REG 11.45.01 – Billing Procedure

Authority: Vice Chancellor for Academic and Student Affairs (DASA)

History: First Issued: October 1, 2002. Last Revised: September 10, 2019.

Contact Info: Director of Student Health Services (SHS) (919-513-3285)

1. Introduction

Most visits at Student Health Services, (SHS), are covered by the student health fee, which provides for access to care. There are charges for some services that may be incurred as a part of the visit e.g., prescriptions, lab tests, x-rays, procedures, massages, physical therapy and women’s health exams. Patients are informed of charges for services and have options for making payment, in compliance with our Statement of Patient Rights & Responsibilities. This regulation sets forth the procedure for billing charges and for the payment of such charges when they are due.

2. Procedure

2.1 The schedule of charges is established and reviewed annually by the Student Health Executive Committee and approved by Director of Student Health and by the Senior Associate Vice Chancellor of the Division of Academic and Student Affairs.  Charges for supplies, immunizations and prescriptions change during the year due to market prices. When a patient presents for treatment, they read and electronically acknowledge the payment and billing statement at check-in. Providers and staff inform patients when a procedure, service, supply or drug has an added charge.

2.2   NC State is in-network with, and will file claims for, the University sponsored Student Health Insurance Plan and most Aetna, Blue Cross Blue Shield, Cigna, and United Healthcare plans.  Student Health will file a courtesy claim for most other insurances as an out-of-network provider. The Pharmacy accepts most prescription insurance plans.

2.3 Payment is due at the time of service if possible, (check, AllCampus Card, MasterCard, Discover or Visa). Payment by check, MasterCard, Discover or Visa requires proper identification (NC State identification card or current driver’s license). Credit cards must be signed by the cardholder or authorized user. If charges that are the patient’s responsibility, are not paid at the time of service, they are electronically transferred to the University Cashier’s Office and the patient is responsible for settling their account with that office. Registration, transcripts, and records may be held until payment is made to the University Cashier’s Office.

2.4 Payment made by check that is returned will incur a $25.00 return check fee.

2.5 Disputes about billing should be brought to the attention of the Director  or the Assistant Director of Business and Finance of SHS.