Refund Policy

1. Appointment Cancellations

We ask that patients provide at least 24 hours' advance notice when cancelling or rescheduling an appointment. This allows us to offer the time slot to another patient who may be waiting for care.

Missed appointments or cancellations made with less than 24 hours' notice may be subject to a no-show / late-cancellation fee. Fees are determined by appointment type and are not covered by insurance. We understand that emergencies happen — please contact us as soon as possible if you are unable to keep your appointment.

2. Sleep Study Cancellations

In-lab sleep studies (polysomnography, CPAP titration, multiple sleep latency tests) require significant advance preparation. Please notify us at least 48 hours in advance if you need to cancel or reschedule a sleep study.

Home sleep testing (HST) devices that have been dispensed must be returned in their original, undamaged condition within the timeframe specified at checkout. Failure to return an HST device may result in a device replacement fee.

3. Overpayments & Billing Errors

If you have overpaid your account — for example, because a claim was later processed by your insurance carrier — you are entitled to a refund of the overpaid amount.

Refunds for overpayments are typically issued within 30 days of verification via the original payment method (check, credit card, or other method used). Please contact our billing department if you believe you have been overcharged.

4. Prepaid Services

If you have prepaid for a service that is later cancelled by MWCSD (e.g., due to scheduling changes or provider unavailability), you will receive a full refund or, at your preference, a credit toward a future appointment. MWCSD does not charge cancellation fees for appointments cancelled by our staff.

5. Insurance Adjustments

Billing and refunds are subject to insurance carrier determinations, contractual adjustments, and applicable co-pays or deductibles. If your insurance carrier processes a claim differently than anticipated, your patient responsibility may change. Our billing team will notify you of any balance changes and work with you on resolution.

6. How to Request a Refund or Dispute a Charge

To request a refund or dispute a charge on your account, please contact our billing team: