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Billing and Collection Policy

Vancouver Clinic’s first priority is caring for people. Within the continuum of that care, Vancouver Clinic wants to help you understand the billing and collection process in addition to resources that are available for you and your family.

Vancouver Clinic accepts most insurance plans. If you have insurance, Vancouver Clinic will bill your insurance after services are provided. Even if we are not contracted with your insurance, we will still bill your insurance plan as a courtesy to you, but you should expect that you will have a greater out of pocket expense. If you are insured and have questions about your coverage or your level of benefits, please contact your insurance company.

Know your rights under the No Surprises Act. Read about Balance Billing and Good Faith Estimates here: Learn More

Prior to your visit

Prior to or on the day of your visit, you may be requested to pay your estimated responsibility for services. Your estimated liability may include co-payments, deductibles, coinsurance, non-covered services, and/or total charges for no insurance or for insurance plans that Vancouver Clinic is not contracted. If you have insurance, the estimated responsibility will be determined based on your insurance benefits. If you are new to our practice or have a change in your insurance, it is your responsibility to notify our office as soon as possible. Failure to do so may result in non-coverage and result in you being responsible for the entire balance.

Please plan to bring an accepted form of payment to your visit—credit, debit, or an HSA or FSA card. Vancouver Clinic also accepts Apple Pay and Google Pay. To protect the safety of our front desk staff, we do not accept cash or checks.

Following your visit

Following your visit, billing statements will be delivered to you for any amounts that you may owe. Payment is due upon receipt of the statement.

Vancouver Clinic sends electronic billing statements through MyChart. If you do not have a MyChart account, paper statements will be mailed to you. MyChart account holders do not receive paper statements unless specifically requested. To request paper copies, update your communication preferences in MyChart or contact our Patient Accounts department at (360) 397-4040. Patients can pay their bills through MyChart or our secure payment portal.

If you have questions or need to make payment arrangements, it is important that you contact us as soon as possible by calling (360) 397-4040 to avoid placement of your account with a collection agency. In addition to billing statements, you may receive letters and phone calls about your account.

Collection agencies

Vancouver Clinic uses collection agencies to assist in the collection of unpaid balances. Unpaid balances, not set up on an approved payment plan, may be placed with a collection agency after at least four (4) billing statements have been sent. Unpaid balances where returned mail has been received may be forwarded to a collection agency at any point in the collection process. Collection efforts may be in the form of phone calls, letters, and up to and including legal action. Unpaid balances may be reported to credit bureaus.

Financial assistance

You may apply for financial assistance at any time during the collection process. You can obtain more information about Vancouver Clinic’s Financial Assistance Policy by contacting our office at (360) 397-4040.


What is a copayment?
Copayments are set amounts you pay when you go to a health care provider. Copayment amounts are typically listed on your health insurance card. For example, PCP copay = $25, Specialist copay = $50.

What is a deductible?
Deductibles are the yearly expenses you pay before your health insurance pays anything. For example, each year you pay the first $1,000 of your health care bills submitted before your health insurance pays anything. Your out-of-pocket cost is based on the total amount that your insurance has allowed for the services provided.

What is coinsurance?
Coinsurance is a percentage of the health care bill that you pay. For example, you pay 20% and your insurance company pays 80%. Your out-of-pocket cost is based on the total amount that your insurance has allowed for the services provided.

Will I be required to pay a copayment, deductible, and coinsurance at every visit?
Each plan varies, but yes you could be responsible for all three out-of-pocket expense types at a single visit. For example, your insurance benefits may require a copayment for the office visit charge, and deductible and/or coinsurance for any testing or procedures performed.

Why am I receiving a bill for my annual visit?
When you are scheduled for your annual visit there is typically no patient out-of-pocket expense; however, if your provider addresses additional health issues that you may have, additional services might be billed and your insurance company may apply a copayment, deductible and/or coinsurance to these services. The scheduling and registration staff do not know at the time of check-in what services will be provided during your actual visit, so a copayment may not be collected at the time of your visit. If additional services are provided and your insurance company applies a copayment, deductible and/or coinsurance you will receive a bill. If you have any questions regarding a bill of this type please contact your insurance company, as it is the insurance companies’ discretion to apply patient responsibility, such as a copayment, deductible and/or coinsurance.

Why am I receiving a bill from a provider that I did not see?
Some visits, tests, and/or procedures require services performed outside of Vancouver Clinic (e.g., laboratory, pathology, anesthesia, etc.). Vancouver Clinic most commonly collaborates with the following providers for these services:

  • Laboratory: Quest Diagnostics, Oregon Health & Science University (OHSU), RDL Reference Lab
  • Pathology: PeaceHealth, PhenoPath
  • Anesthesia: Columbia Anesthesia Group
  • Other: When treated in the hospital, Vancouver Clinic will have a separate charge from the hospital charge.

These providers will bill you or your insurance company directly. Please review your plan documents or contact your insurance company to determine if any of the providers are within your approved provider network. If any of the providers are not in your network, please inform us in advance of your visit.