Notice of Debt Collection Policies & Actions for Past Due Accounts

Payment Due. As explained in your Agreement for Services, fees are due at the time of service, and/or at the time an invoice/bill is sent to your patient portal or preferred contact method.  Payment is required upon receiving an invoice/bill, no later than one week from the date of the invoice/bill. You will receive one reminder payment notice to your patient portal or preferred contact method if payment is not received within one week of the date the notice was issued. Payment is immediately due when that notice is sent. 

Past Due Accounts; Late Fees; Notification.  Client accounts are placed on Past Due status if a balance is owed on day 30 that an account retains an unpaid balance.  On day 30 past the initial bill’s date, a one time late fee of $45 is added to the total due. You will receive notice of this via the patient portal and US mail to the address on file with a PAST DUE designation. This will serve as your final past due notice and payment is due immediately when this notice is issued.  For non-payment of past due accounts we reserve the right to utilize further debt collection methods and will notify you via patient portal and US Mail when we do so.  Please note- there are allowable restrictions on the care we are required to provide you if you cannot/will not pay for services. 

Inability to Pay Full Amount.  If you are unable to immediately afford the total balance due Elara may be able to offer alternate payment options, but only if you request and we mutually agree to such a plan.  Any alternate payment agreements will be sent to your portal in writing once they are approved by Elara staff.  If an agreement about alternate payment is not reached, you are responsible to pay the full amount due immediately.  

Responding to a Past Due Notice.  Elara requests your prompt payment and/or direct (e.g. phone call, in a visit) discussion with a provider within 3 business days from the date the past due notice was issued. 

Failure to Respond. Your failure to respond to a Past Due Notice via payment or discussion with an Elara provider, may result in further debt collection activity.  Your non-response will indicate you do not intend to pay your debt, are terminating your signed Agreement for Services, and that you are abandoning your treatment. 

Further Debt Collection.  Elara and its providers reserve the right to utilize a debt collection law firm or agency which complies with the current ethical and legal guidelines in Minnesota.  We may do so in cases of past due accounts, and/or if the account remains unpaid despite your agreement to an alternate payment plan.  If Elara refers your case to debt collection, we will limit the information to that which is necessary for that process.

Ending a Past Due Status. Your past due account status will be adjusted to “payment in process” or returned to “regular” status as soon as the balance is zero/you make the agreed upon payments as applicable.

Ending Collection Activities.  After accounts have been referred to a collection agency or law firm, they are returned to Elara: once a payment has been received or the outstanding amount has been determined uncollectible by the firm/agency as applicable.  At that time, the Elara account will be closed and you will be ineligible for any future services. 

Patient Rights.  You may request a copy of this notice via printed copy or to your Elara patient portal (if it is active). You may dispute any errors in your medical bill by contacting Elara and explaining what you think the error is.  We will review your request in a timely manner.  If your case is referred to a collection agent/firm that entity must operate according to applicable laws such as the MN Fair Debt Practices Act.  You may contact the Minnesota Attorney general about any medical debt and may secure legal representation if you choose.  

For more information about your rights regarding medical debt and medical debt collection, or to contact the Minnesota Attorney’ general’s office you may search online, or write to the following:  

Office of the Minnesota Attorney General

445 Minnesota Street, Suite 600

St. Paul, MN 55101

Or Call: (651) 296-3353 (Twin Cities calling area)

Please note: Elara has made every effort to ensure the information in this notice is current and factually correct but this notice is not intended as legal advice or to provide an exhaustive legal resource.  If you have additional questions or concerns about an Elara policy please contact us directly. 

Last updated 07/2026