Billing and Cancellation Policy
​
Purpose and Scope
This policy explains how clients of Ridgebury Farm will be billed for therapy and wellness services, how payments are handled, our credit card on file requirements, our cancellation and no-show fees, and how superbills are provided for clients who wish to seek reimbursement from their insurance. This policy applies to all therapy and wellness services provided by Ridgebury Farm.
Payment Terms
Payment in full is due at the time of service for each session. Acceptable forms of payment include credit or debit card and any other payment method expressly accepted by Ridgebury Farm. Clients are responsible for all fees associated with services rendered, including any agreed-upon ancillary charges disclosed by the clinician or front office prior to or at the time of service.
Good Faith Estimates
Ridgebury Farm does not accept insurance; therefore, federal law generally requires us to provide you with a Good Faith Estimate (GFE) of the expected charges for scheduled therapy services or upon request. The GFE will identify the expected services and charges.
The GFE is an estimate, not a bill, contract, or guarantee of the final cost. Your actual charges may differ if the services provided or your circumstances change.
If you receive a bill that is at least $400 more than the total amount stated in your GFE, you may dispute the bill through the federal Patient-Provider Dispute Resolution process. Information about that process will be provided with your GFE. You are not required to waive these protections as a condition of receiving care.
Insurance and Superbills
Ridgebury Farm does not participate in insurance panels and does not submit claims to any insurance carrier. Upon request, we will provide a detailed receipt commonly referred to as a superbill that includes diagnostic and procedural information required by many insurers for out-of-network reimbursement. Submission of superbills, communication with the insurer, and any appeals or follow-up are the client’s responsibility. The amount and timing of any reimbursement are determined solely by the insurer, and Ridgebury Farm makes no guarantees regarding coverage, rates, or eligibility. Cancellation and no-show fees are not billable to insurance and are the client’s responsibility.
Credit Card on File Requirement and Authorization
To streamline billing and ensure timely payment, clients must keep a valid credit or debit card on file with Ridgebury Farm. By receiving services, the client authorizes Ridgebury Farm to charge the card on file for amounts due, including session fees, late cancellation or no-show fees as described in this policy, returned payment fees, and other charges agreed to implicitly or expressly. Charges will be processed at the time of service or when a balance becomes due under this policy. Clients may update the card on file at any time by contacting our office. If a card expires, is replaced, or is otherwise invalid, clients agree to provide updated card information within a reasonable time after notice from Ridgebury Farm. Clients may revoke card-on-file authorization only if an alternative payment method acceptable to Ridgebury Farm is arranged in advance and the account is paid current.
Cancellation and No-Show Policy
Appointments are reserved specifically for each client. If a client needs to cancel or reschedule, we ask for 72 hours’ advance notice. The client must provide at least 24 hours’ advance notice. If notice is provided less than 24 hours before the scheduled appointment time, the client may be charged up to the full session fee. A no-show, defined as missing an appointment without providing notice before the appointment start time, or arriving more than 10 minutes after the start time of the appointment, is treated the same as less than 24 hours’ notice and may result in a charge of the full session fee. These fees are intended to cover reserved clinical time and administrative costs and are not billable to insurance. Ridgebury Farm may, in its sole discretion, waive or reduce cancellation or no-show fees in limited circumstances such as documented emergencies, sudden illness, hazardous weather events affecting travel, or when the clinician must cancel or reschedule. Clients should contact the office as soon as possible if an emergency arises.
Fee Schedule and Changes
A current fee schedule identifying standard session fees and commonly incurred charges will be provided to clients at intake and upon request. Fees may be updated from time to time. Ridgebury Farm will provide reasonable advance notice of changes to the fee schedule, and any changes will apply prospectively to sessions occurring on or after the effective date of the change.
Returned Payments, Declined Cards, and Collections
If a payment is returned or a card on file is declined, the client remains responsible for the outstanding balance. The client authorizes Ridgebury Farm to reattempt the charge and, if needed, to contact the client to obtain updated payment information. A reasonable returned payment or processing fee may be assessed to cover bank or processor charges and administrative costs as listed in the current fee schedule. Balances not paid when due may accrue late charges as allowed by the fee schedule and applicable law. If an account remains delinquent after notice and an opportunity to cure, Ridgebury Farm may suspend non-urgent services until the account is brought current and may refer the account to a collections process consistent with professional standards and applicable law. Clients are responsible for reasonable costs of collection, including third-party collection fees actually incurred, to the extent permitted by law. To avoid additional charges or referral to collections, clients should promptly communicate with our office to arrange payment plans when needed. Any payment plan must be approved by Ridgebury Farm in writing.
Communication and Billing Inquiries
Clients may request account statements, superbills, and fee information by contacting our office. Questions or disputes regarding charges should be raised in writing within a reasonable time so that we can investigate and respond. If a billing error is identified, it will be corrected promptly.
Consent and Acknowledgment
By signing below, the client acknowledges receipt of this policy, understands that payment is due at the time of service, understands that Ridgebury Farm does not bill insurance and that superbills are provided upon request for the client to submit to an insurer, agrees to keep a valid card on file and authorizes Ridgebury Farm to charge amounts due under this policy, and agrees to the cancellation and no-show terms described above. The client understands that cancellation and no-show fees are not billable to insurance and are the client’s responsibility.