Billing and Payment Policy

If you use insurance

Patients using insurance provide complete and current insurance information at scheduling and report any change promptly. Missing or outdated information may lead to a denied or delayed claim or a retroactive adjustment, and the patient is then responsible for the full cost of the services provided. Patients are responsible for understanding their own benefits: deductibles, copayments, coinsurance, authorization requirements, visit limits and exclusions. Our real-time eligibility check helps, but verification of benefits by Cognitive Works does not guarantee payment. Any portion of a charge the insurer does not pay, for any reason (denial, a non-covered service, lack of authorization, termination or retroactive change in coverage, coordination-of-benefits issues, or out-of-network status) remains the patient’s responsibility.

The card on file

A valid credit or debit card is kept securely on file as a condition of treatment; a temporary $100 hold at onboarding verifies it and is released immediately. The card is stored by a PCI-compliant payment processor, and Cognitive Works never sees or keeps the full card number. By providing a card, the patient authorizes Cognitive Works to charge copayments, coinsurance, deductibles, denied or partially paid claims, outstanding balances, late-cancellation fees and any other amount owed under this agreement.

• Copayments are due at the time of service and are charged to the card on file unless other arrangements have been made.
• Remaining balances may be charged automatically after insurance has processed the claim and the patient has been notified.
• An electronic receipt is sent for every charge.
• If a charge is declined, reversed or rejected, the balance remains the patient’s responsibility, and updated payment information may be required before further services are scheduled.

Questions and disputes

Patients agree to contact Cognitive Works to resolve any billing concern before initiating a credit card dispute or chargeback; a dispute does not remove financial responsibility. Improper or fraudulent chargebacks may constitute a breach of this agreement and may result in suspension or termination of services and referral to collections or other lawful remedies. Billing questions go to billing@cognitiveworks.org; statements and receipts are also available through the Current Patients page.

Overdue accounts

Overdue accounts may result in interruption or termination of services, consistent with applicable law and professional standards. Delinquent accounts may be referred to collections or pursued through other lawful means, and the minimum necessary protected health information may be disclosed to secure payment.

Rates

For self-pay patients, private-pay rates are due at the time of service unless otherwise agreed in writing. For insured patients, the contracted fee schedule applies, and a patient with an unmet deductible may be responsible for the full allowed amount until the deductible is met.