Credit Card on File
A plain-language guide. The official policy is in the Patient Financial Responsibility Form, which you review and sign when you check in.
We keep a credit card on file so you never have to chase bills. Your insurance is billed first.
Whatever your insurance says is your share — and only that — is charged to your card later,
in small monthly steps, with an email before every charge.
Whatever your insurance says is your share — and only that — is charged to your card later,
in small monthly steps, with an email before every charge.
How it works
| At your visit | We securely save your card when you check in. Nothing is charged at this point. |
| Insurance first | Your insurance is always billed first. You are responsible only for what your insurance does not cover or decides is your share — your deductible, co-pay, or co-insurance — exactly as shown on the Explanation of Benefits (EOB) your insurer sends you. |
| Email before every charge | You always get an email first, showing the amount and your remaining balance. No surprise charges, ever. |
| When | The first charge happens about 7–10 business days after your insurance sends the EOB. If you owe nothing, nothing is charged. |
| Security | Your card is pre-authorized and stored on an encrypted, PCI-compliant platform. Your full card number is never stored on our systems. |
The monthly limit — the part patients like most
Your card is charged at most once a month, and never more than $250 at a time.
A bigger balance is simply spread out, automatically, with no interest and no fees:
Month 1
$250
Month 2
$250
Month 3
$100
Example: a $600 balance, paid off in three easy monthly steps — done.
You can pay your balance in full or set up a different plan at any time — just call our billing team.
Frequently asked questions
Why is this policy in place?
To manage shifting financial responsibilities in healthcare and simplify your 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. 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 you already paid at your visit — never more than $250 per charge, and never more than one charge per calendar month. You will never be charged without an insurer-processed EOB.
What if my balance is more than $250?
It rolls forward automatically: up to $250 this month, and the rest in the following month or months — one charge per month until it’s paid. You get an email before each charge, no interest or fees are added, and you can pay in full or arrange a different schedule at any time.
Do all patients need to provide a card?
Most insured patients do. A card is not required if you are a self-pay patient paying in full at your visit, if you are presenting with a medical emergency, or if you have verified active Medicaid coverage.
What if I can’t provide a card or can’t pay?
Speak with our front desk. We will explore self-pay rates, payment plans, or referrals to community resources. Your financial status will never delay or limit your care in an urgent or emergent situation.
What payment cards do you accept?
HSA, HRA, and 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 right away. We will review the charge, correct any errors, and issue a refund if warranted.
How do I remove my card from file?
Contact our billing office at any time. Removal may require prepayment in full at future visits.
Credit Card on File — Patient Guide · Version 2.3 · Vitality Urgent Care
56 W Dundee Rd, Buffalo Grove, IL 60089 · 224.601.5001
| 480 S Rand Rd, Lake Zurich, IL 60047 · 847.350.1291
Questions? info@vitalityurgentcare.com
