Refund and Returns Policy

Effective Date: 2025-06-12
T S ACCOUNTING GROUP LLC

At T S ACCOUNTING GROUP LLC, we are committed to delivering high-quality, customized, and reliable services in medical billing, revenue cycle management, credentialing, and accounts receivable follow-up. Our goal is to support healthcare providers in maximizing reimbursements while maintaining compliance with industry standards. We take pride in our accuracy, transparency, and efficiency. However, we understand that situations may arise that prompt questions about refunds or billing disputes.

This Refund Policy outlines the terms under which refunds may be requested and issued. It aims to provide clarity and protect the interests of both our clients and our company, ensuring that all engagements are handled fairly and professionally.

1. Overview of Our Refund Approach

T S ACCOUNTING GROUP LLC offers professional services that require time, effort, and specialized expertise. These services are typically initiated shortly after onboarding or agreement execution. Due to the customized and labor-intensive nature of our work, we generally do not offer refunds for services that have been rendered. However, we do offer refunds under certain limited circumstances, as outlined in this policy.

Clients are encouraged to thoroughly review the scope of services, deliverables, and payment terms outlined in their individual agreements before initiating services.

2. Services Covered by This Policy

This policy applies to all services offered by T S ACCOUNTING GROUP LLC, including but not limited to:

  • Medical Billing & Coding
  • Revenue Cycle Management
  • Provider Credentialing
  • Accounts Receivable Follow-Up
  • Practice Management Consulting
  • Claims Denial Management
  • Payment Posting & Reconciliation Services

This policy applies whether the services are rendered as part of a recurring monthly plan, a one-time project, or a contractual engagement.

3. Refund Eligibility

We may consider issuing a full or partial refund in the following cases:

A. Duplicate Payments

If a client inadvertently pays more than once for the same invoice or service period, the overpaid amount will be refunded after verification. This may also apply if automatic payments are processed more than once due to a technical issue.

B. Service Not Rendered

If a client has paid for a service in advance and, due to a scheduling conflict, onboarding delay, or internal cancellation, the service has not commenced, a refund may be issued. This is only valid if the client provides written notice of cancellation before the work begins.

C. Administrative Errors

If an error on our part results in an incorrect charge (e.g., billing a client for a service they did not request), we will promptly correct the issue and refund any overcharged amount.

D. Exceptional Cases

In rare instances, if a client can demonstrate that a service was fundamentally flawed, incomplete, or delivered in breach of the service agreement, a partial refund or service credit may be issued at our discretion after a formal investigation.

4. Non-Refundable Items

The following are not eligible for refunds:

  • Services that have already been initiated or completed
  • Setup and onboarding fees once onboarding has commenced
  • Credentialing fees after submission to payers or networks
  • Monthly fees for billing services after claims have been submitted during that period
  • Third-party fees paid on behalf of the client (e.g., state licensing boards, payer portals)
  • Delays or payer denials resulting from inaccurate or incomplete client-provided data
  • Consulting sessions or audits that have already occurred

Once a service has been delivered or a task initiated (e.g., submitting credentialing paperwork or processing claims), the associated fees are deemed earned and non-refundable.

5. Timing and Process for Refund Requests

To initiate a refund request, clients must submit a formal written request within 15 calendar days of the transaction or discovery of the issue. The request should include the following details:

  • Client’s name or company name
  • Description of the issue
  • Invoice number or payment reference
  • Supporting documentation (bank statement, copy of check, communication trail, etc.)

Where to Send Refund Requests:

Email:support@tsaccountinggroup.com
Subject Line: “Refund Request – T S ACCOUNTING GROUP LLC”
Mailing Address: 19074 Oak Tree Rd, Nevada City, CA 95959, USA
Phone: 1-844-393-3591

Once a request is received, our billing department will review the claim within 10 business days and provide a written response. In some cases, we may request additional information to complete the evaluation.

6. Approved Refunds

If a refund is approved, the following process applies:

  • Refund Method: The refund will be issued using the original payment method. If payment was made by check, a company check will be mailed to the client.
  • Refund Timeframe: Refunds are processed within 14 business days of approval.
  • Service Credits: In certain cases, especially for ongoing clients, we may offer a service credit as an alternative to a cash refund. This credit can be applied to future invoices upon mutual agreement.

7. Disputes and Chargebacks

We are committed to open and professional communication with all clients. If you notice an issue or charge you believe to be incorrect, please contact us immediately to resolve the matter.

Initiating a chargeback or payment dispute with your bank or credit card issuer without contacting us first may result in:

  • Immediate suspension of services
  • Withholding of claim submissions or revenue follow-up activities
  • Termination of the client relationship

We reserve the right to recover any fees, costs, or losses associated with unsubstantiated chargebacks.

8. Service Termination and Refunds

If a client chooses to cancel ongoing services, the following terms apply:

  • Monthly Services: No refunds will be issued for the current billing cycle. Clients are encouraged to provide written notice at least 30 days in advance of cancellation to avoid automatic renewal.
  • Credentialing: If a credentialing request is canceled after documentation has been prepared or submitted, no refund will be issued.
  • Custom Projects: For one-time projects, a refund may be considered only if cancellation occurs before any work begins. If partial work has been done, a prorated refund may be issued depending on the scope completed.

9. Policy Changes

We may update this Refund Policy from time to time to reflect changes in business practices, legal requirements, or service offerings. All updates will be posted to our website and will take effect immediately unless stated otherwise. Clients are encouraged to review this policy periodically.

10. Contact Information

For all billing inquiries, refund requests, or concerns, please contact us:

T S ACCOUNTING GROUP LLC
Billing Department
Phone: 1-844-393-3591
Email: support@tsaccountinggroup.com
Address: 19074 Oak Tree Rd, Nevada City, CA 95959, USA
DBA– 402 12th streetDavis CA 95616

11. Our Commitment

At T S ACCOUNTING GROUP LLC, we value transparency, fairness, and strong client relationships. Our refund policy is designed not only to protect our business operations but also to ensure our clients receive exceptional service and honest treatment. We strive to resolve any concerns quickly, respectfully, and with your satisfaction in mind.

Thank you for choosing T S ACCOUNTING GROUP LLC as your trusted billing and revenue management partner. We are honored to support your practice’s financial success.