Card on File Policy

Card on File Policy

DOCS Medical Group implements a new policy where most patients are required to have a payment method registered in advance, referred to as “Card on File.” This policy is designed to streamline billing processes and ensure prompt payment for services. Therefore, it’s important to note that DOCS Medical Group does not accept cash payments in all our facilities.

Under this arrangement, the following payment options can be used:

  • Health Savings Account (HSA)
  • Health Reimbursement Account (HRA)
  • Flexible Spending Account (FSA)
  • Debit Card
  • Credit Card

However, please be reminded that this “Card on File” system is not mandatory for certain patient groups, namely:

  • Individuals dealing with a medical emergency.
  • Patients with Medicare, Medicaid, or combined coverage.
  • Self-pay Fee-For-Service (FFS) or Department of Transportation (DOT) patients who pay in full at the time of service.


DOCS Medical Group assures its patients that all payment card details are stored securely. The information is tokenized and maintained on a protected, encrypted platform. Consequently, no financial data is accessible to the staff, nor is it stored in the clinic’s systems or on its premises.

Co-pays, where applicable, will continue to be collected at each visit. DOCS Medical Group will process all insurance claims as per usual procedures. Once the insurance company has processed a claim, the patient will receive an Explanation of Benefits (EOB) detailing their financial responsibility for the services received. DOCS Medical Group will also obtain a copy of the EOB. If the EOB indicates a balance owed by the patient, the registered card will be charged within 3-5 business days of receiving the EOB. If the EOB shows no balance due, the card on file will not be charged.

Patient FAQ

Why has DOCS Medical Group introduced this new payment policy?

The healthcare market is increasingly shifting financial responsibilities to patients. Our new payment policy is designed to help patients manage these costs more effectively and streamline their experience. This approach allows us to concentrate on providing outstanding patient care.

How does DOCS Medical Group ensure the safety of my card information?

We adhere strictly to HIPAA regulations and PCI compliance standards, which mandate the protection of patient privacy and financial information. Rest assured, no credit, debit, or HSA/FSA card details are stored in our offices or on any of our computer systems.

What will be the amount charged to my card?

The charge to your card will be the amount specified in your Explanation of Benefits (EOB) minus any payments already made at the time of service, including co-pays.

Can you explain what a deductible is and its impact on me?

A deductible is the amount you pay out-of-pocket each year for medical expenses before your insurance kicks in. For instance, if your plan has a $500 deductible, you need to cover the first $500 of your medical costs before your insurance starts to pay.

How do I know when my deductible is met?

You can contact your insurance company at any time to check if your deductible has been met. Many insurers also provide this information online.

What if I don’t have a credit card?

In lieu of a credit card, we accept Health Savings Accounts (HSA), Health Reimbursement Accounts (HRA), Flexible Spending Accounts (FSA), and debit cards.

What should I do if I need to dispute a charge on my bill?

If you find an error in your bill, please reach out to our billing department. We are committed to rectifying any billing mistakes and will issue a refund if an error has occurred. We only charge the amount indicated by your insurance carrier in your EOB.

Why do I need to provide a credit card if I have a history of timely payments?

Given the complexities of current healthcare regulations, this policy is uniformly applied to all our patients to ensure consistency and efficiency in our billing process.


Did you know that DOCS has Primary care services, allergy testing & treatment, chiropractic care and more availabile in addition to urgent care?

Stop in or book now to come in to see one of our providers today!