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Refund Policy

Effective Date: May 17, 2026
Last Updated: May 17, 2026
 

Romans Orthodontics is committed to transparency in all financial matters. This Refund Policy explains when refunds may be issued for orthodontic fees paid to our practice. Please read this Policy and your signed Treatment Fee Agreement carefully. If you have questions, contact our office before beginning treatment.
 

1. General Financial Agreement

Prior to the start of active orthodontic treatment, each patient (or parent/guardian of a minor patient) signs a Treatment Fee Agreement that sets out the total fee, payment schedule, and financial terms specific to their case. This Refund Policy supplements — and in the event of conflict, defers to — the terms of that signed Agreement.

All fees are due as outlined in your Treatment Fee Agreement. Payment plans offered by Romans Orthodontics are interest-free as specified at the time of contract; third-party financing arrangements are governed by the terms of those separate agreements.
 

2. Non-Refundable Fees

The following fees and charges are non-refundable once incurred:

  • Records Fee: The fee for diagnostic records (photographs, X-rays/CBCT, impressions or digital scans, clinical examination) is non-refundable, as these services have been rendered regardless of whether active treatment proceeds.

  • Initial Examination / Consultation Fee (where applicable): Non-refundable if the examination has been completed.

  • Appliance Fabrication Fees: Fees allocable to the fabrication of custom appliances (e.g., retainers, expanders, aligners, or brackets ordered specifically for the patient) are non-refundable once the appliances have been manufactured, whether or not they have been delivered or placed.

  • Completed Appointment Fees: Fees for services already rendered — including adjustment visits, emergency visits, and repair appointments — are non-refundable.

  • Missed Appointment Fees: Any assessed no-show or late cancellation fees are non-refundable.
     

3. Refunds Upon Early Termination of Treatment

If a patient discontinues orthodontic treatment before it is complete — whether voluntarily, or because the Practice determines continuation is not in the patient's best clinical interest — a refund may be issued for the unused, refundable portion of prepaid fees, calculated as follows:

Refund Amount = Amount Paid − Non-Refundable Fees (Section 2) − Pro-Rated Fee for Completed Treatment Phases

The pro-rated fee for completed treatment phases is calculated based on the proportion of active treatment time elapsed relative to the original estimated treatment duration, plus the cost of any appliances or materials already provided. This calculation is performed by Dr. Romans at the time of discontinuation.

In the event of a patient's relocation, extended illness, or other documented hardship, the Practice will exercise reasonable discretion in applying this calculation.

No refund is issued for a patient who has completed their active treatment phase and is in the retention/observation phase, as the core orthodontic services will have been fully delivered.
 

4. Refunds Related to Insurance

Where the Practice has submitted a claim to your insurance carrier on your behalf:

  • If your insurer pays a benefit that results in an overpayment on your account, Romans Orthodontics will apply the overpayment as a credit to your account or issue a refund within 30 days of receiving and reconciling the insurance payment.

  • If an insurance payment is subsequently reversed, denied, or reduced after initial payment, the resulting balance is the patient's responsibility and is due promptly.

  • The Practice is not responsible for changes in your insurance benefits (e.g., change of employer, lifetime maximum reached, policy cancellation) that occur during treatment. Any gap in coverage becomes your financial responsibility.
     

5. FSA and HSA Payments

Payments made using Flexible Spending Account (FSA) or Health Savings Account (HSA) funds are subject to this Refund Policy. If a refund is due on an FSA/HSA payment, we will return the funds to the original payment method (FSA/HSA card or linked account). It is your responsibility to ensure compliance with your FSA/HSA plan's rules regarding refunds and eligible expenses.
 

6. Credit Card and Payment Method Refunds

Approved refunds will be returned to the original payment method where possible (credit or debit card). Refunds to credit or debit cards may take 5–10 business days to appear on your statement, depending on your financial institution. Payments made by cash or check may be refunded by practice check mailed to your address on file.
 

7. How to Request a Refund

To request a refund, submit your request in writing to our office:

Please include your name, date of birth, and a description of the basis for your refund request. We will review and respond to all refund requests within 14 business days.
 

8. Disputes

If you believe a fee has been charged in error, please contact our office immediately. We will review the charge and, if an error is confirmed, issue a correction or refund promptly. Initiating a credit card chargeback before first contacting our office may delay resolution. We encourage direct communication as the fastest path to resolving any billing concern.
 

9. Contact — Billing Inquiries

Romans Orthodontics
3618 W. Anthem Way, Suite D120
Anthem, AZ 85086
Phone: (623) 320-1222
Email: hello@romansorthodontics.com

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