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ORANGE COUNTY HEALTH DEPARTMENT Board of Health Policy and Procedures Manual Section I: Board Adopted Policies Policy E: Fee and Eligibility Policy Reviewed by: Financial Review Committee, Health Director Approved by: Board of Health, Health Director Page 7 of 8 Original Effective Date: January 25, 2001 Revision Dates:, 2/4/13, 8/12/13, 10/22/14, 9/22/15 E. At the time services are received, the client will be given a statement showing the cost of services for that visit as well as their total account balance. F. Payment is due at the time services are rendered. G. When the client is unable to pay in full at the time services are rendered, a payment plan is established, and the client must sign a “Payment Agreement Form” (Attachment D) except for minimum-fee or flat-fee charges. Client must then make a payment in any amount in order to activate the payment plan. H. When a client requests “no mail”, discussion of payment of outstanding debt shall occur at the time the service is rendered. A remark regarding “no mail” is entered into the medical data system. No letters or other correspondence concerning insurance or past due accounts will be sent to any client that requests “no mail”. Reasonable efforts will be made to collect charges without jeopardizing client confidentiality. I. The Billing Cycle for the Health Department (by Division) is as follows: 1. Personal Health & Dental Health Divisions a. Bills will be sent monthly by the tenth of the month for two months after services have been rendered indicating a statement of balance due. Every quarter, all accounts with a balance $50 or more that are more than 60 days past due will be forwarded to the County Attorney Office and pursued through debt set-off in accordance with the county policy. Accounts with a balance of less than $50 will remain delinquent until paid or written-off. b. If a debt is not paid, when the client attempts to make another appointment, the client will be told they have a previous balance, and they must have an active payment plan or make a payment at time of next service except for Family Planning clients. 2. Environmental Health Division a. An initial invoice for additional or miscellaneous Wastewater Treatment Management Program (WTMP) charges is mailed with the inspection form. b. If no payment is received within 90 days, a second notice is mailed. c. If no payment is received after an additional 30 days and the debt is $50 or greater, the account is forwarded to the County Attorney’s Office, which will pursue it through the county’s debt set-off procedure. d. Debt owed by a corporation or non-individual is dissolved upon sale of property. e. The county attorney’s office has deemed debt that becomes part of an estate will become dissolved. f. If the client presents and voluntarily wishes to pay on the account, any amount the client offers will be accepted, documented in the client file, and a receipt will be provided. g. Mobile Home Parks are billed annually on the calendar year. The procedure is the same as noted above.