From BodySmart Wellness & Masters-Center:

It is important (and required) that all patients and/or students log into sessions or classes no less than 15 minutes prior to their scheduled time for the following reasons.

  1. If a connection problem occurs, you will have time to contact us by phone to resolve the issue prior to session time.
  2. If you are late signing in, your session may, “Time Out”, making it necessary for you to contact our office for another session key code. We will then have to generate and email you another session code. This is time consuming and will likely diminish your session time.
  3. Please DO NOT USE ARTIFICIAL BACKGROUNDS. They can pixilate and become distracting.

Most often, your provider will be ready a few minutes before your session time. Please be ready to start.

An intake appointment can be changed or cancelled, however, 48-hours (or more) prior notice by the patient or student is required. If 48 hours (or more) notice is not provided, there will be a $50.00 charge to make the change. Changes cannot be made within 24 hours of the scheduled appointment.

If your intake appointment is cancelled with proper notice, a refund of the deposit amount, less a $50.00 clerical fee, will be refunded to the registrant. Any cancellations that are made after the 48-hour deadline may result in a forfeiture of the full deposit (at the provider’s sole discretion) so, please contact us in advance if you need to change or cancel your appointment.

Subsequent appointments and/or scheduling changes require a minimum or 24 hours prior notice. The patient may (at the provider’s discretion), be charged a service fee of $50.00 if 24-hour notice is not provided by the patient for any change or cancellation.

If a patient or student  cancels after 6:00 AM on the day of an appointment, or if a scheduled appointment is missed without any notice, the patient or student may, at the providers sole discretion, be charged the full amount for the missed session (or if they have pre-paid program sessions, they will forfeit a session).

Since mistakes can happen, as a courtesy, we provide each patient and/or student with one “Missed-Session Pass” (1 allowed per calendar year). This is a one-time courtesy, waiving the surcharge fee for a missed appointment or an appointment cancelled without proper notice (This waiver applies to subsequent sessions only and does not apply to Intake appointments). After the first missed appointment, any other appointments missed or cancelled without proper notice will be forfeited by the patient or student or charged for by the provider. If the patient or student is not enrolled in a prepaid program, they will be responsible for the standard cost of that session/appointment (See the Fees section shown under, Fees and Plans on our website).

At the providers sole discretion, the conditions below may be considered as a missed appointment.

  1. Missed appointment (no notice).
  2. Late cancellation or late change of appointment.
  3. Failure to arrive or to log into your session no less than 15 minutes prior to your scheduled appointment time.
  4. If a patient or student has failed to login (or arrive) no less than 5 minutes prior to the scheduled session start time, the provider (at his or her discretion), has the right to close the session (cancel) and the patient or student may be charged the full amount for the missed session (or if they have pre-paid program sessions, they forfeit that session). It is important to be logged in prior to your session time to allow buffer time to correct any technical issues, if an issue occurs (video, audio, signal strength, etc.).

NOTE: Please Be Considerate of your provider’s time. Your provider sets aside 2 hours of his or her time when reserving the agreed to appointment date and time for you. It is highly unlikely that your scheduled appointment slot could be filled by someone else on short notice.

 Misc.

Patients and/or Students are no longer considered active if they have not been seen in the previous in 12 months.

Patients must have a valid credit card on file. This represents authorization allowing us to bill for treatment and or studies and/or materials.

COMMUNICATIONS

IMPORTANT: CHANGES AND/OR CANCELLATIONS – USE TEXT ONLY

Changes and/or cancelations of an appointment, must be done by  TEXT (Text To: 407-901-1204). In this way the patient or student, as well as your provider, can verify the time and date of appointment changes or cancellations by referring to the text message.

Note: If the patient or student does not have texting ability, the patient or student must notify your provider’s office when first registering so that an alternative method of appointment verification can be authorized.

If you urgently need to get a message to us, text us at 407-901-1204
Voice Calls And Texts: 407-901-1204
Voice Only (This line will not process text messages): 215-493-1204
For email: Use our website’s online email form.

Additionally: For Online Virtual Sessions

→All Standard In-Office Policies Apply To Online Services As Well.

→Please… No multitasking of non-session related tasks (e.g.: Eating, looking at texts, etc.) during appointments

→ Be Sure You Have Everything You Will Need Ready, Prior To Your Session or Class (Notes, Water, Assignments etc.)

