Purpose of This Consent
At Key Dental, we believe in transparency and simplicity when it comes to financial policies. We are an out-of-network provider for all insurance plans, and this consent explains how billing, insurance, and reimbursements are handled so you have a clear understanding of what to expect.
All procedures must be paid in full at the time treatment is scheduled. Unlike many offices, we do not collect only an estimated out-of-pocket amount, because this often leads to unexpected bills if insurance pays less than expected or denies a claim. By requiring full payment upfront, we eliminate surprises and provide a clear financial process from the start. To make care affordable, many patients use financing partners such as Sunbit, CareCredit, or Cherry, which allow for low monthly payments. Once insurance reimbursement is received—whether it is sent directly to you or to our office—the funds may be applied toward reducing or paying off your financing balance or used toward future treatment.
We submit insurance claims on your behalf as a courtesy. All insurance payments are processed on Wednesdays only. For example, if a payment is received on Monday, it will not be posted until Wednesday. When insurance pays a portion of your treatment, your account will reflect a credit. After processing, our team will contact you to confirm how you would like the credit applied—whether toward pending treatment, your next cleaning/check-up, or reimbursed to your original payment method. If a reimbursement is issued, please allow up to 10 business days for the funds to reflect on your account.
⚠ Important Note on Financing: If you use Cherry or another financing partner, reimbursements are applied directly to your financing account. This reduces the total balance owed but does not lower your fixed monthly payment amount.
If we are unable to reach you about a reimbursement, we will call weekly for one month if you have pending treatment. After that time, if there is no response, the reimbursement will be issued in full unless instructed otherwise. If you have no pending treatment and no remaining benefits, we will issue a reimbursement but retain a $200 credit toward your next cleaning, unless you request otherwise. If you have no pending treatment but remaining benefits, the full reimbursement will be issued.
If your insurance denies or underpays a claim, you will not owe additional funds, since full payment has already been collected. As part of our weekly billing process, we review all unpaid claims. If any claim remains unpaid beyond 30 days, we perform a courtesy follow-up with your insurance company. If a denial is issued, we may ask you to contact your insurance provider directly, since most insurers respond more quickly to their policyholders than to dental offices. Your direct involvement often helps expedite appeals and ensures that any reimbursement owed is handled as quickly as possible.
For any scheduled treatment, we require full payment upfront before your appointment is booked. Key Dental requires payment in full for all procedures at the time treatment is scheduled. Unlike many offices, we don’t collect just the estimated out-of-pocket amount—and here’s why:
We are committed to making your care both affordable and accessible. Most of our patients use a third-party financing partner such as Sunbit, CareCredit, or Cherry to cover the full cost of their treatment. These options allow for low, manageable monthly payments with no large upfront burden.
Once your insurance reimbursement is received, it will be applied directly toward your financing plan, which can reduce or pay off your balance. Our team is here to help you navigate every step of the process, from understanding your insurance to coordinating payments, to make it as smooth and stress-free as possible.
