Refunds, Returns & Account Resolution Policy

Clinonix understands the importance of accurately managing account-related issues, including returned statements, returned payments, and refund coordination. To ensure transparency and avoid misunderstandings, we maintain clear policies outlining the responsibilities of all parties involved. Our dedicated operations team works closely with providers to address these matters efficiently and in a timely manner.

Patient Check Returns

If a patient’s payment is returned by the bank due to insufficient funds or related issues, the patient is responsible for all applicable returned payment fees, including any bank charges, postage, or handling costs.

Upon notification of a returned payment, Clinonix will make reasonable efforts to contact the patient on behalf of the medical provider to request updated payment information, including credit or debit card details for secure processing.

Clinonix will issue up to three (3) billing notices to the patient on behalf of the provider. If the payment issue remains unresolved after these attempts, the account will be referred back to the client for further action.

Returned Billing Statements

Clinonix facilitates the mailing of patient billing statements on behalf of medical providers. In cases where three (3) consecutive statements are returned as undeliverable, those statements will be forwarded to the client for review.

Clinonix is not responsible for postage or shipping costs related to undeliverable or returned statements. All associated mailing and handling expenses remain the responsibility of the client.

Refund Policy

Clinonix assists with payment processing and account updates; however, refunds and overpayments issued to patients or insurance carriers are the responsibility of the medical provider.

While Clinonix posts and records payments within billing systems, the issuance and funding of refunds are managed directly by the provider. Providers are also responsible for any postage or administrative costs related to refund distribution.

Clinonix will ensure that billing platforms and financial records are updated accurately to reflect refunds or reversals so that reporting, commissions, and adjustments remain correct and transparent.

Responsibility & Transparency

These policies are designed to maintain clarity, compliance, and accountability while supporting smooth communication between providers, patients, and billing operations. Clinonix remains committed to accurate recordkeeping and responsive support throughout the revenue cycle.