Policies & Procedures
Rescheduling & Cancellations
Our policy is simple: if you don’t show up for your scheduled appointment, and you haven’t notified us at least 24 hours in advance, you will be charged the full cost of the treatment booked.
Note: We’re not monsters and understand that on occasion there may be circumstances that are outside of your control (sudden illness, family emergencies etc). In rare cases your therapist may make an exception, and adjust the missed appointment fee.
Payment can be made via e-transfer or Square. Missed appointments fees cannot be billed to your extended health insurance.
Please arrive on time for your appointment. A late arrival will require that we end the treatment at the scheduled time so that the rest of our appointments are not affected. You will still be billed for the length of the treatment booked.
In the event that you need to leave your appointment earlier than scheduled, you will still be billed for the original length of the appointment. Exceptions are made only if you have contacted the office/your therapist at least 24 hours prior to your appointment time.
Payment & Direct Billing
Payment is due at the time of your appointment. We accept Cash, Debit, Visa, Mastercard and eTransfer.
As a convenience to you this office is able to provide direct billing for many insurance companies. Unsure if we can bill your insurance company? Call us and ask if your company is on our list.
In cases where there is not 100% coverage, or a claim is rejected/disputed, or there is no explanation of benefits provided, the patient will be required to pay the fee for treatment.
Please bring a backup form of payment in case we are unable to process your claim.
A receipt will be provided for you to submit for reimbursement from your insurance company.
- As a courtesy to all our clients, please turn all cell phones to silent mode while in the office.
- Please refrain from wearing/using any products that are heavily scented during your visit.
- If you are able, we request that you remove any wet boots and shoes at the front door. This helps to keep the office clean, and will help to prevent any slip and falls from a wet floor.
Thank you for understanding and respecting our policies.
The privacy of your personal information is important to our clinic. We are committed to collecting, using and disclosing personal information responsibly and only to the extent necessary for the goods and services we provide.
Like all medical professionals, we collect, use and disclose personal information in order to serve our patients. The primary purpose for collecting personal information is to provide treatment.
Like most organizations, we also collect, use and disclose information for purposes secondary to our primary purposes. The most common examples of our related and secondary purposes is to invoice patients for goods or services that was not paid for at the time, to process credit card payments or to collect unpaid accounts.
The cost of goods/services provided by the organization to patients is often paid for by third parties (e.g., motor vehicle accident insurance, private insurance). These third-party payers often have the patient’s consent or legislative authority to direct us to collect and disclose certain information in order to demonstrate patient entitlement to this funding.
Patients or other individuals we deal with may have questions about our goods or services after they have been received. We retain patient information for a mandatory minimum of ten years after the last contact.
Protecting Personal Information
We understand the importance of protecting personal information. For that reason, we have taken the following steps:
• Paper information is either under supervision or secured in a restricted area.
• Electronic hardware is either under supervision or secure in a restricted area at all times.
• Paper information is transmitted through sealed, addressed envelopes or boxes by reputable companies.
• Electronic information is transmitted either through a direct line or has identifiers removed or is encrypted.
• External consultants and agencies with access to personal information must enter into privacy agreements with me.
You can access your information
With only a few exceptions, you have the right to see what personal information we hold about you. We can help you identify what records we might have about you. We will also try to help you understand any information you do not understand (e.g., short forms, technical language, etc.). We reserve the right to charge a nominal fee for such requests.