Policies and Procedures
Communication
In compliance with the Health Insurance Portability and Accountability Act (HIPAA) to ensure accurate documentation of conversations, all communications need to be via email or phone call. The email addresses available are [email protected] or [email protected]. text messages are not acceptable for communicating due to their lack of security and inability to document.
Attendance Policy
Please cancel or reschedule at least 24 hours before your scheduled appointment. Appointments canceled or rescheduled with less than 24 hours' notice will result in a fee equal to 50% of the cost of a single-session appointment. This policy differs for appointments on Saturday (see below). Not showing up for an appointment or canceling after the appointment start time is called a "no-show." No-shows and/or multiple canceled appointments deemed excessive will result in the client/patient losing the ability to schedule future sessions. No-shows will result in a no-show fee equal to 100% of the regular session cost or forfeiture of one session from a purchased package of sessions. Excessive attendance issues may require a 50% non-refundable deposit, which will be applied toward your session. In the event of cancellation within 24 hours, the deposit will be forfeited. In the case of a no-show, the 50% will be forfeited, and an invoice will be sent for the remaining 50%. This must be paid in order to schedule a future appointment. A cancellation or rescheduling made more than 24 hours in advance will not result in a loss of or additional deposit. A link in the appointment confirmation email allows you to reschedule or cancel your appointment up to 24 hours in advance.
Appointments that start late because of tardiness will end at the scheduled time. Arriving 15 minutes or more late may result in a forfeited appointment and be considered a “no-show”. Appointments that start late on the massage therapist's part will either be extended (if the client’s and massage therapist’s schedules allow) or credited for the time on a subsequent visit. The session cost will remain the same. Sessions include a brief interview, necessary assessment, time for the client to undress and redress, applied massage therapy techniques, and possibly therapeutic stretches, therapeutic movements, and kinesiology taping, within the scheduled time.
If a session is shortened due to achieving the session goals quickly or for another reason designated by the massage therapist, the session rate may be adjusted to reflect a more accurate session time.
Saturday Appointments
Effective July 1, 2023, regarding Saturday appointments. To ensure a mutual commitment to Saturday appointments, we now require a nonrefundable deposit equal to the full session price 48 hours before accepting any Saturday appointment requests. Please note that rescheduling or canceling a Saturday appointment will result in the forfeiture of the deposit. If an appointment is made with at least one session remaining on a prepaid package, one session will be deducted from the package. We appreciate your understanding and cooperation in adhering to this policy.
Illness
Consent is implied when you schedule an appointment and show up for your session. It is my experience that if someone is getting sick and is possibly contagious, I do not recommend receiving massage therapy. Massage is reported to strengthen the immune system, but it does so by briefly weakening and compromising it. Receiving a massage when you are not in the recovery phase of an illness may make it considerably worse. Getting a massage with this information is now considered informed consent. If you arrive for your appointment and you appear to be ill in any way, your appointment will be canceled, a fee will be invoiced, and you will be politely asked to leave for the consideration of the massage therapist and other patients.
Minors
In accordance with USA Safe Sport policies and regulations, a minor is anyone under the age of 18 years old. Minors must have a parent or guardian present and in the treatment space during the entire session. At no time is a minor to be in a treatment room with the massage therapist without a parent/guardian present. If the parent/guardian leaves the treatment room or area for any reason, the session will stop until they return, and the massage therapist will also leave. At no time will the massage therapist and minor be in a treatment room alone. This is for the safety of both the minor and the massage therapist. If a parent is unable to attend, they may designate a temporary guardian in writing for the appointment date and time.
Packages
Packages of multiple sessions are not transferable to another person and cannot be split into smaller segments of time unless specified. Example: A four-session package of one-hour appointments may not be turned into eight half-hour sessions or shared with other people. If a refund of a package is requested before all of the sessions in the package are used, the refund will be the total amount less the number of sessions at the regular price per session. This is because the 4th session is the discounted session. Example: Purchase three sessions, and save on the fourth session is a package of four sessions.
As of January 1, 2022, purchased package sessions are nonrefundable. They will not expire and will not be transferable. If your package of services was purchased before January 1, 2022, the previous policy applies.
