Refund Policy

1. Before paid work begins

A website inquiry or free consultation does not create a payment obligation. The scope, price, invoicing, and cancellation terms should be confirmed in a written service agreement before paid work starts.

Your signed agreement governs the engagement if it differs from this general policy, subject to applicable law. This policy does not limit any refund rights that apply by law.

2. Medical billing fees

Our medical billing fee is 3% of monthly collections as defined in your service agreement. Fees correctly earned for services already performed are generally not refundable merely because an engagement ends.

If an invoice includes a duplicate charge, calculation error, or collection outside the agreed scope, contact us so we can reconcile it. Verified overpayments will be corrected through an appropriate refund or agreed account credit. Treatment of payer reversals and collection adjustments follows your agreement.

3. Credentialing applications

Credentialing is US $100 per single application. If you cancel before work begins, any prepaid, unearned service fee will be reviewed for refund under your agreement.

If document review, application preparation, submission, or follow-up has begun, the review will account for work already completed and commitments authorized under the agreement. A payer's denial, closed panel, processing delay, or request for more documents does not by itself make completed work refundable.

4. Unused payments and outside charges

Unused prepaid amounts will be reconciled against work completed and any charges due under your written agreement. We will explain the basis of the resulting balance.

Payer, licensing, software, or other third-party fees are governed by the applicable provider's refund rules. Any such costs and additional work should be identified separately in your agreement or approved quote.

5. How to request a refund or correction

Email us using the contact details below with the subject 'Refund request' or 'Invoice review'. Include the following business information only:

• Practice name and an authorized contact person's name.
• Invoice or application reference and the payment date and amount.
• The reason for your request and the charge you would like reviewed.
• Relevant correspondence or proof of payment with sensitive details removed. Do not send patient information, full card numbers, or bank credentials.

6. Review, resolution, and processing

We will review the agreement, payment record, and work history and contact you if more information is needed. We will communicate the outcome and explain any approved refund, credit, or remaining balance.

Approved refunds are normally returned through the original payment method where available, or through another method agreed securely with the authorized payer. Processing time depends on the payment provider and will be confirmed when the refund is arranged.

To end ongoing services, also send a written cancellation request and follow the notice and handover terms in your agreement. A refund inquiry alone does not terminate the engagement.

Contact MedLix RCM