Campus Health: Charges/Collections Policy

Unit Policy

Title

Campus Health: Charges/Collections Policy

RI-16

Introduction

Purpose

This policy establishes how Campus Health charges for services, clarifies what is and is not covered by the prepaid Campus Health Fee, and outlines accepted payment methods. It also describes the collections process, including how insurance claims are filed and how unpaid balances are pursued.

Scope

This policy applies to patients receiving services at Campus Health — primarily students, but also non-student patients such as staff — as well as Campus Health providers and administrative staff involved in billing and collections.

Policy

To provide services at the lowest possible cost to the student, patients are asked to pay the Campus Health (CH) Cashier at the time of service for co-pays and charges not filed to insurance. CH will file claims to a student's primary insurance company.

Payment options for charges for services include:

  • Cash;
  • Check;
  • Mastercard, Visa, or Discover credit/debit card;
  • HSA cards;
  • UNC One Card; and
  • Bill to the student account.

Procedure

Charges:

  • Professional charges of CH staff for primary care services are fully covered by the prepaid Campus Health Fee. There is a separate charge for specialty services provided at CH. Primary care at CH includes services from Primary Care, Same Day Care, and Sports Medicine Departments, and non-surgical Gynecologic services.
  • Fees for Lab tests, X-rays, prescriptions, and various procedures will be charged and filed to the students' insurance. Charges for services by non-CH professional staff involving referrals for hospital or specialty care outside CH will be billed to the patient separately by the service provider.
  • Most supplies and equipment used in primary care are covered by the Campus Health Fee.

Charges Not Covered by the Campus Health Fee

  • Weekend Same Day Care (fee applies on Saturday or Sunday during the fall and spring semesters)
  • Allergy injections
  • Immunizations
  • Laboratory tests, including STI Tests
  • Procedures
  • Orthopedics
  • Prescription and non-prescription medications
  • X-ray services
  • Supplies (i.e., braces, crutches)
  • Travel clinic
  • Ongoing psychiatric medication management*
  • Cognitive Behavioral Therapy (CBT) through the integrative health program
  • No-show visit charges

Diagnostic laboratory studies performed by CH or reference labs (e.g., Lab Corp, UNC Hospitals, and State Lab) are billed to the student by the outside provider if the student's insurance is in-network with CH.

The pharmacy is self-sustaining, and medications are not included in the prepaid Campus Health Fee. Infusions are medications prescribed by practitioners and are charged to individual users. Any item supplied to Same Day Care by the Pharmacy for which a charge is assessed will be listed on the patient's receipt with its cost.

  • Specialty clinics are self-sustaining. There will be charges for professional services in these clinics, as well as for some procedures, equipment, pharmacy, and laboratory services.
  • Private patients seen in the Orthopedic Clinic will have the option of utilizing Campus Health for Radiology services or obtaining X-rays at the hospital. CH will file charges with their primary insurance company.

Collections:

  • Each provider enters the appropriate CPT and ICD-10 code(s) at the time of service.
  • Students will be asked to present their insurance card so CH can file with their primary insurance. Any unpaid balance due will be sent to the student's account at the University Cashier.
  • Patients enrolled in the RA/TA, Postdoc, or Student Blue plan will have their claims filed electronically by CH.
  • Non-student patients, including staff, are sent monthly statements for services not covered by insurance. Past due notices are sent at 60 days, and a letter from the Director is mailed after 90 days. Accounts 120 days old are turned over to a collection agency.

Related Requirements

External Regulations

Contact Information

Primary Contact

Name: Melody Gibson, Health Information Manager

Telephone: 919-966-6557

Email: mgibson@email.unc.edu

Publication Details

Issuing Officer: Ken Pittman, Executive Director of Campus Health

Effective Date: August 1991

Last Review Date: May 2024

Next Review Date: May 2027

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