Scope of Services and Eligibility for Refunds

At Qual Med Ame Group LLC, we strive to provide high‑quality medical billing and revenue cycle management services with professionalism, transparency, and measurable results. Our refund policy is designed to maintain fairness for both our clients and our organization while ensuring accountability in service delivery. Refund eligibility is determined based on the scope of services agreed upon in the client contract, service timelines, and performance benchmarks. Because medical billing services involve time‑intensive administrative work, data processing, and compliance‑driven tasks, refunds are not automatically guaranteed once services have commenced. However, we carefully evaluate each situation to determine whether a refund or partial credit is appropriate. Refund requests may be considered when services have not been initiated, when there is a clear failure to deliver agreed deliverables, or when unforeseen circumstances prevent continuation of the service. Each request is reviewed individually to ensure fairness and transparency. We encourage clients to clearly understand the service agreement, billing structure, and expectations before onboarding to avoid misunderstandings. Our goal is not only to deliver effective services but also to maintain strong professional relationships built on trust and open communication.

Non‑Refundable Services and Limitations

Certain services provided by Qual Med Ame Group LLC are categorized as non‑refundable due to the nature of the work involved. These typically include completed coding tasks, submitted insurance claims, completed account analyses, customized reporting, and any work that has already required labor, time investment, or third‑party coordination. Once billing data has been processed, claims have been transmitted to payers, or financial records have been updated, the effort cannot be reversed, making refunds impractical. Additionally, delays caused by insurance companies, patient responses, or external regulatory processes are beyond our direct control and therefore do not qualify as valid reasons for refunds. Subscription‑based or monthly service packages may also have minimum commitment periods outlined in the contract. In such cases, early termination may not result in a full refund but could be eligible for prorated adjustments depending on the agreement terms. Our intention is to ensure transparency from the beginning so that clients understand the value and effort behind each service component. By setting clear limitations, we maintain operational sustainability while continuing to provide dependable and consistent service quality.

Refund Request Process and Evaluation

Clients who believe they are eligible for a refund are encouraged to submit a formal written request through email or official communication channels within a reasonable timeframe, typically within 14 to 30 days of the service date. The request should include detailed information about the concern, relevant documentation, and a clear explanation of the reason for seeking a refund. Upon receiving a request, our administrative and compliance teams conduct a comprehensive review of the service records, communication logs, deliverables, and contractual terms. This evaluation ensures that decisions are made objectively and fairly. We may contact the client to gather additional information or propose alternative resolutions such as service credits, revisions, or extended support instead of monetary refunds. Our primary focus is on resolving concerns through collaboration and professional dialogue rather than immediate financial reversals. The evaluation process typically takes several business days, depending on the complexity of the case. Once a decision is reached, the client is notified in writing along with the reasoning behind the outcome. This structured process helps maintain transparency, consistency, and mutual respect in all financial interactions.

Resolution Methods and Policy Updates

When a refund is approved, the method of reimbursement will generally match the original payment method whenever feasible. Processing timelines may vary depending on banking institutions, payment gateways, and administrative procedures, but we aim to complete approved refunds within a reasonable period. In some cases, instead of issuing a direct refund, we may provide service credits, discounted future services, or extended billing support as mutually agreed solutions. These alternatives often benefit both parties by maintaining service continuity while addressing financial concerns. Qual Med Ame Group LLC reserves the right to update or modify this refund policy at any time to reflect changes in operational practices, legal requirements, or industry standards. Updated policies will be communicated through official channels and posted on our website with a revised effective date. Continued use of our services after policy updates constitutes acceptance of the revised terms. Our commitment is to uphold fairness, clarity, and accountability while delivering reliable billing services. Through open communication and structured resolution methods, we aim to foster long‑term partnerships based on confidence, professionalism, and mutual understanding.