Purpose

The Texas State Student Health Center renders quality care to patients and preserves the dignity and confidentiality of patients while receiving appropriate payment for the medical care provided. The following details the Student Health Center’s policies and procedures regarding patient billing. This policy is intended to comply with the provisions of Texas Occupations Code Chapter 101.

Policy

Office Visits and Other Student Health Center Charges
 

• The cost of services provided by the Student Health Center is the responsibility of the patient. Payment is expected at the time of service unless arrangements have been made prior to treatment. 

• Patients with concerns about their ability to pay must request to speak to the Cashier Supervisor.

• The Student Health Center will process claims for the Texas State Student Health Insurance Plan, Department of Assistive and Rehabilitative Services (DARS), and Interdepartmental Transfer (IDTs). 

• Complaints related to billed charges shall be directed to the Cashier Supervisor or Patient Advocate for resolution.

• The Student Health Center will provide care for students with urgent medical needs regardless of their ability to pay.

When Patients are Billed

• Patients will be billed on any outstanding balance on the account resulting from care or services received at the Student Health Center. Any outstanding balance is referred to as an IOU. 
  

• If a patient overpays their account, the Student Health Center will refund the amount of the overpayment not later than the 30^th day after the date that an overpayment has been determined.

• Patients will be billed when a claim is denied due to patient ineligibility, benefit limits, services are not covered, or when there is still a patient responsibility balance on the account. If an IDT or DARS claim is denied, the patient will be billed for any denied amount.

IOU Notices and Reminders

• IOU Notices and Reminders are emailed only to the patient’s Texas State University email address.

• An initial IOU Notice email is sent the day after an IOU balance is determined.

• An IOU Reminder email is sent two weeks after the initial IOU Notice.

• A second IOU Reminder email is sent thirty days after the initial IOU Notice.

• After sixty days from the initial IOU Notice, a final IOU email is sent notifying the patient their balance has been transferred to their Texas State University student account.

Past Due Accounts

• If a patient has not settled his or her account within two weeks of the IOU, an IOU Reminder email will be sent and notated on their account. A hold will also be placed on their Texas State University student account which prevents them from registering, obtaining financial aid, and/or transcripts. Notification of this hold is included in the email reminder.

• Patients with concerns about their ability to pay or who want to request a payment plan must speak to the Cashier Supervisor to make arrangements.

• If a patient does not make payment within thirty days of the initial IOU notice, a $10.00 administration fee will be charged to their account. A second IOU Reminder will be emailed to the patient and notated on their account. This reminder email will also notify them their balance will be transferred to their Texas State University student account.

• If a patient does not make a payment within sixty days of the initial IOU notice, the balance on their account at the Student Health Center will be transferred to their Texas State University student account. They will be sent an email notifying them of this transfer along with Texas State University Student Business Services contact information. Once this is done, all payment arrangements must be processed through Student Business Services.

• The Student Health Center does not charge interest for amounts past due. However, there is a one-time $10.00 administration fee that is charged on each account that has a past due balance greater than thirty days.

Requests for Charges or Statements

• The Student Health Center will provide an estimate of charges no later than the 10^th business day after the date of the request. The actual charges for the services or supplies will vary based on the patient’s medical condition and other factors associated with performance of the services.

• The Student Health Center will provide a patient with an itemized statement of the charges for services or supplies within 10 business days. Registered Texas State students can access their itemized statements online through their secure patient account. The Student Health Center does not charge for additional copies of itemized statements.

• Upon request of a patient, the Student Health Center shall provide, in plain language, a written explanation of the charges for services or supplies previously made on a statement for the patient.