Active Body Chiropractic Credit Card Handling
Credit Card Information On File
At Active Body Chiropractic, we keep a credit card on file for everyone’s convenience. Combined with our online scheduling, this will allow you to come in for therapy, leave without having to check out at the front desk and not worry about missing a bill from us. By signing acceptance with our office, you authorize our payment processor, Jane Payments, to securely use your credit card information and only charge it should you have an outstanding balance.
How We Use The Card
Self-Pay Charges:
- Any self paid services (not being paid by insurance)
- Product purchases
- No-show/late cancellation fees
These will be billed to the card on file unless you pay in an alternate method on the date of service.
Insurance charges (BCBS, Medicare):
- We send your claim to the insurance. (their response to us is usually within 2 to 5 weeks). We will wait to receive an explanation of benefits (EOB) from your insurance to see what they pay and what they tell us that you owe.
- Once your insurance tells us if you owe anything (deductible, copay, coinsurance or denied charges). We will then send you pay requests via email and text message. (we send these out every other week)
- If we don’t hear from you and your charges are 90+ days old and you have been sent at least 2 pay requests and you have not contacted us for an alternate payment method, we will then use the credit card on file for those charges.
- Billing Policies to note: If you have a balance over 90+ days old, owe more than$500 or have an outstanding insurance balance over $800, we may pause all future treatments until the balance is paid below those thresholds.
- If a billing mistake happens, just call us! We will fix it and refunds are simple. Do not do a bank charge-back since this will usually lead to a banning from the clinic.
How Your Card Information Is Protected (Jane Payments)
We take payment security seriously. When you store a card on file with Active Body Chiropractic, your card is stored and processed through Jane Payments (our clinic software’s integrated payment system), not in a paper file or any unencrypted format.
What our staff can (and cannot) see:
- Our team cannot view your full card number.
- In Jane, the only card details visible for our reference are the last 4 digits (and typically the expiry date) so we can identify the card on file.
What we do on our side:
- We do not write down or store your full card number in your chart.
- If you ever want to change or remove your saved card, we can help you update it.
- If you ever get a charge from us that doesn’t make sense, Call us! We can reverse any mistaken charges for you which are usually refunded within a day or two.
- No surprise charges: we email and text you before we charge your card unless you’ve told us to auto charge for services.
How Jane Payments stores cards: tokenization not actual credit card numbers
- Jane’s payment partners encrypt the card data and return to Jane an encrypted “token” (a substitute value) that represents your card for future charges you authorize.
- That token is designed to be used only within Jane—it isn’t a usable credit card number outside of our system.
- Jane Payments never stores a client’s plain credit card information directly on Jane’s servers. When you enter a credit card in Jane, Jane instantly transfers that data to one of the payment processing partners through encrypted transfer. Our PCI-compliant payment processing partners store that information for Jane. The default behaviour of these partners is to store the credit card information so that refunds can be processed.
- Transactions use the same 128-bit encryption as the big banks around the world. They send Jane back an encrypted key (a token) which represents the credit card so that Jane can continue to bill against that card if the customer wishes, but note that this token can’t be used outside of Jane. The only information that Jane stores about the credit card are the last 4 digits and the expiration date so that the customer will know which card they gave you.
PCI Compliance and Cloud Security
- Jane Payments is PCI-compliant, meaning it follows the Payment Card Industry Data Security Standard requirements for handling card data. Data is hosted within Amazon Web Services (AWS) data centers and leverages AWS security/redundancy features.
- AWS publishes PCI-related compliance information and is regularly assessed against PCI standards.
