Policies / Forms
Card Processing Fee
As anyone with a small business knows, card processing fees are continually rising. Due to this fact, as of February 1st 2025, our office has implemented a 1.5% processing fee for any card transaction, which is less than half of what we are charged from the card companies per transaction.
As a side note, our Electronic Health Records system labels this as a Finance Charge, which is incorrect, but unfortunately we are unable to change the way it shows up on printed statements.
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If you would like to avoid the card processing fee, cash and check are always acceptable forms of payment.
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Thank you for your understanding.
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- Dr. Sikes
Complete Eye Exam
At Chapel Hill Eyecare, we provide complete thorough and detailed complete annual exams. This includes either dilation or Optos Retinal Images. Most insurances include the dilation in the cost of the exam with no additional charge, however, the Optos Retinal Images are generally not covered by insurance and are paid for by the patient.
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Dilation has some side effects like blurry near vision and photophobia or light sensitivity for about 3 to 4 hours after the drops are instilled.
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Optos Retinal Images have no side effects and allow the doctors to have a documented photograph of each patient's retina to reference from year to year to aid in monitoring for any potential changes. Optos photos are $39.
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Patients may choose either the dilation or the Optos Retinal Images at the time of the exam.
Prescriptions
At Chapel Hill Eyecare, all of our glasses and contact lens prescriptions expire annually. We do not write glasses or contact lens prescriptions with expiration dates more than 1 year past the complete exam date.
Glasses Refund Policy
All the glasses we make are custom made for each individual patient and their prescription. After the lenses have been cut for a specific frame, those lenses will only work with that frame. Due to this fact, no glasses sale may be refunded 100%. After being notified that glasses are ready for pickup, patients have 30 days to let us know if there is an issue with the lenses or glasses frame. During the 30 day period, we will work with patients to find a better fit or style of lens or adjust glasses prescription if necessary.
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If, during that 30 day period, no resolution can be found, then we will refund the full cost of the glasses frame and 50% of the lens fee. In addition to being inside the 30 day time frame, the frame must be in like new re-sellable condition in order to qualify for the frame refund.
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If a patient decides that the glasses aren’t working outside of the 30 day time frame, any additional changes to glasses lenses or re-styling to a new frame will be an additional charge to the patient. As indicated previously, since each frame requires specific measurements and lenses are custom fit to the frame, if a patient chooses to switch frames, there will also be additional lens charges associated with the frame change.
Glasses Warranty
What does your warranty cover?
All of our prescription lenses that include Anti-Reflective treatment are covered by a 1-year scratch warranty.
Lens defects typically covered include:
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Cracks not caused by rough handling
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Peeling coatings
During the 12 months after purchase, if you have a lens warranty issue, we will replace your lenses for you. A $25 charge will be applied to the replacement to cover shipping charges and edging fees.
Frame Defects typically covered include:
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Stripped screws
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Broken nose pad posts
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Broken or loose hinges
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Dislodged jewels or logos
During the 12 months after purchase, if you have a frame warranty issue, we will repair your item free of charge if possible. If we are unable to repair the frame in house and a replacement has to be ordered, a $25 charge will be applied to the repair to cover shipping charges.
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Warranties do not cover lost or stolen items, pet damage, or breakages that aren't manufacturers defects. All warranty claims are subject to inspection and approval by the optical staff and/or management.
** Please do NOT attempt to repair eyewear yourself.
We cannot accept products that have been tampered with for replacement under a manufacturer's warranty. **
Contact Lens Fits
We do not do stand alone contact lens fits on patients. Our office policy is to do a complete eye exam to make sure that we assess the full eye health and then we can generate an accurate contact lens prescription. The same policy applies to speciality contact lens fits like CRT / Ortho-K, Scleral contacts, etc.
Patients that get fit for contact lenses have 30 days to come back for follow up visits related to the initial fitting of the lenses. Any contact lens fitting related visits after that time are subject to an office visit charge. Any eye problems (red eye, bacterial infection, etc) that arise would be billed to the patient's medical insurance despite the amount of time that has passed from the initial contact lens fitting.
Downloads
Email completed forms to info@chapelhilleyecare.com
Click on any of the files below to download
Records Release (PDF)
HIPAA Privacy Policy (PDF)