APPLE VALLEY MASSAGE
Medical Debt Collection Policy
Pursuant to Minnesota Statute § 62J.806
Effective Date: October 25, 2026
Apple Valley Massage
7600 143rd Street W, Suite 300
Apple Valley, MN 55124
www.applevalleymassage.com

1. Purpose and Guiding Principles
Apple Valley Massage maintains a steadfast commitment to transparent, equitable, and professional billing procedures.
We understand that health-related costs and insurance complications can impose financial strain. Our objective is to maintain open communication regarding balances and to proactively partner with clients to resolve outstanding accounts before pursuing external collection measures.
This document establishes our protocols for billing communication, debt management, the referral process for delinquent accounts, and the criteria for account resolution.
All actions are governed by relevant Minnesota and federal statutes.

2. Financial Responsibilities of the Client
Individuals receiving services at Apple Valley Massage are liable for all associated costs as defined by their signed Client Agreement and governing law.
For insurance-based claims, including rehabilitative therapy following a motor vehicle incident:
- Clients must understand the specifics and limitations of their individual coverage.
- Benefit payments are contingent upon the terms set by the insurer.
- If benefits are depleted or a claim is rejected, the client holds personal liability for the remaining balance.
- Unpaid balances following insurance exhaustion or denial are expected within 30 days, serving the terms of the signed Client Agreement.
Apple Valley Massage provides clients with notice of due balances, allowing time to verify charges, resolve disputes, or establish payment schedules.
We do not pursue collection for any charges that are not legally recoverable.

3. Protocols for Debt Communication
We prioritize direct dialogue with our clients before involving third-party agencies or legal counsel.
Our standard outreach includes:
Initial Notification
Upon identifying a balance, we issue a notice detailing:
- Total amount due and specific dates of service.
- Clarification regarding insurance adjustments or benefit exhaustion.
- Deadlines for payment.
- Methods for submitting payment or requesting detailed statements.
- Support contact information for billing inquiries.
Ongoing Outreach
If an account remains unsettled without a payment plan, we may reach out via telephone, email, or post using legally compliant methods while strictly protecting client privacy. Clients are encouraged to use these opportunities to resolve billing discrepancies.
Final Notice
Before an account is escalated to a collection firm, Apple Valley Massage provides a final warning that specifies:
- The total outstanding debt.
- Required steps to settle the account.
- A 15-day window for response.
- The intent to refer the debt to an external agency if unresolved.

4. Payment Options and Financial Assistance
We acknowledge that financial circumstances vary. Apple Valley Massage may offer structured payment plans or settlements to assist clients.
Options may include:
- Recurring monthly installments.
- Short-term deadline extensions.
- Settlements for a portion of the balance.
- Custom payment arrangements.
All modified agreements must be approved by management and documented in writing. For medically necessary care, we ensure all payment structures are reasonable and consider the client's financial capacity as required by state law.

5. Personal Injury and Legal Representation
We understand that personal injury cases often involve lengthy legal processes. While the client remains responsible for their balance once No-Fault benefits are exhausted, we may voluntarily suspend collection efforts during active legal proceedings.
Requirements for Collection Deferment:
- Contact details for the representing attorney.
- Formal verification of the active claim.
- Written confirmation of the balance due.
- A standard Letter of Protection or similar legal agreement.
- Consistent communication, typically every 90 days, regarding the claim's progress.
This deferment is a professional courtesy and does not waive the client's financial obligation. Apple Valley Massage may resume collection efforts with 15 days' notice if legal representation ends or the claim is resolved without settling the account.

6. Third-Party Referral Guidelines
External collection is treated as a final resort. Accounts may be referred when:
- Payments remain overdue past defined deadlines.
- Direct communication attempts are ignored.
- Agreed-upon payment plans are breached.
- A voluntary legal hold has expired.
- The debt remains open despite formal final warnings.
Prior to referral, our team verifies the accuracy of all charges, reviews any pending disputes, and ensures the debt is legally collectible. We only partner with agencies that adhere to the Fair Debt Collection Practices Act and relevant Minnesota consumer protections.

7. Dispute Resolution
Clients have the right to contest any charge. While a dispute is under formal review, we may pause collection actions. If an error is found, we will adjust the account immediately and provide an itemized updated statement.

8. Account Closure and Satisfaction
An account is considered Satisfied when:
- The balance is paid in full.
- A settlement agreement is completed.
- Insurance adjustments clear the remaining debt.
Once satisfied, we cease all collection activity and inform any involved third-party agencies to close their files.
An account may be deemed Uncollectible if reasonable efforts fail, the debt is legally discharged, or further pursuit is not viable. Only authorized personnel may approve a formal write-off. An internal write-off does not necessarily negate the legal obligation unless the debt is explicitly forgiven.

9. Professional Conduct Standards
Apple Valley Massage maintains a culture of respect. We strictly prohibit harassment, deception, or the unauthorized sharing of private medical data during the collection process. We operate in full compliance with all credit reporting and medical privacy regulations.

10. Access to this Policy
Pursuant to MN Statute § 62J.806, this policy is accessible to the public via our website and is available in print upon request at our physical location.

11. Administration
We reserve the right to update these terms to align with new legislation. Revisions will be applied in accordance with existing legal duties and client agreements.
Effective: October 25, 2026
Managed by: Apple Valley Massage
Address: 7600 143rd Street W, Suite 300, Apple Valley, MN 55124