Credit Card on File
Patient Authorization & Billing Guide
Vitality Urgent Care has introduced a Credit Card on File system to streamline billing and make your healthcare experience smoother. By securely storing your credit card, we automatically handle any remaining balances after your insurance processes your claim, so you never have to worry about missed bills or separate invoices.
1. How It Works
| At Your Visit | We collect your credit card information when you check in for your appointment. |
| Secure Storage | Your card is pre-authorized and stored on an encrypted, PCI-compliant platform. Only encrypted details are retained. Your full card number is never stored on our systems. |
| Insurance Submission | We submit your insurance claim as usual. No charges are made until your insurance has processed your claim. |
| EOB & Billing | Once your insurer sends an Explanation of Benefits (EOB), we charge any remaining balance to your card, typically within 7 to 10 business days. If there is no balance, no charge is made. |
2. Exceptions to This Policy
The following patients are not required to keep a credit card on file:
- Self-pay patients who pay in full at the time of service
- Patients presenting with a medical emergency
- Medicaid, or dual-coverage patients
3. Understanding Your Financial Responsibility
| Deductible | The amount you pay out-of-pocket before your insurance begins covering costs. |
| Co-pay | A fixed amount you pay for a covered service at the time of visit, for example, $20 per visit. |
| Co-insurance | Your percentage share of costs after your deductible is met, for example, 20% of the allowed amount. |
4. Patient Authorization
I authorize Vitality Urgent Care to securely store and use my credit card for payments related to deductibles, co-insurance, and co-pays as determined by my insurer’s Explanation of Benefits (EOB). I authorize charges up to $250 for services my insurance determines to be my financial responsibility. I understand that I will not be charged if no balance is owed, and that I may contact our billing department to dispute any charge.
Frequently Asked Questions
| Question | Answer |
|---|---|
| Why is this policy in place? | To manage shifting financial responsibilities in healthcare and simplify the patient experience so you can focus on getting better, not on billing. |
| How is my card kept safe? | We adhere to HIPAA regulations and PCI compliance standards, ensuring your card details are encrypted and never stored in full on our systems. |
| How much will you charge my card? | Only the amount shown on your EOB as your responsibility, minus anything already paid at the time of service. You will never be charged without an insurer-processed EOB. |
| What if I don’t have a credit card? | We accept HSA, HRA, FSA cards, debit cards, and major credit cards. |
| How will I know if my deductible is met? | Contact your insurance provider directly or log in to your insurer’s online portal for up-to-date deductible information. |
| What if I dispute a charge? | Contact our billing department immediately. We will review the charge, correct any errors, and issue a refund if warranted. |
| Why do all patients need to provide a card? | Due to the complexities of healthcare billing, this is our uniform approach to ensure seamless and timely payment processing for all insured patients. |
56 W Dundee Rd, Buffalo Grove, IL, 60089 / 480 S Rand Rd, Lake Zurich, IL, 60047 | phone: 224.601.5001
