Refund and Cancellation Policy

VeriMedix LLC – Medical Billing & Revenue Cycle Management Services
Website: VeriMedix.com
Last updated: February 21, 2026

Introduction

This Refund and Cancellation Policy applies to VeriMedix LLC’s medical billing and revenue cycle management (RCM) services provided to healthcare providers, practices, and facilities.

This policy is incorporated into our Terms and Conditions and Service Agreements.

Note: For refund policies related to clinical and psychological assessment services (ESA letters, behavioral health assessments, etc.), please refer to the separate Refund and Cancellation Policy at www.PetESALetter.com.

1. Service Agreement Governs

Refund and cancellation terms for VeriMedix medical billing and RCM services are primarily governed by your executed Service Agreement or Statement of Work.
This policy provides general guidelines, but specific terms in your Service Agreement will control in the event of any conflict.

2. Service Fees and Billing

2.1 Fee Structures

VeriMedix LLC typically structures fees as:

Percentage of collections (most common): Pay a percentage of amounts successfully collected from payers
Per-claim fees: Fixed fee per claim submitted
Monthly flat fees: Fixed monthly retainer for specified services
Hybrid models: Combination of the above

The specific fee structure will be outlined in your Service Agreement.

2.2 When Fees Are Earned

Collection-based fees: Earned when payments are received from payers and processed
Per-claim fees: Earned when claims are submitted
Monthly fees: Earned on the first day of each service month

3. Refunds for Overpayments or Billing Errors

3.1 Duplicate Charges

If charged twice for the same service period or claim, or if an invoice contains a clerical/mathematical error, VeriMedix LLC will issue a refund or credit within 10 business days of verification.

3.2 Disputed Fees

Notify us in writing within 30 days of the invoice date via:
- Email: [email protected]
- Phone: (470) 887-9106
We will investigate and respond within 15 business days.
If a refund is warranted, it will be issued within 10 business days of determination.

4. Termination and Cancellation

4.1 Notice Requirements

Either party may terminate the Service Agreement according to its termination provisions:

30 days for month-to-month agreements
60 days for annual agreements
90 days for multi-year agreements

4.2 Fees Upon Termination

You remain responsible for fees accrued through the termination date
Collection-based fees: Invoiced for the agreed percentage of payments collected through the notice period
Monthly fees: Responsible for full monthly fee for any month services were provided
Setup, onboarding, and credentialing fees are generally non-refundable once services commence

4.3 No Refund of Past Fees

Termination does not entitle you to a refund for fees already paid unless due to billing error or breach of contract

5. Transition Assistance

Upon termination, VeriMedix LLC will provide reasonable transition assistance, including:

Return of patient demographic and billing data
Claims status reports
Transfer of login credentials or system access

Conditions may include:

Payment of all outstanding invoices
Reasonable transition fee (if specified)
Cooperation from you or your new vendor

6. Non-Refundable Items

The following are non-refundable under all circumstances:

Setup and onboarding fees (once onboarding commenced)
Provider enrollment and credentialing fees (once submitted)
Monthly retainer fees for months services were provided
Collection-based fees for payments successfully collected
Per-claim fees for submitted claims
Training and consulting fees for services rendered

7. Payer Refunds and Overpayments

If a payer requests a refund or recoupment of a previously collected payment:

VeriMedix LLC will coordinate with you per regulations
If our fee was based on a refunded payment, a credit/adjustment may be issued, or you may need to reimburse VeriMedix LLC per your Service Agreement

8. Force Majeure and Service Interruptions

VeriMedix LLC is not liable, and no refunds will be issued, for service delays/failures caused by:

Acts of God (natural disasters, pandemics, etc.)
Government actions, regulations, or mandates
Internet or telecommunications failures
Power outages
Cyberattacks or data breaches affecting third-party systems

9. How to Request a Refund or Credit

Email: [email protected]
Phone: (470) 887-9106 (followed by written confirmation)

Include:

Practice name and account number
Invoice number(s) and date(s) in question
Detailed explanation of the request
Supporting documentation (if applicable)

Time Limit: Submit requests within 30 days of the invoice date

10. Refund Processing Time

Approved refunds will be processed within 10–15 business days.
Refunds may be issued via:

Check mailed to practice address
ACH transfer to bank account on file
Credit applied to next invoice (your choice)

11. Chargebacks and Payment Disputes

If you initiate a chargeback or payment dispute without contacting us first:

We may dispute the chargeback with evidence of service delivery
Services may be suspended/terminated until resolved
You may be charged for any fees incurred

Recommendation: Contact us directly to resolve billing concerns before initiating a chargeback.

12. Changes to This Policy

VeriMedix LLC may update this policy at any time. The “Last updated” date reflects the latest revision.

Material changes will be communicated to active clients via email or Client portal. Continued engagement constitutes acceptance.

13. Contact Information

VeriMedix LLC
Medical Billing & Revenue Cycle Management
Phone: +1 (470) 887-9106
Email: [email protected]
Address: Conover, North Carolina, United States
Website: www.verimedix.com

For clinical and psychological assessment services (ESA letters, behavioral health assessments, etc.), visit www.PetESALetter.com.

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