Refund & Cancellation Policy

Last updated: October 17, 2026

This policy explains when Cactus Billing Solutions (“Cactus,” “we,” “us”) gives refunds and how cancellations work. It is part of our Terms and Conditions. By placing an order or signing up for our services, you agree to it.

1. Why our fees are final

Getting credentialed depends on insurance companies, Medicare and Medicaid agencies, the CAQH Provider Data Portal, and other enrollment systems that we do not control. We do the administrative work carefully, but we cannot promise any result. Our fees pay for our time and work (reviewing your documents, preparing and submitting applications, following up with payers, and talking with you), not for an approval.

2. All fees are final and non-refundable

All fees are final and non-refundable once an order is placed. This applies to every service we offer, including credentialing, re-credentialing, EDI/ERA/EFT setup, and CAQH setup, and it applies even if you cancel before we begin work. Fees are earned when your order is placed, because we reserve time and begin preparing your file as soon as we receive it.

Finishing only part of the work does not entitle you to a partial refund.

3. Situations that do not qualify for a refund

We do not give refunds when:

• an insurance company denies your application;
• a payer’s panel is closed or closes while your application is pending;
• a payer takes a long time to process, or asks for more information;
• you change your mind or cancel, including before work begins; or
• delays happen because information or documents we asked you for were missing, wrong, or late.

4. Closed insurance panels

Insurance companies often close their networks to new providers without notice. We are not required to check whether a panel is open before we prepare or submit your application. If you ask us to submit to a payer, we may do so even if that payer is not accepting new providers, and the fee for that payer is still earned because the work was done.

5. Cancellations

All fees are final and non-refundable once an order is placed. If you cancel an order, including before work begins, no refund will be issued. To cancel, contact us using the details below and include your name and order number.

6. Cancelling future services

You may ask to cancel future services at any time. Cancelling stops work that has not started yet; it does not create a refund for services already purchased.

7. CAQH setup ($99 one-time)

CAQH profile setup is a one-time fee of $99. It is not part of the multi-payer bundle discount. The $99 fee is final and non-refundable once ordered, including if you cancel before we begin building or updating your CAQH profile.

8. Medical billing fees

Our medical billing service costs 4.5% of collections, with a $250 monthly minimum. There is no charge at sign-up. Billing fees for any month in which we provided billing services are earned and non-refundable, including the monthly minimum. You may cancel billing service going forward as described in your billing agreement; fees already earned stay due.

9. Third-party fees

Application fees, payer fees, government filing fees, and similar charges from third parties are your responsibility unless we tell you otherwise in writing. These are set by others and are not refundable by Cactus.

10. Chargebacks and unpaid balances

If you have a question about a charge, please contact us first so we can help. If a payment is not received when due, we may pause services until the balance is paid, and we may refer unpaid accounts to collections as permitted by Arizona law.

11. Contact us

Cactus Billing Solutions
625 W 1st St, Suite 319, Tempe, AZ 85281
Phone: 623-267-4182
Email: info@cactusbillingsolutions.com

This policy is governed by the laws of the State of Arizona. We may update it by posting a new version on this page.