1. Appointment & Scheduling Policy

​

• All appointments must be scheduled in advance.

• Patients must complete their required forms and questionnaires before the appointment time.

• If forms are not completed, the appointment may be rescheduled.

• Telehealth visits require a quiet, private space and reliable internet access.

​

2. Cancellation Policy

​

• We require at least 24 hours’ notice for all cancellations or rescheduling.

• Same-day cancellations or no-show appointments may result in fees or delayed access to future scheduling.

• Repeated no-shows may lead to dismissal from the practice.

​

3. Late Arrival Policy

​

• Patients arriving more than 10 minutes late may be rescheduled depending on provider availability.

• Late arrivals reduce the time available for your evaluation and may affect your care plan.

​

4. Cash-Based Clinic Policy

​

• Proficient Health & Wellness is a cash-based clinic.

• We do not bill insurance for services, consultations, or membership fees.

• Patients may use:

• HSA/FSA (if applicable)

• Debit/credit cards

• Cash (in person)

• Insurance may be used only for medications if the pharmacy accepts it and authorizes coverage.

​

5. Pricing & Membership Policy

​

• All pricing is transparent and listed on our website.

• Initial evaluations (HRT, weight loss, gut reset) are billed separately from monthly membership fees.

• Membership fees cover provider oversight, ongoing monitoring, and access to support—not prescriptions.

• Medication costs are not included in monthly fees.

 

6. Medication Policy

​

• Medications are prescribed based on clinical judgment and patient needs.

• Medication is not guaranteed; appropriateness is determined by your provider.

• PHW does not prescribe controlled substances for weight loss or hormone therapy. (Adjust if needed based on your DEA scope.)

• Patients must follow their treatment plan and attend follow-ups to remain eligible for refills.

 

7. Refill Request Policy

​

• Refill requests must be submitted at least 7 days before you run out of medication.

• This allows time for pharmacy processing and, if needed, insurance authorization.

• Refills will not be sent if you have missed required follow-up appointments.

• Lost or misplaced medication cannot be replaced by the clinic.

 

8. Prior Authorization (PA) Policy

​

• If you want to use insurance for medications:

• PHW will submit up to three (3) prior authorization attempts for the same prescription.

• Approval is not guaranteed.

• PHW cannot determine or predict your copay or out-of-pocket cost.

• Membership fees remain the same whether insurance approves or denies medication coverage.

 

9. Lab Policy

​

• Certain programs require baseline labs before treatment.

• Lab fees are included when specified (example: HRT consult).

• Additional labs requested outside the program may incur separate charges.

• Failure to complete required labs may delay or prevent treatment.

 

10. Communication Policy

 

• All communication must occur through the patient portal for documentation and safety.

• Portal messages are answered during business hours.

• Portal messaging is not for emergencies.

 

11. Refund Policy

 

• All services, consultations, memberships, programs, and digital products are non-refundable.

• Once a service is rendered or a membership month begins, no refunds will be issued.

• Vitamin injections and packages are non-refundable and non-transferable.

​

12. Privacy Policy

​

• We adhere to HIPAA guidelines to protect the confidentiality of your medical information.

• PHW does not release records without written authorization.

 

13. Consent to Treat

​

• By scheduling an appointment, you agree to be evaluated and treated according to clinic protocols.

• You acknowledge that results vary and are not guaranteed.

​

​

​