Effective Date: 11-03-2025

At DMROYAL LLC, our mission is to provide exceptional dental billing and revenue cycle management services that deliver measurable results and peace of mind to our clients. We take great pride in the precision, integrity, and transparency that define our work.

Because our services involve customized, labor-intensive processes designed specifically for each dental practice, we have developed this Refund Policy to ensure fairness, clarity, and mutual understanding.

This policy outlines the conditions under which refunds may be requested, reviewed, and issued, as well as circumstances where refunds are not applicable.

By engaging our services or making any payments to DMROYAL LLC, you acknowledge and agree to this Refund Policy in full.

Nature of Our Services

DMROYAL LLC provides professional services, including but not limited to:

• Dental billing and claim management
• Insurance verification
• Accounts receivable follow-up
• Payment posting and reconciliation
• Patient billing and support
• Credentialing and enrollment services

All services are customized and performed manually by experienced billing professionals using client-specific data. Because of this, our services are considered intangible and non-returnable once delivered or initiated.

General Refund Policy Overview

We aim to maintain complete client satisfaction by providing transparent communication, measurable performance, and consistent service quality. However, due to the nature of our work, refunds are not automatically guaranteed and are evaluated on a case-by-case basis.

Refunds may be considered only under specific circumstances — primarily in cases of billing errors, duplicate payments, or demonstrable service failures directly attributable to DMROYAL LLC.

Eligibility for Refunds

A refund request may be eligible if all of the following conditions are met:

1. The client has an active service agreement or contract with DMROYAL LLC.
2. The client has submitted a written refund request within 15 business days of the disputed invoice or payment date.
3. The issue arises from a proven error, delay, or non-performance caused solely by DMROYAL LLC and not by external factors such as:
   • Inaccurate or incomplete data provided by the client
   • Changes in payer or insurance rules beyond DMROYAL’s control
   • Lack of timely responses from the client or third parties (e.g., insurance carriers)
   • Technical or network issues outside our infrastructure
4. The request is supported by valid documentation, correspondence, or billing reports that clearly demonstrate the discrepancy.

If all conditions are satisfied, DMROYAL LLC will initiate a thorough investigation and determine refund eligibility within 10–15 business days of receiving the written request.

Non-Refundable Circumstances

Because DMROYAL LLC provides ongoing professional services rather than products, the following conditions are non-refundable:

• Setup and onboarding fees: These cover administrative and technical setup, data integration, and account configuration, which are non-reversible once initiated.
• Setup and onboarding fees: These cover administrative and technical setup, data integration, and account configuration, which are non-reversible once initiated.
• Monthly service fees: Once services have commenced for the billing cycle, fees are non-refundable, as work and labor are performed continuously throughout the month.
• Partial service completion: Refunds are not issued for partially completed services or unutilized portions of ongoing contracts.
• Client cancellations mid-cycle: If a client terminates service before the end of the billing period, no refunds will be issued for that period.
• Results or performance expectations: While DMROYAL LLC guarantees quality and compliance, we cannot guarantee specific insurance outcomes, payment speeds, or revenue results, as these depend on multiple third-party factors (insurance carriers, patient responses, etc.).

Duplicate Payments or Overcharges

If a client has made a duplicate payment or been overcharged due to a billing error, DMROYAL LLC will:

1. Verify the transaction against our accounting records.
2. Confirm the overpayment or duplication.
3. Issue a full refund or apply the balance as credit toward future invoices, based on client preference.

Refunds for overpayments are typically processed within 10 business days after verification.

Service Dissatisfaction or Dispute Resolution

At DMROYAL LLC, client satisfaction is our highest priority. If you are dissatisfied with any aspect of our service, we encourage you to contact your assigned Account Manager immediately.

We will:

• Review the issue thoroughly.
• Communicate transparently about the cause and solution.
• Offer service corrections, additional support, or billing adjustments where justified.

Refunds are considered only after all reasonable efforts have been made to correct or compensate for the issue through performance improvements or billing credits.

If the matter cannot be resolved informally, it may proceed to a formal review under Section 7 below.

Refund Request Procedure

To initiate a refund request, clients must follow the steps below:

1. Submit a Written Request

Send an email to support@dmroyal.com or mail a written notice to DMROYAL LLC, 1989 Country Pl, Ojai, CA 93023, USA, clearly stating:

• Invoice number(s) in question
• Payment method and amount
• Date of payment
• Detailed reason for the refund request
2. Provide Supporting Documentation

Include relevant evidence such as billing reports, payment receipts, or correspondence showing the alleged discrepancy.

3. Review and Verification

Our finance and compliance teams will review your request within 10–15 business days. During this time, we may request additional information or clarification.

4. Decision and Notification

Once the review is complete, you will receive written confirmation regarding:

• Approval or denial of the refund
• The amount to be refunded (if applicable)
• Expected processing timeframe
5. Refund Processing

Approved refunds are typically issued via the original payment method within 10 business days of approval, unless otherwise agreed.

Adjustments and Credits

In some cases, instead of a monetary refund, DMROYAL LLC may issue a service credit applicable toward future invoices.

Service credits are appropriate when:

• The client chooses to continue service.
• The discrepancy is minor and easily adjustable in the next billing cycle.
• The client prefers an offset rather than a refund transaction.

Credits are applied automatically in the subsequent invoice and will be clearly reflected in billing statements.

Subscription or Retainer Agreements

For clients under subscription-based or retainer billing, payments are due at the start of each billing period. Because resources, staff, and time are allocated immediately upon renewal, these payments are non-refundable once the cycle begins.

Clients wishing to cancel future renewals must provide written notice at least 30 days before the next billing date.

If notice is given less than 30 days before renewal, cancellation will apply to the following cycle, and no refund will be issued for the current period.

Exceptional Circumstances

DMROYAL LLC reserves the right to issue refunds at its sole discretion in exceptional cases, such as:

• Proven data breaches or service failures caused y DMROYAL negligence.
• Demonstrated non-performance where contracted deliverables were not initiated.
• Double billing or system errors verified by our accounting team.

Such refunds, if approved, will be processed promptly and communicated transparently.

Compliance and Legal Standing

This Refund Policy complies with:

• Federal Trade Commission (FTC) guidelines for service transparency.
• HIPAA standards for healthcare-related financial transactions.
• State and Federal Business Regulations governing professional service contracts

It is designed to ensure ethical practices, accountability, and fairness in all financial interactions between DMROYAL LLC and its clients.

It is designed to ensure ethical practices, accountability, and fairness in all financial interactions between DMROYAL LLC and its clients.

Policy Updates

DMROYAL LLC may update or revise this Refund Policy from time to time to reflect changes in laws, industry standards, or internal practices.

The “Effective Date” above will indicate when the latest revision took effect. All clients will be notified of significant changes via email or through our official website.

Contact Information

For questions, refund inquiries, or concerns regarding this policy, please contact:

DMROYAL LLC

Phone: 1-888-677-4276
Email: support@dmroyal.com
Address: 1989 Country Pl, Ojai, CA 93023, USA


Our billing and compliance team is available during standard business hours to assist with all refund-related matters.

Commitment to Fairness and Transparency

At DMROYAL LLC, our clients are at the heart of everything we do. We understand that trust and accountability are the foundations of long-term partnerships.

Our Refund Policy exists not just to define financial boundaries but to uphold our values — fairness, integrity, and respect.

We promise to always handle refund requests with transparency, urgency, and professionalism, ensuring that every client interaction reflects our commitment to excellence.

Because at DMROYAL, your satisfaction isn’t just a metric — it’s our mission.