection policy have not been met.
  • If you have not paid the balance due within 90 days of the statement date and have not made payment arrangements with our Business Office, we will refer your account to a collection agency.

Identifying Uncollectible Debt

  • Accounts may be identified as uncollectible due to circumstances such as bankruptcy, death of the patient, or inability to locate the patient after reasonable efforts.
  • Once determined, these accounts will be documented, and collection activities will cease. Notification of this status will be sent to the patient.

Ending Collection Activities

  • Collection activities will be halted once an account is deemed satisfied (i.e., fully paid) or uncollectible.
  • Patients will receive written confirmation of the resolution of their account, detailing the status as satisfied or uncollectible.

Dispute Resolution

Patients have the right to dispute the medical debt. Disputes can be submitted in writing or verbally. We will investigate all disputes promptly and provide a written response.

Data Privacy

All collection activities will comply with HIPAA and other applicable privacy laws. Patient information will be handled securely and confidentially.

Training and Compliance

Staff involved in the collection process will receive regular training on compliance with 62J.806 and related laws, ensuring they are knowledgeable about patient rights and collection practices.

Review and Revision

This policy will be reviewed annually and revised as necessary to remain compliant with applicable laws and best practices.

Contact Information

For questions regarding this policy, please contact:
Business Office
Minnesota Epilepsy Group, P.A.
651-377-8468