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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 12 of 13 Original Effective Date: January 25, 2001 Revision Dates: 6/28/01; 2/26/04; 11/16/06; 10/24/07; 3/26/09, 3/23/12, 10/15/12, 2/4/13, 8/12/13, 10/22/14, 9/22/15 S:\MANAGERS WORKING FILES\BOH\Policies and Procedures\BOH Policy Manual\2014 BOH P&P Review 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. 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. J. Insurance and Third Party Billing 1. Where a third party is responsible, bills are to be submitted to that party; 2. Third parties authorized or legally obligated to pay for clients at or below 100% FPL are properly billed 3. Third party bills (including Medicaid) show total charges without any discounts; and 4. Bills to third parties (including Medicaid) show total charges without applying any discount unless there is a contracted reimbursement rate that must be billed per the third party agreement. 5. The health department will bill insurance and managed care organizations for which provider approval has been established. The patient will be responsible for all deductibles, coinsurance and non-covered charges. 6. Patient or parent/guardian signature is required to give authorization to file claims and provide necessary information to the insurance company (Attachment E). 7. Patients, or the accompanying parent/guardian of an unemancipated minor with appropriate insurance benefits, who receive public health services will be given the opportunity to choose whether or not to have insurance filed in order to avoid breach of confidentiality.