Billing Policies & Procedures

Billing Policy

Castro Valley’s policy is to furnish timely and accurate billing information as well as effective payment options to our patients. Billing and payment services are delivered electronically through Castro Valley’s online billing and payment service. Bill statement is sent out to patient’s addresses on the last day of every month.

Due Dates

Monthly bills are generated on the 30th of each month. When the 30th falls on a weekend or holiday, with the exception of December, bill generation and notification will occur on the next business day. Payment is due on the 15th of the following month.


The bill includes charges for any co-pays, deductibles for MRI services that were not paid at the time service.

Payment Method

Castro Valley Open MRI has multiple payment options for our patients.  We offer online payment through our website using PayPal. We also offer a patient portal using the patients email address through our Kareo billing module, or the patient may call in to our office and make a payment via phone.

Important: For prompt processing, the patients name, address, DOB and account number must be included in their payments.


Overpayments of billed charges via paper check, electronic check, PayPal or patient portal will result in a credit balance on the patient account.  At the end of each month patient accounts are reviewed and reconciled.  If a patient has overpaid on their account a refund will be sent to the patient within thirty to sixty (30 to 60) days.

Past Due Accounts

Castro Valley Open MRI must receive the amount due on or before the due date indicated on the statement. If the payment is not received by the due date, a late fee of $25.00 will be assessed to the patient account.

Returned Payment

A non-refundable $25.00 check return fee will be assessed if a patient’s payment is returned from the bank. In addition to this fee, the patient account is subject to late payment fees and subject to collection status.

Account Collections and Credit Reporting

Delinquent account may be reported to one or more of the national credit reporting agencies. Severely delinquent accounts or unpaid returned payments may be referred to an outside third party collections agency and/or litigation in accordance with state and federal laws. Patients with delinquent accounts may be held responsible for all collection costs, attorney fees, court costs and interest rates up to the maximum allowed by California law.

Getting Historical Bill Information

Patients may call Castro Valley Open MRI Monday through Friday 8:30am to 4:00pm to request historical bill information.  Please allow 24-48 hours for processing of the request.

Medical Billing

Medical billing is the process of submitting and following up on claims with health insurance companies in order to receive payment for services rendered by the healthcare provider. As a service to our patients, Castro Valley Open MRI will bill the patient’s primary/secondary insurance company for the services on the patient’s bill.


Federal regulations prohibit Castro Valley Open MRI from releasing patient information (records) to third parties (including parents, spouses, or relatives) without written consent from the patient.