Returns & Refunds Policy

1. Scope and Contract Priority

This policy applies to fees paid directly to MEBIRICA for medical billing, revenue cycle management, coding, credentialing, authorization, virtual assistant, consulting, onboarding, and related services.

Refund decisions depend on the service purchased, work already performed, resources committed, third-party charges, and the applicable written agreement. If this policy conflicts with a signed agreement, the signed agreement controls.

2. Service Cancellations

Cancellation and non-renewal requests must be submitted in writing to hello@mebirica.com. The applicable notice period, termination date, transition obligations, and final fees are governed by your agreement.

Cancellation does not erase fees already earned, approved expenses, work performed through the effective termination date, or obligations that survive termination. MEBIRICA will reasonably cooperate with an authorized transition of client data as required by the agreement and applicable law.

3. When a Refund or Credit May Be Available

After review, MEBIRICA may issue a refund or account credit for:

• A duplicate payment or confirmed billing error.
• A fee charged after the effective cancellation date contrary to the applicable agreement.
• A prepaid service that MEBIRICA cancels before work begins, less any authorized non-refundable costs.
• Unperformed prepaid work where the applicable agreement expressly provides for a prorated refund.
• Another amount MEBIRICA is required to return under applicable law or agrees in writing to refund.

If a client cancels before work begins, any refund will be determined after deducting non-recoverable payment fees, approved third-party costs, and work already completed in preparation for the engagement.

4. Non-Refundable Fees and Outcomes

Unless a signed agreement or applicable law provides otherwise, refunds are generally not available for:

• Services already performed or time already incurred.
• Setup, onboarding, implementation, data migration, credentialing, enrollment, audit, or project fees after related work has begun.
• Third-party, payer, clearinghouse, software, verification, mailing, filing, transaction, or government charges.
• Missed savings, expected revenue, payer denials, reimbursement amounts, credentialing or authorization decisions, or other outcomes controlled by documentation, payers, government programs, patients, clients, or third parties.
• Delays or rework caused by incomplete, inaccurate, late, or inaccessible client information or systems.
• Unused time in a monthly or recurring service period after that period has started, except where the agreement provides proration.

A refund request does not suspend payment of undisputed invoices.

5. How to Request a Billing Review

Email hello@mebirica.com promptly after discovering the issue. Include:

• Your name, organization, and authorized contact information.
• The invoice number, payment date, amount, and payment method (do not email full card or bank account numbers).
• The service and charge being disputed.
• A concise explanation and relevant non-sensitive supporting documents.

Do not include patient records or protected health information in a refund request. If protected information is necessary, ask MEBIRICA for an approved secure transmission method.

6. Review and Processing

We will acknowledge a complete request and may ask for additional information. Approved refunds are returned to the original payment method where practical. Processing times depend on the bank, card network, payment provider, and method used. An account credit may be offered or required by the applicable agreement.

If only part of an invoice is disputed, the client must pay the undisputed portion by its due date. Chargebacks should not be used to avoid the contractual billing review process; MEBIRICA reserves the right to provide records of authorized and completed services to the payment provider.

Policy changes

We may update this policy by posting the revised version and effective date. Changes will not override refund rights already established in a signed agreement or applicable law.

7. Contact Us