Refund Policy

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Effective Date: 08-25-2025

At INTEGRITY DENTAL FINANCE LLC (“Company,” “we,” “our,” or “us”), we are committed to delivering honest, accurate, and stress-free billing solutions for dental practices. Your satisfaction and trust are extremely important to us. This Refund Policy outlines the terms under which refunds may be requested, approved, or denied for services provided by our company.

Our goal is to ensure transparency and fairness in every financial interaction, so you can have peace of mind while working with us. By using our services, you agree to the conditions set forth in this Refund Policy.

  1. Scope of Policy

    2. This Refund Policy applies to:

    • All billing, claims management, receivables management, coding, and compliance services provided by INTEGRITY DENTAL FINANCE LLC.
    • All subscription, retainer, or pay-per-service agreements entered into with dental practices.
    • Any fees paid in advance for ongoing or scheduled services.

    This policy does not apply to:

    • Fees paid directly to third-party vendors (e.g., insurance companies, payment processors, collection agencies).
    • Government-imposed fees, taxes, or surcharges.
    • Expenses incurred on your behalf that are non-refundable.
  2. Eligibility for Refunds

    3. Refunds may be considered under the following circumstances:

    1. Service Not Rendered
      • If you paid in advance for a service that we did not deliver, you may be eligible for a full refund of that amount.
    2. Duplicate Payment
      • If a payment was accidentally processed twice for the same invoice, we will issue a full refund of the duplicate amount.
    3. Service Error Caused by Us
      • If we fail to deliver agreed-upon services due to an error on our part (e.g., billing not submitted as contracted), a refund or service credit may be provided.
    4. Early Termination of Agreement
      • If a contract or subscription is terminated early, unused prepaid service fees may be refunded on a prorated basis, unless otherwise stated in the signed agreement.

    Refunds will not be provided for:

    • Dissatisfaction resulting from outcomes outside of our control (e.g., insurance company denials unrelated to billing accuracy).
    • Delays caused by third parties (e.g., insurance carriers, government entities).
    • Non-usage of services when they were available as agreed.
  3. Non-Refundable Fees

    4. Certain fees are strictly non-refundable, including:

    • Setup or Onboarding Fees : Costs associated with system setup, data migration, or initial consultations.
    • Consultation Fees : Fees charged for one-time expert guidance or audits.
    • Completed Work Fees : Fees for services already completed, even if the outcome was not as expected, provided the service was performed correctly.
  4. Refund Request Process

    5. To request a refund, clients must follow these steps:

    1. Submit a Written Request
      • Email your refund request to [Insert Email Address] with the subject line
        “Refund Request – [Practice Name/Invoice Number].”
      • Include the following details
        • Practice name and contact person
        • Invoice number or contract reference
        • Amount paid and date of payment
        • Reason for requesting a refund
        • Supporting documents, if any (e.g., proof of duplicate payment, contract terms)
    2. Internal Review
      • Our team will acknowledge your request within 5 business days.
      • We will review the request, verify records, and assess eligibility.
    3. Resolution Timeline
      • Refund decisions will be communicated within 15 business days from the date of the request.
      • If additional information is needed, the timeline may be extended with notice.
    4. Refund Method
      • Approved refunds will be issued to the original payment method (credit card, ACH transfer, or check) within 10 business days of approval.
  5. Prorated Refunds

    6. For subscription or retainer-based services, refunds may be prorated under the following conditions:

    • If services are terminated mid-cycle by the client, refunds for unused services may be granted, excluding any non-refundable fees.
    • If we terminate services without cause, we will refund any prepaid fees for unused services.
    • If termination is due to a client’s breach of contract (e.g., non-payment, policy violations), refunds may not be granted.
  6. Disputed Charges

    7. If you believe you were charged incorrectly:

    • Contact us immediately at [Insert Contact Email/Phone].
    • Provide supporting details so we can investigate promptly.
    • We strongly encourage resolving disputes directly with us before initiating a chargeback through your bank or credit card provider.

    Unwarranted chargebacks may result in service suspension, additional fees, or termination of the client relationship.

  7. Service Satisfaction Guarantee

    8. While we cannot guarantee specific reimbursement outcomes (since insurers ultimately decide claim approvals), we do guarantee:

    • Accurate submission of claims and coding when information is provided correctly.
    • Professional, transparent communication.
    • Compliance with HIPAA and financial regulations.

    If at any time you are dissatisfied with our service quality, please contact us. Instead of immediate refunds, we may first attempt to resolve the issue by:

    • Correcting the error at no additional charge
    • Providing additional support or reporting
    • Offering a service credit toward future billing cycles
  8. Limitations and Liability

    9. Our liability for refunds is limited to the amount actually paid to INTEGRITY DENTAL FINANCE LLC for the specific service in question. We are not responsible for:

    • Insurance denials due to patient ineligibility, lack of coverage, or insurer errors
    • Financial losses resulting from delayed responses by third parties
    • Indirect or consequential damages related to billing outcomes
  9. Policy Exceptions

    10. Exceptions to this policy may be made at our sole discretion in extraordinary circumstances, such as

    • Natural disasters or emergencies preventing service delivery
    • Technical failures directly caused by our systems
    • Errors resulting in significant financial harm to a client

    Each exception will be reviewed case by case.

  10. Updates to Refund Policy

    11. We may revise this Refund Policy periodically to reflect changes in business practices or legal requirements. Updates will be posted on our website with a revised “Last Updated” date. Clients are encouraged to review the policy regularly.

  11. Contact Us

    12. If you have questions or would like to request a refund, please contact:

    INTEGRITY DENTAL FINANCE LLC

    Phone: 1-833-543-3824
    Email: support@integritydentalfinance.com
    Address : 1367 S Kihei Rd, Kihei, HI 96753, USA
Final Note

Our goal at INTEGRITY DENTAL FINANCE LLC is not just to provide billing services, but to build long-term, trusted relationships with dental practices. We approach refunds with the same principles of honesty, accuracy, and integrity that guide every aspect of our business. If you are ever dissatisfied, we promise to review your concerns carefully and work toward a fair resolution.

Our Services
Contact Us
Monday - Friday 08.00 - 18.00
1367 S Kihei Rd, Kihei, HI 96753, USA
support@integritydentalfinance.com
About Us

INTEGRITY DENTAL FINANCE LLC provides honest, accurate dental billing solutions including claims processing, patient billing, receivables management, and coding compliance. Our expert team ensures transparency, maximized reimbursements, and stress-free financial operations, allowing dental practices to focus on patient care while we safeguard their revenue with integrity and professionalism.