→ If using a mobile device, (laptop, tablet, etc.), be sure your device has a full charge. Plugging your device directly into an electrical outlet  is preferred.

→ If using Wi-Fi, be sure you have a strong, stable signal. If your signal is weak, move your session placement closer to your router. If your signal drops out and the connection is lost, pixelated, freezing, or otherwise unusable, the session may be ended by your provider and the patient or student, at the provider’s discretion, may forfeit the session or be charged for the session with no refund or credit.

Note: At Masters-Center / BodySmart Wellness, we have taken all possible measures to make sure that our system will remain stable. We have all systems hard wired (ethernet connection) so they are not affected by Wi-Fi conditions and other common outages. As well, we have an internet back-up system that activates instantly and automatically if our internet goes down, making it virtually impossible for our office to lose internet signal. As well, we have battery back-ups to guard against electrical outages.

→ It is important that patients and/or students be free from distractions and totally engaged during their session. Dashing in from a previous task or appointment minutes prior to a session or having a post session commitment  immediately after a session, can be distracting. Although the official length of time for a session is 50 minutes (1 hour and 30 minutes for Intakes), your provider has already built buffer time into your session time so that if extra time is needed to accomplish the session goal(s) for that appointment, Buffer Time is available. It is suggested that you allow an hour and a half for regular sessions and two hours for an intake appointment in the event extra time is needed. It is required that patients and/or students Arrive/Log-in, no less than 15 minutes prior to their scheduled appointment time.

→ To comply with privacy standards, during session(s), only the patient or student of record is permitted in the room or the area being used for the session unless advance written permission is given by the provider. This includes but is not limited to, infants, minor children, pets, spouses, relatives, friends, etc. Any distractions from the afore mentioned may result (at the provider’s discretion), in provider ending the session with no refund and no obligation to repeat the session.

→ Phones and any other potential sources of distraction must be completely turned off or completely silenced during appointments (vibrate must also be off). If any interruptions or distractions occur during a session do to the previously mentioned devices etc., the provider at his or her discretion, may end the session with no refund and no obligation to repeat the session.

→ Your provider will supply any needed music or other background sounds. Patients or students must have such devices turned off.

→ No electronic recording of any type is permitted without advance written permission by the provider. If permission is authorized to electronically record, your providers, One-Session Usage/Privacy/Copywrite Agreement, must be signed in advance and returned to the provider prior to that session. If authorized by the provider, the Usage/Privacy/Copywrite Agreement, is valid for 1-session only and expires at the end of that session.

Any interruption resulting from a failure to comply with these simple guidelines gives the provider, at his or her discretion, the right  to end the session with no refund and no re-do of the session or class, so please, so check your setup in advance.

All conditions stated herein as well as those stated in the initial intake form and any other documents completed by the patient and/or student, as well as those posted on the provider’s website, apply to both onsite and virtual sessions, and can only be waived by the provider (in writing).

The most recent editions of any document will be considered the current policy. Any changes or amendments will be posted on our website along with the effective date of the change.

Disclaimer

Pricing and plans subject to change without notice. Any changes will be updated on the BSW website as quickly as possible

Payment Plans and Any and All Discounts Offered Cannot Be Combined or discounted.

Discounts cannot be combined with any other offers, redeemed for cash, or transferred and may be withdrawn at any time by management without notice.

Payment Policy

Whether paying with cash, check, or credit card, it is required that we have a valid credit card on file. If the credit card that you are using is that of someone else, their information (address, phone number, email, etc.) must also be included on our credit card form and they must authorize your use of the card in writing. The patient, client, student, or customer and/or card holder jointly and severely accepts responsible for any unpaid balances or other money owed and may be charged to the card on file or billed for by postal mail or email.

Payment for services is due prior to services being provided or with programs and certain select services payment and/or a deposit will be billed to your credit card prior to that time depending on the program selected and in accordance with BodySmart Wellness LLC (Masters-Center) most current policies unless other arrangements are approved in advance by office management in writing. We do not accept insurance and we do not participate in any insurance group, network etc. and do not otherwise interact with insurance providers. As a courtesy, upon a patient’s request and at our discretion, we will happily provide you with an invoice containing dates of service, etc. that may be used if you plan to submit to your insurance company for direct reimbursement. ($50.00 clerical fee for generating invoice documentation)

There is a $50.00 service charge for checks returned un-payable for any reason, or for credit card charges declined for any reason.

Session Fees  (Link)