Policies
Policies
Purpose of This Policy
Your appointment time is reserved exclusively for you. Missed or late-canceled appointments prevent other clients from receiving care and disrupt the schedule. These policies are designed to respect both your time and the clinician’s professional time.
Cancellation Policy
Standard Notice Requirement:
-A minimum of 48 hours’ notice is required to cancel or reschedule an appointment.
-Cancellations made with less than 48 hours’ notice are subject to a cancellation fee.
Fees
-Cancellations made within 48 hours of the appointment: $50 fee
-Cancellations or no-shows on the same day as the appointment: $100 fee
-No-call/no-show: $150 fee (or full self-pay follow-up rate)
-Cancellation fees are not billable to insurance and are the responsibility of the client.
One-Time Courtesy Waiver
We understand that unexpected situations occur. Each client is allowed one courtesy late-cancellation waiver per calendar year.
-This waiver applies only to cancellations made with some notice.
-It does not apply to repeated offenses or no-call/no-shows.
No-Show Policy
A no-show is defined as:
-Missing an appointment without notifying the office in advance, or
-Canceling after the appointment start time.
After a no-show:
-The applicable fee will be charged.
-Future scheduled appointments may be removed until the client contacts the office to confirm commitment to ongoing care.
Repeated No-Shows:
-After two no-shows or late cancellations, clients may be discharged from the practice at the provider’s discretion.
Late Arrival Policy
-If you arrive more than 10 minutes late, your session may need to be shortened to stay on schedule.
-If you arrive more than 15 minutes late, the appointment may be considered a late cancellation and subject to the cancellation fee.
-Full session fees apply regardless of late arrival.
Rescheduling Flexibility
If you need to cancel within 48 hours but are able to reschedule within the same week, the cancellation fee may be waived at the provider’s discretion, depending on schedule availability.
Monday Appointments
For appointments scheduled on Mondays:
-Cancellations must be made by the preceding Friday to meet the 48-hour notice requirement.
-Weekend cancellations do not meet the notice requirement.
Emergencies
True emergencies will be considered on a case-by-case basis. Frequent “emergencies” will be treated as repeated late cancellations.
Insurance vs. Self-Pay / Program-Based Clients
-Policies may vary slightly depending on the type of service.
Insurance-Based Clients
-Cancellation and no-show fees are not covered by insurance and must be paid out of pocket.
How to Cancel or Reschedule
Appointments must be canceled or rescheduled through one of the following methods:
-Client portal
-Email: arbucklenutritionandwellness@gmail.com
-Phone/Text : 585-310-2146
Messages left after business hours will be considered received on the next business day.
Insurance Verification and Coverage
As a courtesy, Arbuckle Nutrition & Wellness may verify your insurance benefits. Insurance verification is an estimate based on information provided by your insurance company and is not a guarantee of payment or coverage.
Insurance plans vary widely, and coverage for nutrition services may change at any time. Final determination of benefits is made by your insurance company after claims are processed.
Patient Financial Responsibility
You are ultimately responsible for all services received, regardless of insurance coverage, including but not limited to:
-Copayments
-Coinsurance
-Deductibles
-Non-covered services
-Services denied by insurance
-Retroactively denied or terminated coverage
If your insurance company does not pay for services provided, you agree to accept full financial responsibility for those charges.
Retroactive Insurance Changes
Insurance companies occasionally retroactively change or terminate coverage. If your insurance company reprocesses or denies claims after services have been provided, you may be responsible for the balance.
Arbuckle Nutrition & Wellness has no control over insurance benefit determinations or retroactive eligibility changes.
Authorization and Medical Necessity
Obtaining prior authorization or referral approval does not guarantee payment. Payment is subject to your insurance company’s medical necessity guidelines, benefit limitations, and eligibility status at the time claims are processed.
Payment and Billing
Patients are expected to provide accurate and current insurance information prior to services. Failure to provide updated insurance information may result in full patient responsibility for services rendered.
Balances not paid by insurance may be billed to the patient and are due according to the billing statement or payment agreement.
Card on File Authorization
You authorize Arbuckle Nutrition & Wellness to securely store your payment method and charge your card for balances owed after insurance processing, in accordance with applicable laws and payment policies.
You will be notified prior to any charges whenever possible.
Financial Hardship Consideration
Arbuckle Nutrition & Wellness understands that unexpected medical expenses can occur. Financial hardship accommodations may be considered on a case-by-case basis and may include payment plans or adjusted balances when appropriate. Documentation may be requested.
Hardship adjustments are not guaranteed and are evaluated individually to maintain fairness and compliance with insurance and legal standards.
Agreement and Acknowledgment
By scheduling an appointment you acknowledge that:
• You have read and understand this Financial Responsibility and Insurance Policy
• You agree to be financially responsible for services received
• You understand that insurance verification does not guarantee payment
• You agree to notify Arbuckle Nutrition & Wellness of any insurance changes immediately
Final Note
These policies are in place to maintain fairness, professionalism, and access to care for all clients. Consistent boundaries allow us to provide high-quality, reliable services.