Auto Accidents
Anyone seeking care from an auto accident will be required to pay for the appointment at the time of service. I/we will not sign a letter of protection (LOP) for a law office due to a history of payments not being received for therapy after a settlement has been reached. If appointment notes are requested for an auto accident case, a fee equal to the hourly rate will be charged before notes are provided. See "Requesting Notes" below.
Rev. 9/21/2023
Gift Certificates
Gift certificates are available for purchase on-site and online. To use a gift certificate or coupon, it must be presented at the appointment. A gift certificate cannot be used unless it is presented with the corresponding code. Online-purchased gift certificates are not transferable to third parties and expire in accordance with Florida state laws. Gift certificates purchased through an online vendor will expire on the date listed on the gift certificate or the provided receipt. Promotional coupons distributed at events will expire on the date shown on the coupon. If the coupon is damaged or altered and no date is shown, it will be considered invalid. A coupon must be physically presented and disclosed at the time of appointment.
Attire and Hygiene
During a session at Rx Massage Therapy, the patient is expected to be clean and must wear underwear. Additional grooming of excessive body hair may be necessary for optimal treatment. Body lotions should not be applied between bathing and your appointment for optimal treatment. Offensive odors, whether applied to the patient or emanating from the patient, may result in the appointment being canceled. Your appointment may be canceled and rescheduled if any of the aforementioned attire or hygiene guidelines are not followed. If the area to be treated has hair that is too long, trimming or shaving may be required for therapy to be effective, and the session may be rescheduled.
The massage therapist’s attire for appointments at Rx Massage Therapy will consist of clothing similar to golf attire. For example, a polo shirt, a T-shirt with a business logo, and either slacks or shorts.
Draping
Patient comfort and safety are the top priorities at Rx Massage Therapy. To protect patient modesty and in accordance with Florida Massage Law, the massage therapist will leave the room, allowing the patient to disrobe as directed. Most often, the patient will be requested to undress to their underwear. Patients will be covered/draped by their clothing and/or under a provided clean sheet or towel. Patients are required to wear underwear. It is acceptable for women to wear a bra, and your therapist may request to “unclasp” the back of the bra or move a shoulder strap. During the session, patients will be conservatively covered by a sheet or towel. Only the area being massaged or stretched will be uncovered. If the patient feels the draping is not secure enough, feels exposed, or uncomfortable for any reason (stated or not) at any time during the session, the patient should immediately request to be re-draped or even stop the appointment.
Music
The music played during a session may be requested (within reason). You may bring your own music or request no music if you prefer. Music will likely be playing depending on the day of the week or the massage therapist's mood, but you are ultimately in charge of the selection.
Recordings
All sessions are subject to audio recording for assisted note-taking and for liability purposes. An Artificial Intelligence (AI) scribe may be used during certain appointments to assist with note-taking. Video recording of exercises, taping, or stretches will be done only with the consent of the patient and the massage therapist.
Requesting Notes
Requests for notes for an appointment should be made in advance. That way, the AI scribe can be used, and the notes can be provided at no charge, unless significant editing is required. If notes are requested after an appointment where no indication of a notes request is requested in advance or implied (for an injury resulting in an auto accident, for a Worker's Compensation case, or where a lawyer referred the client/patient for massage therapy), a flat fee of $125 or $20 per hour will be charged to find the notes for the date(s) requested and extrapolated from shorthand to longhand form for their intended audience. A request for notes includes a summary of the billed services and not any additional tip or gratuity in addition to the rate of service billed.
Anti-Discrimination Disclaimer
This office complies with applicable Federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, sex, or sexual preference. This office does not exclude people or treat them differently because of race, color, national origin, age, disability, or sex.
You can file a grievance in person or by mail, fax, or email. If you need help filing a grievance, I am available to help you.
You can also file a civil rights complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, electronically through the Office for Civil Rights Complaint Portal, available at https://ocrportal.hhs.gov/ocr/portal/lobby.jsf, or by mail or phone at: U.S. Department of Health and Human Services
200 Independence Avenue, SW
Room 509F, HHH Building
Washington, D.C. 20201
1-800-368-1019, 800-537-7697 (TDD)
Complaint forms are available at http://www.hhs.gov/ocr/office/file/index.html
In compliance with the Health Insurance Portability and Accountability Act (HIPAA) to ensure accurate documentation of conversations, all communications need to be via email or phone call. The email addresses available are [email protected] or [email protected]. text messages are not acceptable for communicating due to their lack of security and inability to document.
