Refund Policy

1. Overview

FAIRMOUNT FAMILY DENTIST LLC ("we," "our," or "us") is committed to providing exceptional dental care and ensuring patient satisfaction. This Refund Policy outlines the circumstances under which refunds may be issued and the process for requesting a refund. We believe in transparent and fair policies that protect both our patients and our practice.

2. Eligible Services

The following services are eligible for refund consideration within 30 days of payment:

• Prepaid treatment plans that have not yet commenced
• Cosmetic consultations and planning fees
• Teeth whitening treatments (with valid quality concerns)
• Dental appliances not yet fabricated (retainers, night guards)
• Deposits for future procedures not yet scheduled

Refund eligibility is determined on a case-by-case basis and may require clinical review.

3. Non-Refundable Services

Due to the nature of dental services, the following are generally non-refundable:

• Completed dental procedures (fillings, extractions, root canals)
• Custom dental appliances that have been fabricated (crowns, bridges, dentures)
• Emergency services rendered
• Diagnostic services (X-rays, examinations) once performed
• Dental implant procedures once initiated
• Orthodontic treatment after appliances have been placed

4. 30-Day Refund Window

To be eligible for a refund, the following conditions must be met:

• Request must be submitted within 30 days of the original payment date
• The service or treatment must fall within eligible categories
• Patient must provide a valid reason for the refund request
• Any concerns about treatment quality must be documented
• Patient must cooperate with any necessary follow-up examinations

5. Refund Process

To request a refund, please follow these steps:

1. Contact Our Office: Call (317) 873-1778 or email bradleycohen@fairmountdentist.co to initiate your refund request.
2. Submit Documentation: Provide your name, date of service, payment method, and reason for the refund request.
3. Review Period: Our team will review your request within 5-7 business days.
4. Clinical Review: If applicable, a clinical review may be scheduled to assess any quality concerns.
5. Decision Notification: You will be notified of the decision via your preferred contact method.

6. Refund Methods

Approved refunds will be processed using the original payment method:

• Credit/Debit Card: Refunds will be credited to the original card within 5-10 business days
• Check: A refund check will be mailed within 10-14 business days
• Cash: Cash refunds may be issued in person at our office
• HSA/FSA: Refunds will be processed according to account provider requirements

7. Partial Refunds

In some cases, a partial refund may be issued. This may occur when a portion of a treatment plan has been completed, when materials or lab costs have been incurred, or when administrative fees apply. The specific refund amount will be calculated based on the services rendered and costs incurred.

8. Insurance Refunds

If your insurance company has paid for a service and a refund is warranted, the refund will be processed according to insurance regulations. This may involve refunding the insurance company directly. You will only be refunded the portion you paid out-of-pocket.

9. Cancellation Fees

Appointments cancelled with less than 24 hours notice may be subject to a cancellation fee. This fee is non-refundable as it covers reserved chair time and staff scheduling. We understand emergencies happen and will consider extenuating circumstances on a case-by-case basis.

10. Dispute Resolution

If you are not satisfied with our refund decision, you may request a review by our practice manager. We are committed to resolving all disputes fairly and professionally. For unresolved issues, you may contact the Indiana State Board of Dentistry or seek mediation.

11. Contact Us

For refund requests or questions about this policy, please contact us: