Billing Policy

Patients are required to read, and acknowledge understanding of, the Billing Policy by either electronically through self check-in computers or manually signing a paper encounter form.

Student Fees

Generally, there is no charge to be seen by a healthcare provider at Student Health Services for all current Mason students, however, some services or procedures will incur a fee.  For example, certain office visits, lab work, lab processing fee, medical supplies, medication, no show fee or immunization late fee.

It is the responsibility of the patient to ask about all fees.

Non-student Fees

An office visit fee is charged to faculty, staff, affiliates and campus visitors to be seen by a health care provider. Additional fees for lab tests, medications, immunizations, injections, and medical procedures may be incurred.

Payment

Payment is due on the date of service (DOS). SHS accepts check, VISA, MasterCard and Mason Money.

Check Out

All patients are instructed to check-out at the front desk after care is received. If applicable, fees incurred and/or outstanding balances are presented to the patient on a walk-out statement, payment is expected. NOTE: At the time of check out, all fees may not have been submitted by the Provider. These additional fees will be charged to your account bill. You will be notified by email.

No Show Fee

If a patient does not cancel their appointment with Student Health Services 4 hours before the scheduled appointment time, a no show fee may be applied to the patient’s account. Appeals may be considered for significant circumstances.

Unpaid Balance

If a patient leaves Student Health Services without paying their account balance, or without receiving a walk-out statement, an email statement will be sent from SHSbill@gmu to the patient’s Mason email account usually within one week of the DOS. The email will include the Billing Policy and payment instructions.  All payments must be made to Student Health Services. It is the student’s responsibility to check their Mason email account regularly and maintain sufficient space for incoming mail.

Holds

If an account remains unpaid after approximately 15 business days from the date a second email statement is sent, Student Health Services sends a list of students with unpaid balances to the Cash Office. A Student Health hold (SF hold) will be placed on the student’s Mason account. A list of faculty, staff, and campus visitors with unpaid accounts will be sent to the Administrative Director, who will follow-up accordingly.

Removing Holds

Once payments are received at Student Health, the Cash Office will be contacted by the Billing department, and the hold will be removed by the end of the next business day.  Immunization Late fees and Immunization noncompliance holds are managed and removed by the Immunization Office or designated personnel.

Waived fees

Any waived fee or charge will be approved by the Executive or Administrative Director (see Student Health Services’ policy for waiver of fees and charges).

Returned Checks

If Student Health Services receives a check that is returned by the bank because of insufficient funds, the student will be responsible for the original bill amount plus a $50 returned check fee (University Policy number 2105, Procedures).

Insurance

Student Health Services submits bills to the George Mason University Student Health Insurance Plan for repayment for limited approved items only. Information about these items and services are outlined in the current insurance brochure and available at shs.gmu.edu/insurance. Otherwise, Student Health does not accept, nor bill, insurances.  If there is any problem with the George Mason University Student Health Insurance Plan coverage (for example if coverage is terminated, waived or eligibility is compromised) the student will be responsible for these fees.

University Policy 2107

Money owed to the University by students, former students, applicants for admission, faculty, staff, and the general public who participate in University programs or use its services and facilities constitutes a legal obligation to the University and the Commonwealth of Virginia and therefore may not be forgiven. Thus, every reasonable effort shall be made to collect overdue accounts. Responsibility to collect on these debts incurred at Student Health Services is Student Account’s.  Account and Loan Management (aka Cash Office) assist in collection efforts, as necessary.

Responsibilities

Student Health Services: must attempt to clearly inform patients of the Billing Policy before and after treatment is sought. Every effort must be made to collect outstanding moneys owed.

Students: must read and acknowledge receipt of Billing Policy before treatment is sought. Financial obligations to Student Health Services must be honored as any other money owed to George Mason University.

Faculty, staff and campus visitors: Every effort will be made to inform staff, faculty and campus visitors of the Billing Policy before treatment is sought. (However, emergencies will be handled promptly)  Financial obligations to SHS must be honored as any other money owed to George Mason University.

Cash Office: will aid Student Health Services in collecting outstanding accounts.

Compliance

Mason students, former students, applicants for admission, faculty, staff, and the general public who use University services, constitutes a legal obligation to the University and the Commonwealth of Virginia and therefore may not be forgiven. Thus, every reasonable effort shall be made to collect overdue accounts.

Definitions

Date of Service (DOS): this is the calendar date that the patient received medical services.

Walk-out Statement: all patients are instructed to check-out before leaving the clinic. If a fee was incurred or an outstanding balanced owed, a Walk-out Statement is presented to the patient during check-out. The Walk-out Statement itemizes the amount owed.

SF Hold: a hold placed on a student’s Mason account because of Student Health debt.