Financial Policy

In choosing our small, independent practice, you will not be treated like a number as in some large health systems.  We pride ourselves on knowing and caring for our patients as individuals.

At Whole Child Pediatrics, we have the most affordable pricing. This means for the exact same care/ office visit at a large institution you/your insurance company pays more to a large health system than our small independent office.

For these reasons, please try to provide us with the most accurate insurance information so we can get your claim submitted to your insurance carrier correctly the first time.  This allows us to keep your costs low, pay our hard-working staff, and keep providing high quality care.


  • Co-payments and Deductibles

All co-payments are due at the time of service. If not paid at the time of visit, a $10 late fee will be added.

Your plan may require you to pay a co-payment and/or meet a yearly deductible. We expect these payments at the time of service; be sure that whoever accompanies your child to the office, he or she brings the payment with them. We accept cash, checks, VISA, Discover, American Express, and MasterCard. Co-payments are a contractual obligation between you, your health plan and our practice.

We are able to set up recurring payments in there is a financial hardship.  However, the balance on the patient/family account can never be greater than $500.

  • Self-Pay

If you are a self-pay patient 100% of the self-pay portion of the account is due at the time of service, unless previous payment arrangements have been discussed.

  • Monthly Statements

You will receive a monthly statement from us if there is any outstanding balance on your account. Our billing department is available to help you should you have any questions concerning your balance or your statement. Your statement will provide you with a detailed aging of how long balances have been outstanding. We can assist you in setting up a payment plan.  Our policy requires that balances older than 120 days are turned over to a collection agency, and we terminate our relationship as your provider.

Any accounts turned over to collections, the additional fees associated with that process will be added to your account balance.

Whole Child Pediatrics accepts cash, checks, Discover, Visa, Master Card and American Express as payment options. Returned checks will be charged back to the patient’s account with a service fee of $35.00.

  • Payment Responsibility

It is always a good idea to double-check with your particular plan to ensure that the doctors are approved providers before you are seen at the office. Although we are happy to file insurance claims on your behalf each time you visit our office, please understand that you are ultimately responsible for the payment of all charges incurred with the office regardless of your insurance coverage or reimbursement.

  • Guarantor

You will be required to provide us with the guarantor on your child's account with us. The guarantor is the individual who assumes financial responsibility for all payments to the practice. The guarantor is usually the individual that the child lives with (in the case of separated or divorced parents) or the policyholder on the insurance coverage.

Credit Card/Deposit

We require all parents to leave a credit card number on file with our office or a $200 deposit. The card will only be used for those patient accounts that have been delinquent for more than 31 days. We will submit claims to your insurance company, send out monthly statements, and provide payment arrangements. However, if we are unable to collect (or make payment arrangements) and the account is more than 31 days overdue, we will process balance to the credit card.

Whole Child Pediatrics requires patients to keep a credit card on file to pay any balance due after insurance has made payment to us (this includes both primary and secondary insurance companies). This card will be used to charge any outstanding balance due on the patient’s account (co-payments/co-insurance/deductible amounts and any other fees assessed towards the account). Along with your credit card, we will need a copy of your valid photo ID.

Our office is fully committed to compliance by providing appropriate security of our records, protecting the privacy of our patient’s information and properly maintaining our billing policies in accordance with national HIPAA standards.

These are some common questions about our credit card on file policy:

  • Why does Whole Child Pediatrics keep my credit card on file? 

This is becoming the “norm” for medical practices just as it is when you check into a hotel.   By being able to charge remaining balances on the credit card for people who don’t pay their bills we are able to keep our costs lower, continue to provide you great care, and pay our hard-working staff.   Being a small dermatology practice it is important for us to try and always keep your costs low and keeping a credit card on file allows us to do this.

  • Is my information secure?

 Absolutely!   The information is stored in a HIPAA compliant billing software.  Once your card is swiped/manually entered even our staff cannot see the card numbers, except for the last 4 digits.   Our credit card system – because of the added requirements by HIPAA for medical offices – is more secure that most online shopping websites or even using your credit card at a store or restaurant.

  • Will I have the opportunity to pay my bill? 

Yes!  You will receive your EOB (explanation of benefits) in the mail once your insurance company has paid their portion.   You will then receive a statement from Whole Child Pediatrics with your balance due.  You can pay this by check, credit card, or cash.    Our policy is that we send one statement and wait 30 days.  If after that time the bill as not been paid the credit card will be charged.

  • What if there is an error or a charge I want to dispute?   

You still have the opportunity to dispute any charge with your credit card company as you would for any other charge.  Also, our billing office is always available by phone to answer any questions about your bill or any credit card charges.

  • My insurance always pays everything and so why do I need a credit card on file?

There are virtually hundreds of different plans and we cannot know the intricacies of every patient’s plan until the claim has been sent.  If there is a zero balance than your credit card information will just remain securely stored and never charged.

  • I understand all of the above, but I either don’t carry credit cards or am just not comfortable with this policy?

 While every rule has an exception, we ask that in this case you leave $200 as a deposit via check which will be applied to the account.  As out-of-pocket charges or fees are put towards you they will be satisfied by the deposit.  We will notify you when your deposit has been depleted and at that point you will need provide us with another deposit plus any outstanding balance.