As long as Cardiology Medical Group receives payment in the form of checks, there is a risk that some checks by accident or on purpose may have non-sufficient funds (NSF). The office has an upfront collection policy and warns up front of the charges for NSF checks. Whenever possible, ensure patients know charges that will be due at the time they make the appointment.
Cardiology Medical Group will refuse to accept checks from patients with one NSF check or no more than two if they quickly noticed their mistake and made a cash payment immediately. In addition, do the following:
1. Call the patient. Most likely the patient will know before you do that they have a bounced check. Politely request that they resolve the matter as soon as possible. Offer to waive the NSF fee if they make payment within 5 days.
2. Send a certified letter. Remind the patient that they are a valued customer and you would like them to resolve the matter without further incident. Be sure not to threaten the patient in any way.
3. If attempts to contact the patient are unsuccessful, wait a few days and contact the bank to find out if there is enough money to cover the check. If so, return the check to the bank and have it cashed versus depositing it in your account.
4. If necessary, forward the account to a collection agency.