Billing

Deposit, Cancellation & Refund Policy

Last updated: October 1, 2026

This policy explains deposits, cancellations, no-shows, refunds, membership billing, and card disputes at The Vitality & Aesthetics Institute, PLLC ("TVAAI"). By booking, paying, or enrolling, you agree to these terms. Your signed Financial Policy Acknowledgment restates them.

1. Consultations

• A deposit is required to book a consultation. Consultation deposits are non-refundable.
• You may reschedule with more than 24 hours' notice, and your deposit carries to the new date.
• Cancelling or rescheduling within 24 hours of your consultation, or not attending (a no-show), forfeits the deposit.

2. Procedures

What counts as a procedure. A procedure is any service provided by a physician, or delegated to an appropriate staff member, that would effectuate a physical or physiologic change in the body to improve physical appearance, treat medical or aesthetic conditions, or attempt to restore or improve health, wellness, or appearance. Every service within or before a package, including any consultation, analysis, measurement, medication, or coordination, counts as part of that package.

• A 50% deposit of the total procedure price is due when you schedule.
• The remaining balance is due in full 24 hours before your procedure date.

If you cancel a procedure

• More than 7 days before: TVAAI keeps 10% of the total procedure price and refunds the rest of your deposit.
• From 7 days to 24 hours before: no refund. A cancellation fee of 25% of the total procedure price applies, and the remaining deposit carries to a rescheduled date.
• Within 24 hours, or not attending (a no-show): the full 50% deposit is non-refundable and forfeited.

Package components already provided

If you cancel a package, any part of it already performed or provided — including a complimentary or gifted service — is billed at its full retail, non-discounted price and deducted from your deposit, in addition to the cancellation terms above.

3. All sales are final

All sales are final and non-refundable, including completed treatments, products, and pre-paid packages, except as stated in Section 2. Any credit toward future services is at the discretion of clinic management.

4. Medications

Prescription medications, including compounded medications, are billed once prescribed — when your prescription is sent to the pharmacy. From that point the pharmacy bills TVAAI and the order cannot be stopped, so prescribed medications are non-refundable even if they have not yet been compounded, shipped, or received. For safety and legal reasons, dispensed medications also cannot be returned, except where required by law. Questions about a medication should be directed to your provider and the dispensing pharmacy.

5. Memberships

• Memberships (including weight-management and hormone programs) include medical decision-making, consultation, clinic staff work, medications provided as necessary, interpretation of labs, and treatment plans.
• Memberships are not refundable.
• You authorize TVAAI (through our payment processor) to charge your payment method on file each billing cycle.
• You may cancel with 30 days' advance notice through the patient portal. You will be billed for the agreed-upon term that your medication covers, as agreed in your treatment plan.

6. Card disputes and chargebacks

Please contact us first about any billing concern. If you dispute a charge with your card issuer, the disputed amount plus processing fees and expenses related to the dispute will be billed to you — charged to your card on file or sent to collections, as determined by clinic management.

7. Financing

If you pay using patient financing through Cherry (Cherry Technologies, Inc.) or PatientFi (PatientFi, Inc., whose loans are made by its partner banks), your repayment terms are governed by your agreement with that financing provider. Cancelling a service does not by itself cancel a financing obligation, and the deposit and cancellation terms above still apply; contact your financing provider and TVAAI to resolve any adjustment.

8. How to cancel or ask about a refund

To cancel or reschedule an appointment, call or text us, or use the patient portal. Membership cancellations are made through the patient portal. Refunds that this policy provides for are issued to the original payment method; we aim to respond to billing questions within 10 business days.