It can be the stuff of nightmares for a chiropractor—unpaid bills for patient care. Whether you have one really bad experience or notice a trend in your practice, it's best to tackle it head-on.
Posted in Articles on Thursday, October 9, 2025
Malpractice cases can—and do—arise out of disputes over fees. The best tactic is to prevent situations from getting to that point. It may be easier than you think.
Be Clear from the Get-Go
Take a good look at your payment acceptance policy and process. Consider it from the perspective of both a first-time patient and an established one.
Is the payment process explained clearly? Make sure it’s detailed on your website. In person, your front desk staff should address it right away to manage expectations. Reinforce their message with a sign displayed in clear view. It may be wise to have patients sign a form to verify they understand and accept payment expectations.
These easy steps gently remind patients that payment will be expected each time they visit. This goes for all patients—even family members, friends and neighbors. When you start letting payment slide for one patient, it’s easy to do so for others. Be consistent.
Eliminate Insurance Surprises
Patients may not be familiar with their insurance coverage for chiropractic care. It’s helpful to have them fill out and submit new patient forms, including insurance details, before the visit. This gives front desk staff adequate time to determine benefits.
That way, when the patient comes in for the appointment, staff is prepared to discuss available number of visits, copayments, deductibles, and more. Having a copy of the current insurance card is always a good idea as well.
It doesn’t end there. Stay on top of filing for insurance so any problems with coverage can be addressed quickly to avoid a snowballing effect. No patient wants to find out their coverage is lacking several visits into treatment.
Flexible Payment Options
Yet another way to stop delinquent bills is to offer flexible payment options. If you don’t accept credit or debit cards, now may be the time to consider it. You don’t have to get an elaborate setup or equipment. Simple, affordable solutions are available for all practice sizes and budgets.
Follow-Up Protocols
If a patient doesn’t pay, prompt follow-up is key. This should be handled in a friendly way, giving them the benefit of the doubt. (Assuming that it’s not a significant amount or severely past due.)
This is when staff should try and determine the reason for not paying. It’s important to be genuine to get to the root of the problem. Hopefully, it’s simply an oversight and the patient will take care of it when addressed.
No matter what, staff should convey to the patient they are valued and their health is important to you. If failure to pay is due to financial problems, they may be more open to talking when they know your practice cares. Let them know you’re willing to find a resolution together.
When You’ve Tried Everything
Unfortunately, there may be instances when a large amount is owed or a bill is long past due and you can’t get it resolved despite your best efforts. It’s time for another approach. But act thoughtfully to avoid making things worse.
It’s a good idea to call your malpractice insurance company for guidance. They can help you determine next steps. Should you ever release a patient from care for nonpayment? What if they don’t pay because they are dissatisfied with care received? When should a collection agency be involved? Is it a good idea to just write off unpaid amounts?
Your insurance company can help direct you where to look for your next steps.
Don’t Be Scared
If your practice is getting ghosted with the bill, don’t give up hope. It’s never too late to establish better processes. It may seem like a good idea to overlook an unpaid balance here and there, but it can quickly get out of hand. Be consistent. It will benefit your practice, staff and patients in the long run.