After your appointment, Circle Medical charges the default payment method on your account. The timing depends on whether the visit is self-pay or billed to insurance.
This article covers how long each charge takes, which payment methods we accept, how to pay an invoice yourself, our billing policies, and what to do if a payment does not go through.
Looking for something else?
To add, switch, or remove a card, see How to add, switch, or remove your payment method.
Visit prices are in Appointment costs. Cancellation, reschedule, and no-show fees are in Cancellation, rescheduling, and no-show fees FAQ.
Questions about what your plan paid belong in Explanation of Benefits (EOB) and Common questions about insurance and billing after your appointment.
To view or download an invoice or receipt, see How to view and download your invoices.
How long does billing take?
Each stage has its own clock. A self-pay charge and an insurance charge do not follow the same timeline.
Payment method on file: required before you book, and it needs to stay on your account so you can book later visits.
Self-pay invoice: generated shortly after your appointment. You get an email that the charge will process in 48 hours.
Self-pay charge: 48 hours after that email, we charge your default payment method. You get a confirmation email. The invoice stays in the Billing tab.
Insurance claim: usually 4-6 weeks for your plan to process the claim and return what you owe, including any deductible, copay, or coinsurance. Your plan also sends an Explanation of Benefits (EOB).
Insurance charge: once we have the amount you owe, if any, you get an email that the charge will process in 48 hours. We then charge your default payment method and email a receipt. The invoice stays in Billing.
If the charge does not go through: we try the payment method on file. If the invoice is still unpaid after 30 days, a hold may be placed on your account. New bookings stay blocked until every invoice that is 30 days or more overdue is paid.
To view or download an invoice or receipt, see How to view and download your invoices.
Payment methods we accept
You can pay for appointments with:
Most major credit and debit cards (Visa, Mastercard, and others)
Apple Pay
Eligible HRA, HSA, or FSA cards, when the card is active and authorized for healthcare expenses
One default payment method has to stay on your account. That card is the one we charge for balances such as deductibles and copays. To add a card, choose a different default, or remove a card, see How to add, switch, or remove your payment method.
HRA, HSA, and FSA cards
You can add an eligible HRA, HSA, or FSA card the same way as any other card, when the card is active and your plan allows it to be used for healthcare. Not every card will save. Circle Medical does not accept CareCredit.
If the card will not save, or your administrator declines the charge:
Add a different card and use that card to pay the invoice.
After the appointment is complete and the invoice is paid in full, start a chat and ask for an itemized bill. Include the appointment date.
Submit that bill to your HRA, HSA, FSA, or CareCredit administrator. They decide whether to reimburse you.
You can also ask your HSA administrator to authorize charges from Circle Medical. If they do, try adding the HSA card again.
The itemized bill lists the services, costs, and billing codes. Receiving it does not mean your plan will reimburse you.
What happens after your appointment
We charge your default payment method automatically. You can also pay an open invoice yourself before that charge runs.
Self-pay appointments
If you are not billing insurance:
Shortly after the appointment, an invoice is created for the self-pay rate.
You get an email that the charge will process in 48 hours.
After those 48 hours, we charge your default payment method.
You get a confirmation email. The invoice is in the Billing tab on the mobile app or web portal.
Insurance appointments
We send a claim to your plan. It usually takes 4-6 weeks for your plan to process it and tell us what you owe. The invoice is that amount: your deductible, copay, and coinsurance, as your plan calculated them.
Your plan also sends you an Explanation of Benefits. That document shows what the plan paid and what you pay. See Explanation of Benefits (EOB).
Once we have the amount you owe:
You get an email that the charge will process in 48 hours.
After those 48 hours, we charge your default payment method.
We email a receipt. You can also open it anytime in the Billing tab. We do not send mail or paper receipts or invoices.
Pay an invoice yourself
You can pay before the automatic charge:
Open the Billing tab on the mobile app or web portal. Unpaid invoices are marked Balance Due.
In Invoices, review what your plan paid, if you used insurance, and what you owe.
Open the appointment and select Pay Now.
Past receipts and invoice copies stay in Billing for your records. To view or download one, see How to view and download your invoices.
Billing policies
Pay each invoice in full
Each invoice is paid in full in a single transaction. Circle Medical does not take partial payments, and we do not offer payment plans or installment plans.
If you have more than one unpaid invoice and you are worried about your next visit, start a chat with the support team.
Overdue balances
Circle Medical does not offer financial assistance or a grace period for overdue balances.
After an invoice is created, we try your default payment method. If the invoice is still unpaid after 30 days, a hold may be placed on your account. To book again, pay every invoice that is 30 days or more overdue.
Insurance and self-pay
After a claim has been submitted to your plan, that visit stays at the insurance rate. It cannot be changed to the self-pay rate.
Once your outstanding balances are paid, you can book later appointments at the self-pay rate. Current prices are in Appointment costs.
Medicaid and Medi-Cal
Circle Medical is not contracted with Medicaid or Medi-Cal. We cannot see patients who have these benefits, including patients who want to pay out of pocket. Using Circle Medical while you have Medicaid or Medi-Cal benefits can put those benefits at risk.
Tell us before you receive care if you have Medicaid or Medi-Cal. If this is not disclosed, you may be discharged from the practice so we can stay in compliance.
When to contact the support team
Most charges follow the timeline above. Contact us at these points:
No invoice email after the window for your visit type (shortly after a self-pay visit, or after the 4-6 week insurance window).
A charge failed and you need to update the card on file. Use How to add, switch, or remove your payment method, then pay the open invoice.
You cannot book because of a hold. Pay invoices that are 30 days or more overdue, then start a chat if booking is still blocked.
An FSA, HSA, or HRA card will not save and you need an itemized bill.
Several invoices are open and you need help before your next visit.
What to do if something goes wrong
My card was declined
Add or switch to a working card, then pay the open invoice with Pay Now, or wait for the next automatic attempt. Changing your default card applies to future charges. It does not retry a charge that already failed.
I was charged and I use insurance
Compare the invoice in Billing with the Explanation of Benefits from your plan. The invoice is the amount your plan said you owe. If the two amounts do not match, start a chat and include both documents.
I want to pay part of the balance, or set up a plan
Each invoice is paid in full in one transaction. We are currently unable to offer payment plans.
I want this visit changed to self-pay
After the claim is submitted, that appointment stays on the insurance claim.
I cannot book a new appointment
Pay every invoice that is 30 days or more overdue. If a hold is still on your account after those invoices are paid, start a chat.
Other charges
Cancellation, reschedule, and no-show fees: see Cancellation, rescheduling, and no-show fees FAQ.
Lab bills: the lab bills you directly. A lab bill is separate from your Circle Medical invoice. See How lab orders and testing work.
What your plan covered: see Common questions about insurance and billing after your appointment.