At BERALOU LLC, our goal is to provide exceptional dental billing services that meet the unique needs of your practice. We take pride in delivering results through accuracy, efficiency, and integrity. Our refund policy outlines the circumstances under which clients may request a refund, the process for initiating such requests, and the terms that apply.
This policy is designed to ensure mutual understanding, promote fairness, and maintain the highest standards of service accountability. By engaging with BERALOU LLC for billing services, you agree to the terms described herein.
Scope of Policy
This refund policy applies to all services rendered by BERALOU LLC, including but not limited to:
- Insurance claims submission
- Payment posting and reconciliation
- Accounts receivable follow-up
- Patient billing support
- Any additional billing services contracted under a service agreement
This policy applies to both recurring and one-time service engagements.
Service-Based Nature of Business
Our services are professional in nature and involve labor, time, and expertise. Unlike physical goods, billing services cannot be “returned” once delivered. As such, refunds are not granted for completed and documented work, unless a critical error or contractual failure is determined.
Partial or full refunds may be considered only under specific conditions outlined in this policy.
Eligibility for Refunds
Refunds may be issued under the following circumstances:
- Non-Delivery of Service
- Service Deficiency or Performance Failure
- Claims not submitted when contracted
- Reconciliation not completed
- Documented billing errors not corrected within the given timeframe
- Double Billing or Erroneous Charges
- Canceled Services (Before Start Date)
If BERALOU LLC fails to begin providing services as outlined in the signed service agreement within a mutually agreed time frame, and no justifiable delay has been communicated, the client may be eligible for a full or partial refund.
If the client can demonstrate that the services delivered did not meet clearly defined performance standards (as documented in the service agreement or SLA), and BERALOU LLC fails to address or correct the issue within 15 business days of written notice, a refund for the impacted portion of the work may be issued.
Examples include:
Refund eligibility depends on the extent and material impact of the service failure.
In cases where a client is charged twice for the same billing cycle or billed in error for services not provided, a full refund of the overcharged amount will be processed promptly.
If the client cancels services before BERALOU LLC has begun active work (i.e., prior to system access, data review, or claim processing), a full refund may be issued, minus any administrative or onboarding fees already incurred.
Non-Refundable Situations
Refunds will not be granted in the following scenarios:
- Completed Work: Once billing services have been rendered and properly documented (e.g., claims submitted, reports generated), refunds are not applicable.
- Client Inaction or Delays: BERALOU LLC is not responsible for delays or service limitations caused by the client, including failure to provide timely access, documentation, or approvals.
- Results-Based Expectations: Billing outcomes may depend on third-party factors (e.g., insurance payers). We do not guarantee payment success or reimbursement amounts and thus do not refund based on claim denials by insurance companies.
- Change of Mind: Refunds are not issued if the client decides to discontinue services for reasons unrelated to BERALOU LLC’s performance after work has commenced.
- Trial Periods or Initial Consultations: Free trials, assessments, or initial strategy sessions are complimentary and not eligible for refunds.
- Refund Request Process
- Submit a Written Request
- Practice or business name
- Nature of service and date(s) performed
- Reason for requesting a refund
- Documentation or evidence supporting the claim (e.g., reports, emails, invoices)
- Acknowledgment and Review
- Service logs
- Communication history
- Contractual obligations
- Any documented deliverables
- Resolution Timeline
- Partial Refunds
- Only a portion of contracted services were not delivered
- Errors were made in billing, but other work was completed satisfactorily
- Performance did not meet expectations for a subset of tasks
- Credits vs. Refunds
- Dispute Resolution
- Both parties agree to first attempt mediation
- If unresolved, claims may be handled according to the Dispute Resolution clause in the service agreement (typically arbitration or jurisdiction-based legal recourse)
- Chargebacks and Unauthorized Claims
- Suspension of services
- Collection actions
- Legal action to recover owed fees and associated costs
- Refund Limits and Liabilities
- Indirect or consequential damages (e.g., loss of income, penalties from third parties)
- Insurance claim outcomes
- Business losses resulting from external delays (e.g., payer changes, regulatory updates)
- Updates to This Policy
- Contact Us
To initiate a refund request, the client must follow the steps below:
All refund requests must be made in writing to:
Email: support@beralou.com
Subject Line: Refund Request – FIONA LOUISE BERARDI
Include the following details:
Once received, BERALOU LLC will acknowledge the request within 3 business days. Our internal team will then review the matter, including:
A formal decision will be communicated within 10–15 business days of receiving all necessary documentation. If a refund is approved, it will be processed within 10 business days via the original payment method unless otherwise agreed.
In certain cases, a partial refund may be appropriate instead of a full refund. For example:
Partial refunds are calculated based on the value of the services not rendered or delivered incorrectly.
At BERALOU LLC’s discretion, the client may choose to receive a credit toward future services instead of a refund. This may be beneficial for ongoing partnerships, allowing continued support while addressing any past service issues.
Credits must be used within 6 months of issuance unless otherwise specified.
If a refund request leads to a dispute that cannot be resolved through mutual discussion, the following process applies:
We strive to resolve disputes fairly, promptly, and professionally.
Clients are expected to contact BERALOU LLC to resolve refund issues directly rather than initiating a chargeback through their bank or payment provider.
Unwarranted or fraudulent chargebacks may result in:
We encourage open communication and good-faith efforts to resolve concerns before escalating externally.
The maximum refund amount shall not exceed the total fees paid by the client for the specific billing cycle or project in question.
BERALOU LLC is not liable for:
Our liability is strictly limited to the value of the services paid and deemed undelivered or deficient under this policy.
This refund policy may be updated periodically to reflect changes in our business practices or legal requirements. The updated version will be posted on our website with the new effective date. Clients are encouraged to review the policy regularly.
If you have questions about this Refund Policy or need assistance with a refund-related issue, please contact:
Thank you for choosing BERALOU LLC. We value your business and are committed to providing dependable, transparent, and ethical billing solutions. If any aspect of our service does not meet your expectations, we’re here to make it right.