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Billing, Non-Payment, and Membership Termination Policy
Billing, Non-Payment, and Membership Termination Policy
1. Purpose
At Oakhaven Health DPC, our goal is to provide exceptional, highly accessible primary care through our Direct Primary Care (DPC) model. This policy outlines our procedures regarding membership billing, failed payments, grace periods, and the termination of the physician-patient relationship. This policy complies with Kansas state law and the guidelines set forth by the Kansas Board of Healing Arts.
2. Billing Cycle and Payment Terms
Prepaid membership fees are billed on a [monthly/quarterly/semi-annual/annual] basis. Payment is required to maintain active membership status and access to all DPC benefits, including routine scheduling, wholesale medications, and discounted lab rates.
3. Failed Payments and Grace Period
If a scheduled membership payment fails (e.g., due to an expired credit card, insufficient funds, or bank error), Oakhaven Health DPC will follow a standard grace period process:
Notification: The patient will be notified immediately via [email/text/phone] that the payment has failed and that their billing information needs to be updated.
Grace Period: New patients are granted a 14-day grace period from the original due date to update their payment method and settle the outstanding balance. Established patients who are in good standing for at least 3 months will be extended a 30-day grace period.
Benefit Suspension: During the grace period, patients remain full members of the clinic. However, if the balance remains unpaid after the [e.g., 14-day] grace period, access to non-essential DPC perks (such as wholesale medication dispensing and elective/preventative scheduling) may be temporarily suspended until the account is brought current.
4. Termination of Membership for Non-Payment
If the outstanding balance is not resolved by the end of the grace period, Oakhaven Health DPC reserves the right to terminate the DPC membership agreement.
Written Notice: In compliance with Kansas law, Oakhaven Health DPC will provide the patient with a formal 30-Day Written Notice of Termination via certified mail and/or secure digital communication.
No Termination Fees: Per K.S.A. 40-6103, patients will never be charged a penalty or termination fee for the cancellation of their DPC agreement, however Oakhaven Health DPC does have a reinstatement fee for an account to be reinstated after termination.
5. Continuity of Care and Transition Period (Preventing Patient Abandonment)
Oakhaven Health DPC is deeply committed to patient safety. The termination of a DPC membership does not mean an immediate halt to necessary medical care.
Upon issuing the 30-Day Written Notice of Termination, the physician-patient relationship will remain active for 30 days.
During this 30-day transition window, Oakhaven Health DPC will provide care for urgent or emergent medical issues and will provide necessary prescription refills to ensure patient safety.
Routine physicals, chronic disease management optimization, and elective procedures will not be performed during this transition window.
Our staff will assist the patient by transferring medical records to a new primary care provider of their choice upon request. At the end of the 30-day period, the physician-patient relationship will be officially severed.
6. Refunds of Prepaid Fees
In accordance with K.S.A. 40-6103(b)(3), if a patient has pre-paid for membership fees (e.g., an annual or quarterly plan) and the agreement is terminated by either party, Oakhaven Health DPC will promptly refund the unearned portion of the periodic fee on a prorated basis within 30 days of the termination effective date.
7. Re-Enrollment
Patients whose memberships are terminated for non-payment may request re-enrollment in the future. Re-enrollment is subject to practice capacity and requires the settlement of any previous unpaid balances. A re-enrollment fee of $150 may apply.
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