To provide a smooth, efficient experience for our patients, Estates Dental requires a credit or debit card to be kept on file. This helps simplify check-in/check-out, reduces paperwork, and allows us to promptly resolve balances that may remain after insurance processes a claim.

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Many insurance plans determine deductibles, copays, coinsurance, and non-covered services after a visit — meaning the exact patient portion isn’t always known at checkout. Keeping a card on file allows us to handle those final amounts quickly and securely.

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When a card on file may be charged:

Your card may be charged for amounts including (but not limited to):

• Copays, deductibles, and/or coinsurance not collected at the time of your visit

• Late cancellations or missed appointments without at least 48 hours’ notice (per our Broken Appointment Policy)

• Non-covered services or services denied by insurance and applied to patient responsibility

• Insurance payments issued directly to the subscriber/patient instead of to Estates Dental

• Outstanding balances that remain unpaid after 90 days

This policy makes checkout faster and billing simpler. It does not limit your ability to dispute a charge or question your insurance company’s determination of benefits.

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If you have questions, please review the FAQ below or contact our team.

 

FAQ ​​

• Why does estates dental require a card on file?

Primarily for convenience and efficiency. It allows us to:

- speed up check-in and checkout

- help caregivers/parents without needing to physically pass a card back and forth

- resolve patient balances after insurance processing without repeated statements and delays

Healthcare billing has changed, and more costs are often shifted to patients through deductibles and coinsurance. This policy helps keep accounts accurate and current.

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• I always pay my bills — why do I still need a card on file?

We apply this policy consistently to all patients. Most balances are small, and a card on file helps avoid repeated billing and follow-up.

If a balance is larger than $200, Estates Dental may provide a courtesy call and/or email before charging the card, and we can discuss payment plan options when appropriate.

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• Am I being singled out?

No. This policy applies equally to all patients, regardless of insurance status or visit type. This keeps the process fair and consistent.

 

• Do I need to sign something?

Yes. Your signature confirms you understand and agree to our Credit Card on File policy.

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• How will I know what I owe before you charge my card?

After your insurance processes a claim, they send an Explanation of Benefits (EOB) to you and to our office. The EOB explains what insurance paid and what portion is assigned to you.

If you believe the EOB is incorrect, you should contact your insurance carrier right away. Once the claim is finalized, we may charge the card on file for any remaining patient responsibility, and we will provide a receipt.

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• Is my card information safe?

Yes. Estates Dental does not store your full card details in the office. Card information is kept in a secure, encrypted payment vault through our payment processor. Our team can typically only view the last four digits of the card.

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• When do I provide my card information?

Your card information must be provided before you are seen by a provider. New patients must have a card on file before their first appointment is scheduled.

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• Can I keep an HSA card on file?

Yes, HSA cards are welcome. If HSA funds are insufficient at the time of billing, we may request an additional card.

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• I have dual insurance and/or I’m covered at 100%. Do I still need a card on file?

Yes, because patient balances can still occur (due to plan limitations, deductibles, frequency limits, or non-covered services). We will not charge your card if you do not owe a balance.

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• Can I use a different payment method instead?

Yes — if you’d like to pay by a different card or by check, or if you want to discuss a payment plan, please contact our office promptly after receiving your EOB and before the balance is processed.

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• What if there’s a billing mistake?

We review claims carefully, but if an error occurs, please call us. If an overpayment is confirmed, Estates Dental will refund it promptly to the same card used.

 

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Important Notes

• If the card on file expires or becomes unusable, you agree to provide an updated card promptly.

• You are responsible for understanding your insurance benefits, including coverage limits and patient portions.

To ensure fairness and consistency, all patients are required to keep a card on file.