To establish a procedure for billing patients and clients for chargeable services received at University Health Services (UHS).
Policy:
Policy Details
Selected UHS student services are not covered by the segregated health fee and are subject to a fee.
In the event that payment is not received, UHS will provide a series of notifications to the patient/client. If this payment is not received after these notifications, the account will be will be placed on an academic record hold.
Services provided to individuals who are not currently enrolled students are provided on a fee-for-service basis. The provider has to fill out the Continuity Authorization form, have this signed by the director, and forward it to the Budget Finance office or UW–Madison department. Worker’s Compensation has a billing process in place for this.
UHS will have a process to review requests from patients/clients who dispute bills.
Procedure:
Payments are paid at the Budget Finance office at the time of service for all non-students that are paying for the Summer Health Fee. Summer Health Fee can be paid by cash, check or credit card.
University Health Services will use the following schedule in regards to any university departmental billing in cases when such services are billable:
A list of department billings are listed on Point and Click.
Funding is then loaded into the campus financial system using the Journal Entry Tool (JET).
University Health Services will utilize the following schedule in regards to its billing student patients/clients:
Initial Bill: Student patients/clients will receive a bill via MyUHS within 48 business hours of receiving a service. Payment will be due within 10 days of service.
Second Notice: Follow-up bill sent electronically through MyUHS to student patients/clients with an unpaid balance 30 days after date of service. Payment will be due immediately.
Third Notice: Final follow-up bill sent electronically and mailed to student patients/clients with an unpaid balance 60 days after date of service. Letter will inform student of the unpaid bill and a “HOLD” has been placed on their student records.
A hold will be placed on the academic records of students who are delinquent in their payments. A hold prevents student from registering for the next academic session or receiving a transcript of their academic records. To secure a release of the hold, a student must pay the entire past-due balance. Payments can be made with cash, credit card, a cashier’s check, or a money order. The hold will be released at the time of service. For payment made with a personal check, the hold will be released two weeks after payment is received.
A $20.00 fee is assessed to patients/clients (as mandated by the State Treasurer’s Office) for any check returned to University Health Services unpaid by the bank. In addition, a student’s check-writing privileges will be suspended and a hold will be placed on their academic records immediately.
No two-party checks (checks payable to anyone other than University Health Services) will be accepted.
Account payment plan may be offered to students claiming financial hardship.
Only offered if bill is over $199.99
Bills between $200.00 and 599.99, plan will be three equal monthly payments
Bills over $600.00, plan will be 6 equal monthly payments
No interest will be charged on payment plans.
Patient/clients disputing bills may do so in writing. Disputes are to be directed to the UHS Budget and Finance Manager.