Attendance Policy
Please cancel or reschedule at least 24 hours before your scheduled appointment. Appointments canceled or rescheduled with less than 24 hours' notice will result in a fee equal to 50% of the cost of a single-session appointment. This policy differs for appointments on Saturday (see below). Not showing up for an appointment or canceling after the appointment start time is called a "no-show." No-shows and/or multiple canceled appointments deemed excessive will result in the client/patient losing the ability to schedule future sessions. No-shows will result in a no-show fee equal to 100% of the regular session cost or forfeiture of one session from a purchased package of sessions. Excessive attendance issues may require a 50% non-refundable deposit, which will be applied toward your session. In the event of cancellation within 24 hours, the deposit will be forfeited. In the case of a no-show, the 50% will be forfeited, and an invoice will be sent for the remaining 50%. This must be paid in order to schedule a future appointment. A cancellation or rescheduling made more than 24 hours in advance will not result in a loss of or additional deposit. A link in the appointment confirmation email allows you to reschedule or cancel your appointment up to 24 hours in advance.
Appointments that start late because of tardiness will end at the scheduled time. Arriving 15 minutes or more late may result in a forfeited appointment and be considered a “no-show”. Appointments that start late on the massage therapist's part will either be extended (if the client’s and massage therapist’s schedules allow) or credited for the time on a subsequent visit. The session cost will remain the same. Sessions include a brief interview, necessary assessment, time for the client to undress and redress, applied massage therapy techniques, and possibly therapeutic stretches, therapeutic movements, and kinesiology taping, within the scheduled time.
If a session is shortened due to achieving the session goals quickly or for another reason designated by the massage therapist, the session rate may be adjusted to reflect a more accurate session time.
Saturday Appointments
Effective July 1, 2023, regarding Saturday appointments. To ensure a mutual commitment to Saturday appointments, we now require a nonrefundable deposit equal to the full session price 48 hours before accepting any Saturday appointment requests. Please note that rescheduling or canceling a Saturday appointment will result in the forfeiture of the deposit. If an appointment is made with at least one session remaining on a prepaid package, one session will be deducted from the package. We appreciate your understanding and cooperation in adhering to this policy.
Illness
Consent is implied when you schedule an appointment and show up for your session. It is my experience that if someone is getting sick and is possibly contagious, I do not recommend receiving massage therapy. Massage is reported to strengthen the immune system, but it does so by briefly weakening and compromising it. Receiving a massage when you are not in the recovery phase of an illness may make it considerably worse. Getting a massage with this information is now considered informed consent. If you arrive for your appointment and you appear to be ill in any way, your appointment will be canceled, a fee will be invoiced, and you will be politely asked to leave for the consideration of the massage therapist and other patients.
Minors
In accordance with USA Safe Sport policies and regulations, a minor is anyone under the age of 18 years old. Minors must have a parent or guardian present and in the treatment space during the entire session. At no time is a minor to be in a treatment room with the massage therapist without a parent/guardian present. If the parent/guardian leaves the treatment room or area for any reason, the session will stop until they return, and the massage therapist will also leave. At no time will the massage therapist and minor be in a treatment room alone. This is for the safety of both the minor and the massage therapist. If a parent is unable to attend, they may designate a temporary guardian in writing for the appointment date and time.
Packages
Packages of multiple sessions are not transferable to another person and cannot be split into smaller segments of time unless specified. Example: A four-session package of one-hour appointments may not be turned into eight half-hour sessions or shared with other people. If a refund of a package is requested before all of the sessions in the package are used, the refund will be the total amount less the number of sessions at the regular price per session. This is because the 4th session is the discounted session. Example: Purchase three sessions, and save on the fourth session is a package of four sessions.
As of January 1, 2022, purchased package sessions are nonrefundable. They will not expire and will not be transferable. If your package of services was purchased before January 1, 2022, the previous policy applies.
