Financial Policy

We are committed to providing you with the best possible care. If you have dental insurance, we wish to help you receive your maximum allowable benefits. To achieve this, we need your understanding of and assistance with our financial and payment policy.

Payment is required at the time of service. We accept cash, check, or credit card (Visa or MasterCard).

For a patient with no insurance, full payment is required at the time of service. We require co-payments or your liability to be paid at the time of service. While the filing of insurance claims is a courtesy that we extend to our patients, all charges not covered by your insurance company are your responsibility. We are not a party to your insurance company’s contract. Your policy is your responsibility.

Bills unpaid for more than 120 days may be turned over to the collection agency unless other arrangements have been made. Accounts that are turned over to collections may result in dismissal from the practice. If the account is turned over to the collection agency, the account will be charged an additional 33% of the total amount owed. Carrying charges will apply after 90 days of unpaid bills.

If special circumstances make immediate payment impossible, payment arrangements must be approved in advance by our business office staff.

1. New Patients

Reservation and Cancellation Fees for New Patients

New patients can make an appointment in our office or calling (804) 381-6238. When you do, we will speak with you to confirm the date and time of your appointment and answer any questions you might have. During this conversation, we will also take your credit or debit card information and withhold a reservation fee that will be applied to the cost of the comprehensive holistic consultations with Dr. Hart if you choose to schedule it. If you cannot make your scheduled appointment, we ask you to call: (804) 381-6238. or email us: info@virginiabiologicaldentistry.com minimum 72 hours prior to the appointment to let us know that you need to reschedule or cancel your appointment.

If you cancel the appointment less than 72 hours, do not show up for the appointment or arrive at the office but then leave without seeing the doctor or without undergoing a scheduled procedure, a late cancellation fee in the amount of your reservation fee will automatically apply.

2. Existing Patients

Reservation and Cancellation Fees for Existing Patients

Treatment appointments with Dr. Hart require a down payment to be made to reserve and prepare for a treatment appointment. The down payment is 50% of the scheduled treatment cost. If you cancel your appointment for any reasons and at any time, you forfeit your down payment which covers administrative and clinical preparations undertaken by our office and our dentist prior to your complex procedure in addition to keeping your appointment time, so no other patients are scheduled at your designated treatment time. If you are more than 15 minutes late, you are a no-show appointment and will also lose your down payment.

Treatment reservations with Dr. Hart must be canceled by calling and speaking with the front desk at (804) 740-4485. Voicemails, emails, and text messages are not accepted as cancellations.

You have up to three business days (72 hours) prior to your scheduled appointment to reschedule it for the earliest available time slot by speaking with the front desk (voicemails, emails, and text messages are not accepted as rescheduled appointments). If the request to reschedule a treatment appointment comes within those 72 hours, you will be required to pay an additional nonrefundable down payment to make the new treatment appointment.

For shorter treatment appointments – an hour or less – we ask you to call: (804) 740-4485 minimum 48 hours prior to the appointment in case you need to reschedule or cancel it.

FULL PAYMENT

Virginia Biological Dentistry has a full payment policy. This means that full payment is required at the time of service for major services and specialized cleanings. We accept cash, check, or credit card.

INSURANCE FILING

While the filing of insurance claims is a courtesy that we extend to our patients, all charges for our services rendered are your responsibility. We are not a party to your insurance company’s contract and it is your responsibility to contact your insurance company in case you have questions regarding the insurance coverage of our services.

MITIGATING CIRCUMSTANCES

If special circumstances make immediate payment impossible, payment arrangements must be approved in advance by our business office staff.

UNPAID BILLS

Bills unpaid for more than 30 days may be turned over to a collection agency or an attorney at the sole discretion of Virginia Biological Dentistry unless other arrangements have been made with us. Accounts that are turned over to collections or an attorney for collection may result in dismissal from the practice. If the account is turned over to the collection agency or an attorney for collection, the account will be charged and you agree to be responsible for collection fees and/or attorneys’ fees of the greater of 33 1/3 % the total amount owed or the attorneys’ of $300.00 per hour at the sole election of Virginia Biological Dentistry. Carrying charges of 1.5% per month will apply to any balance more than 30 days past due.

DOWN PAYMENTS (NONREFUNDABLE), CANCELLATIONS & RESCHEDULING OF TREATMENT APPOINTMENTS

Our office requires a down payment to be made in order to reserve a treatment appointment with Dr. Hart. The deposit is 50% of the scheduled treatment cost. If you cancel your appointment for any reasons and at any time, you forfeit your deposit.

Treatment reservations with Dr. Hart must be canceled by speaking with the front desk. Voicemails, emails and text messages are not accepted as cancellations.

You have up to 72 hours prior to your scheduled appointment to reschedule it for the earliest available time slot by speaking with the front desk (voicemails, emails and text messages are not accepted as rescheduled appointments). If the request to reschedule a treatment appointment comes within those 72 hours, you will be required to pay an additional nonrefundable down payment to make the new treatment appointment.

MISSED/ CANCELED APPOINTMENTS FOR HYGIENE

Hygiene reservations must be canceled by speaking with the front desk ( voicemails, emails and text messages are not accepted as cancellations) at least three business days prior to the scheduled appointment. Not doing this will result in an operatory reservation fee of up to $250.0

DISMISSAL OPTION FOR MISSED APPOINTMENTS

Please help us serve you better by keeping all scheduled appointments. Multiple missed appointments may result in dismissal from the practice.