Simple Summary (Please Read First)
Key Dental is an out-of-network provider. Payment is collected at the time of your visit. We submit insurance claims for you as a courtesy, and your insurance typically sends payment directly to you. If we receive any insurance payments, they are applied as a credit or refunded to you. We also offer flexible financing options to help make treatment affordable.
Key Dental is an out-of-network provider for all PPO insurance plans. This allows us to provide high-quality care, advanced materials, and flexible scheduling.
As a courtesy, we assist with insurance claim submission and reimbursement tracking. This policy explains how payments, insurance reimbursements, credits, and refunds are handled.
1. Payment & Financing
Full payment is required at the time of scheduling.
We partner with third-party financing providers (Sunbit, CareCredit, and Cherry) to offer flexible payment options, including promotional 0% APR plans when available and approved.
Important to know:
• Financing companies pay Key Dental in full upfront
• You repay the financing company directly in monthly payments
• Key Dental does not store financial information or bill monthly
• Any insurance reimbursement received after treatment is applied as a credit to your Key Dental account
• This process prevents surprise balances due to insurance denial or underpayment
2. Insurance Claims & Reimbursements
• Insurance claims are submitted on your behalf as a courtesy
• Reimbursements are reviewed weekly
• Once received and verified, credits are typically posted to your account within 10 business days
• We attempt to notify you once the credit is ready
• If you have not received an update within 30 days of treatment, you may contact the office for a status update
3. How Reimbursements Are Issued
Third-Party Financing (Cherry, CareCredit, Sunbit)
• Credits are applied directly to your financing account
• This reduces your total balance but does not change monthly payments
• If the financing account is already paid in full, a check will be issued and must be picked up in person
Credit or Debit Card Payments
• Card information is not stored
• Patient authorization is required to process reimbursement
Cash Payments
• Reimbursements are issued by check
• Checks must be picked up in person
4. Communication & Follow-Up
When patient action is required, we will attempt contact.
Contact may include phone calls, text messages, or email.
If patient involvement is not required (e.g., third-party financing), the reimbursement will be processed automatically.
If patient action is required and no response is received, the credit will remain on hold.
5. Unclaimed Credits & Escheatment
If:
• We cannot reach you due to outdated contact information, and
• No response is received after 6 months, and
• No return visit occurs
The credit will be placed on an internal escheat ledger.
In compliance with Texas law, unclaimed funds are remitted to the State of Texas after three (3) years.
Credits can be restored at any time before the three-year deadline.
6. Denied or Underpaid Insurance Claims
• You will not owe additional funds, as payment has already been collected
• We review unpaid claims monthly and perform courtesy follow-ups
• In some cases, you may be asked to contact your insurance provider directly, as they often respond faster to policyholders
Acknowledgment & Authorization
I acknowledge that I have read and understand Key Dental’s Billing Policy. I authorize Key Dental to submit insurance claims on my behalf and to manage insurance credits as described above.