Auto Accidents
Anyone seeking care from an auto accident will be required to pay for the appointment at the time of service. I/we will not sign a letter of protection (LOP) for a law office due to a history of payments not being received for therapy after a settlement has been reached. If appointment notes are requested for an auto accident case, a fee equal to the hourly rate will be charged before notes are provided. See "Requesting Notes" below.
Rev. 9/21/2023
Gift Certificates
Gift certificates are available for purchase on-site and online. To use a gift certificate or coupon, it must be presented at the appointment. A gift certificate cannot be used unless it is presented with the corresponding code. Online-purchased gift certificates are not transferable to third parties and expire in accordance with Florida state laws. Gift certificates purchased through an online vendor will expire on the date listed on the gift certificate or the provided receipt. Promotional coupons distributed at events will expire on the date shown on the coupon. If the coupon is damaged or altered and no date is shown, it will be considered invalid. A coupon must be physically presented and disclosed at the time of appointment.
Attire and Hygiene
During a session at Rx Massage Therapy, the patient is expected to be clean and must wear underwear. Additional grooming of excessive body hair may be necessary for optimal treatment. Body lotions should not be applied between bathing and your appointment for optimal treatment. Offensive odors, whether applied to the patient or emanating from the patient, may result in the appointment being canceled. Your appointment may be canceled and rescheduled if any of the aforementioned attire or hygiene guidelines are not followed. If the area to be treated has hair that is too long, trimming or shaving may be required for therapy to be effective, and the session may be rescheduled.
The massage therapist’s attire for appointments at Rx Massage Therapy will consist of clothing similar to golf attire. For example, a polo shirt, a T-shirt with a business logo, and either slacks or shorts.
Draping
Patient comfort and safety are the top priorities at Rx Massage Therapy. To protect patient modesty and in accordance with Florida Massage Law, the massage therapist will leave the room, allowing the patient to disrobe as directed. Most often, the patient will be requested to undress to their underwear. Patients will be covered/draped by their clothing and/or under a provided clean sheet or towel. Patients are required to wear underwear. It is acceptable for women to wear a bra, and your therapist may request to “unclasp” the back of the bra or move a shoulder strap. During the session, patients will be conservatively covered by a sheet or towel. Only the area being massaged or stretched will be uncovered. If the patient feels the draping is not secure enough, feels exposed, or uncomfortable for any reason (stated or not) at any time during the session, the patient should immediately request to be re-draped or even stop the appointment.
Music
The music played during a session may be requested (within reason). You may bring your own music or request no music if you prefer. Music will likely be playing depending on the day of the week or the massage therapist's mood, but you are ultimately in charge of the selection.
Recordings
All sessions are subject to audio recording for assisted note-taking and for liability purposes. An Artificial Intelligence (AI) scribe may be used during certain appointments to assist with note-taking. Video recording of exercises, taping, or stretches will be done only with the consent of the patient and the massage therapist.
Requesting Notes
Requests for notes for an appointment should be made in advance. That way, the AI scribe can be used, and the notes can be provided at no charge, unless significant editing is required. If notes are requested after an appointment where no indication of a notes request is requested in advance or implied (for an injury resulting in an auto accident, for a Worker's Compensation case, or where a lawyer referred the client/patient for massage therapy), a flat fee of $125 or $20 per hour will be charged to find the notes for the date(s) requested and extrapolated from shorthand to longhand form for their intended audience. A request for notes includes a summary of the billed services and not any additional tip or gratuity in addition to the rate of service billed.
Anti-Discrimination Disclaimer
This office complies with applicable Federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, sex, or sexual preference. This office does not exclude people or treat them differently because of race, color, national origin, age, disability, or sex.
You can file a grievance in person or by mail, fax, or email. If you need help filing a grievance, I am available to help you.
You can also file a civil rights complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, electronically through the Office for Civil Rights Complaint Portal, available at https://ocrportal.hhs.gov/ocr/portal/lobby.jsf, or by mail or phone at: U.S. Department of Health and Human Services
200 Independence Avenue, SW
Room 509F, HHH Building
Washington, D.C. 20201
1-800-368-1019, 800-537-7697 (TDD)
Complaint forms are available at http://www.hhs.gov/ocr/office/file/index.html