Chargebacks Aren’t Just a Retail Problem Anymore
If you're running a medical office, dental practice, or med spa, you're likely seeing more patients paying with cards — and more chargebacks as a result. From disputed cosmetic treatments to unclear refund expectations, these disputes are eating into your revenue and putting your processor relationship at risk.
At PayLow Pro, we help healthcare providers reduce chargeback risk, recover lost income, and keep more of what they earn — all while offering transparent, modern payment solutions.
Why Medical and Dental Offices Are Seeing More Chargebacks
Unlike traditional retail chargebacks, disputes in healthcare settings are often emotionally charged and complex. Here are some of the top reasons we see chargebacks in:
Dental Offices:
Disputes over cosmetic procedures (e.g., veneers, whitening)
“No-show” fees charged without consent
Misunderstandings over insurance coverage or out-of-pocket fees
Med Spas and Aesthetic Clinics:
Buyers' remorse over high-ticket cosmetic treatments (Botox, fillers, laser)
Claims that results weren’t as expected
Misuse of someone else’s card for services (especially gifts or minors)
Medical Offices and Specialists:
Recurring charges for ongoing treatments without updated consent
Telehealth sessions disputed as unauthorized
Payment plans or card-on-file billing disputed after the fact
The Cost of Chargebacks Goes Beyond Lost Revenue
A single chargeback can cost your practice time, processing fees, and revenue — but too many can also result in:
Higher processing costs
Account holds or termination
Negative patient reviews or PR
Lost staff productivity responding to disputes
How to Reduce Chargebacks in Healthcare and Elective Care Practices
Whether you're managing a solo dental office or a multi-location med spa, here are proven strategies to protect your practice:
1. Always Collect Signed Consent
For services (especially elective or cosmetic), collect signed documentation outlining the procedure, price, and refund policy. This is crucial for winning chargeback disputes.
2. Be Transparent About Pricing
Clearly list all prices — including cash and card pricing if you use Dual Pricing — and explain any additional fees. A surprised patient is more likely to dispute the charge.
3. Use Payment Confirmations and Automated Reminders
Confirm appointments and payments via text or email. It helps prevent no-shows and documents agreement in case of a dispute.
4. Collect Deposits or Full Prepayment
For costly or time-sensitive services, require a deposit upfront. PayLow Pro makes it easy to collect via hosted payment links or mobile checkout — and having a digital payment trail can help you win disputes.
5. Clearly Post Cancellation and Refund Policies
Place your policies at reception, on intake forms, and on your website. Make sure staff reiterates them during patient interactions.
6. Avoid Ambiguous Transaction Descriptions
Use service-specific wording on receipts — not generic “treatment” or “procedure” descriptions. Vague receipts weaken your defense if a chargeback is filed.
What to Do When You Get a Chargeback
Even if you follow best practices, chargebacks may still occur. Here’s how to respond:
Act fast — you often have only 7–10 days to reply
Gather and submit evidence — receipts, signed consent, appointment logs, and patient communications
Lean on your processor — PayLow Pro’s support team helps our merchants navigate chargebacks and submit the right documentation quickly
How Dual Pricing Can Reduce Disputes — and Save You Money
One of the biggest causes of chargebacks in medical settings is unexpected pricing. Patients get confused or frustrated by “swipe fees,” surcharges, or unclear pricing at checkout.
PayLow Pro’s Dual Pricing model solves this by clearly posting two prices — one for cash, one for card — so patients know exactly what they’ll pay before they check out. It’s legal, transparent, and helps reduce confusion that leads to disputes.
Best of all? It eliminates your processing fees — helping you grow revenue, especially in slower summer months when missed appointments and last-minute cancellations are more common.
Final Thoughts: Make Chargebacks the Exception, Not the Rule
Running a healthcare practice means managing both patient care and business risk. With the right documentation, communication, and payment technology in place, chargebacks don’t have to derail your operations.
Whether you’re running a med spa, dental office, or specialty clinic, PayLo Pro can help you reduce chargebacks, simplify billing, and improve your bottom line — with no added cost to your patients.
Want to protect your medical or dental office from chargebacks — and eliminate processing fees?
Let’s talk. PayLo Pro has the tools and support to help you get paid with confidence.
