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Medical Fitness

Contracts are not a requirement at Body Structure and payment options are always available. Body Structure’s front office personnel are always available to answer any questions that you may have regarding your account. If you have any questions or specific needs, please feel free to contact us via telephone at 859-268-8190 or e-mail: crystal@bodystructure.com. Our business hours are Monday–Friday 8:00am-4:00pm.

Member / Client Billing

  • If a contract is selected: Monthly payments, quarterly payments, and pay in full options are available.
  • Members who wish to pay in house: Payment(s) will be due on the 20th of each month.
  • Members on auto-pay will be drafted on the 1st of each month.
  • Please contact Body Structure if there are any changes in the billing information on file. Payments past due reflect in a $30 late fee.

Cancellation Policy

Any client needing to cancel a set appointment for personal training and/or additional services must contact Body Structure by 7:30pm the previous day. Any client canceling after 7:30pm on the day prior to his/her set appointment will be charged a full session price. Any no-show of a set appointment will also result in a full session price charge. It is policy that the front desk cannot take a message and is required to transfer you to the appropriate voice mail.

Cancellation Rights

Contracts are not negotiable, transferable, or able to be cancelled except as otherwise provided herein. The Agreement will bind and insure to the benefit of Body Structure Clinic’s permitted successors and assigns. You may cancel your contract if any of the following occurs, with a 30 day prior notice in writing to the clinic and a $50 early cancellation fee.

  • You may cancel if a medical disability prevents you from using the clinic’s facilities or services. In the event of a medical disability, the clinic will provide your doctor with a medical disability form which your doctor must complete and return to Body Structure Clinic.
  • You may cancel if the clinic relocates more than 5 miles from the location stated in the contract.
  • You may cancel if you relocate more than 25 miles from your residence as stated in the contract and the clinic cannot provide comparable facilities and services within 5 miles of your new residence. The clinic will require a written verification of your new residence, such as a lease, deed, or utility bill.
  • Consumers Right to Cancellation: you may cancel your agreement within 3 days from the date of signing this contract (exclusive of holidays and weekends) by delivering to facility or certified mail to the facility address listed, a written notice of cancellation. A refund of all monies paid under this contract shall be issued within 30 days after receipt of the notice of cancellation is made within the 3 day provision.
  • In order to exercise any cancellation rights, you must notify the clinic in writing, by certified mail, return receipt requested, to the address stated below. All monies to be refunded (less services already provided) shall be paid to you within 30 days after the clinics receipt of the collation notice and fee.

Acceleration / Use of Services

All session are on a pre-paid basis. All members utilizing personal training/kinesis or any other package offered who have agreed to a set frequency shall not accelerate those sessions. If a higher frequency is wished, see a Body Structure Representative to add additional session onto the term. Any unused single rate sessions will expire following a 90 day inactive period. All series session packages are discounted based on frequency and any unused sessions will expire on the agreed upon date.

Freeze

Membership time may be “frozen” at any time for any reason. To Freeze the member must turn in their membership card to the front desk. Freeze must be for a minimum of 30 days, maximum of 90 days. Payments continue during freeze time. Freeze time is added to the end of the contract term (12 month memberships only).

Renewal Terms

Following the initial membership term your membership agreement will automatically continue on a month to month basis at our agreed upon rate until a 30-day advance written notice is given by either party. Buyer’s notice must be sent to the facility at the address below along with your membership card. Any additional service(s) will expire on the date agreed upon in this contract. All payments must be current to terminate the membership agreement. Buyer owes all monthly payments until proper cancellation procedures have been followed.

Physical Therapy

Body Structure Clinic will call and verify the estimation of insurance benefits as a courtesy to the patient. At your first appointment, a front desk associate will review your estimation of benefits with you. Please keep in mind that this is only an estimation of benefits and that there is no guarantee of payment. Body Structure Clinic is not responsible for any invalid information given by your insurance company. We highly recommend that all patients call and verify benefits prior to first visit.

Billing is sent to insurance companies on a daily basis. Co-pays, deductibles, and co-insurance are due at the time services are rendered. It is the patient’s responsibility to monitor and make payment at each visit. Contact the billing department if a financial agreement is needed.

Billing Through Your Workers Compensation Company

  • Workers compensation insurance company telephone number and address
  • Workers compensation insurance adjuster contact information
  • Workers compensation claim number
  • Place of work
  • Date of injury
  • Social security number

Billing Through Your Auto Accident Company

Patients are required to give the information listed below prior to scheduling an initial Physical Therapy evaluation.

  • Auto insurance company telephone number and address
  • Auto insurance adjuster contact information
  • Auto claim number
  • Date of injury

 

Patient Billing

On the third week of each month BSC starts our patient billing process. Accounts with an outstanding patient balance will receive a statement by the end of each month. The statement will include dates left unpaid by you and your insurance company. Any dates paid in full will not reflect on the patient statement. You can call and request a detailed statement.

Patients are required to pay the balance due within 25 days of receiving the statement. Your insurance company will keep you posted on their portion of the claim through an explanation of benefit. As your insurance company processes the claims, an explanation of benefits will be sent to you and to BSC. After the insurance company makes payments and or adjustments, the patient balance will be accrued. Your balance will reflect patient responsibility.

No Show and Late Cancel Policy

Our goal is to provide you with the highest quality physical therapy care available.  We want to strongly emphasize the importance of patient compliance and responsibility in abiding by the recommended treatment.  You must notify us within 12 hours of your appointment if you need to reschedule.  Not showing or canceling your appointment without a 12-hour notice will result in a $30.00 fee.  We cannot help you if you do not show up for your appointment.

Medical Records

Medical records can be requested via phone, fax, e-mail, or mail. Please allow 30 business days for Body Structure Clinic to compile your medical records. One of our staff members will contact you via phone when medical records are complied. Patients are responsible to pick up medical records and show identification.

Billing

Body Structure Clinic will call and verify the estimation of insurance benefits as a courtesy to the patient. At your first appointment, a front desk associate will review your estimation of benefits with you. Please keep in mind that this is only an estimation of benefits and that there is no guarantee of payment. Body Structure Clinic is not responsible for any invalid information given by your insurance company. We highly recommend that all patients call and verify benefits prior to first visit.

Billing is sent to insurance companies on a daily basis. Co-pays, deductibles, and co-insurance are due at the time services are rendered. It is the patient’s responsibility to monitor and make payment at each visit. Contact the billing department if a financial agreement is needed.

How long does it take for an insurance company to respond to dates of service rendered?

All insurance companies are required to respond with an explanation of benefits within 30 days after the claim is received. If for some reason the insurance company denies a claim, further action will take place..

Why do the charges vary date by date?

The charges are based on the services provided for each date of service. If there is a change in treatment or treatment time then there is a possibility that the daily charges rendered will change accordingly.

How are my daily service charges determined?

Service charges are determined based upon your diagnosis, the treatment provided, and the insurance contract.

If I make a payment towards my account, why is it applied to a different date of service?

Sometimes the insurance company will respond to dates of service out of chronological order. BSC will post patient payments to dates of service as the insurance company responds.

Why does my insurance company require a precertification?

Some insurance companies may require pre-certification. This information will be given when benefits are verified. Insurance companies require pre-certification’s to help monitor a patient’s treatment and progress.

Insurances Accepted by Body Structure Clinic

Currently Body Structure Clinic accepts all Medical Insurance except for Medicaid as a Primary Insurance and any UK HMO plans.

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