Health First Chiropractic
Appointment Policy
Appointment Attendance, Cancellation, No-Show, and Financial Responsibility Policy
At Health First Chiropractic, our goal is to provide timely, focused, high-quality care to every patient we serve. We see patients by appointment so that the doctor and clinical team can reserve the appropriate time, prepare for your visit, and give you the attention your examination requires.
When a patient schedules an appointment and does not attend, that time cannot usually be offered to another patient who may be waiting for care. Missed appointments also disrupt the doctor’s schedule, delay access for other patients, and create unnecessary administrative and clinical preparation time. For that reason, we ask every patient to respect the appointment time they reserve.
Appointment cancellation and rescheduling requirement
If you need to cancel or reschedule your appointment, we require at least 24 hours’ notice before your scheduled appointment time.
You may cancel or reschedule by calling our office at 804-270-6010, emailing us at info@hfcwellness.com, replying to an approved appointment reminder if that option is available, or using the rescheduling link provided in your confirmation message.
If your appointment was scheduled through Google, Zocdoc, Meta, Calendly, or any other online booking source, this policy still applies. Your cancellation or rescheduling request is not considered complete until it is submitted through an approved method and/or confirmed by our office or booking system.
Prepaid new patient examination appointments
Patients who prepay for their new patient examination online may receive a discounted rate of $70.
If you prepay and attend your appointment as scheduled, the prepaid amount is applied to your new patient examination.
If you prepay and need to reschedule, your payment may be transferred to a new appointment time as long as you provide at least 24 hours’ notice.
If you prepay and then do not attend, cancel late, or arrive too late to complete the scheduled examination, your prepaid amount may be retained as the missed appointment fee.
Prepaid examination fees are not transferable to another person unless approved by Health First Chiropractic in writing.
Late arrivals
Please arrive on time, or early if you have forms to complete. New patient examination appointments require enough time for check-in, history, examination, and doctor evaluation.
If you arrive late, we will do our best to accommodate you. However, if there is not enough time remaining to complete your scheduled visit without delaying other patients, your appointment may need to be rescheduled and may be treated as a missed appointment.
Emergencies and exceptions
We understand that true emergencies happen. Health First Chiropractic may waive a missed appointment fee in cases such as sudden illness, medical emergency, accident, hospitalization, severe weather, death in the immediate family, or other circumstances approved by management.
Please contact us as soon as possible if an emergency prevents you from attending. Waivers are not automatic and are reviewed case by case.
Repeated missed appointments
Repeated missed appointments make it difficult for our office to provide timely care and may affect your ability to schedule future visits.
After one missed appointment, we may review the policy with you and require confirmation before future visits.
After two missed appointments or late cancellations, future appointments may require prepayment or a deposit.
After repeated missed appointments, Health First Chiropractic may limit online scheduling, require phone-only scheduling, require full prepayment, or discontinue non-emergency scheduling with appropriate notice, as permitted by law and applicable professional obligations.
Payment responsibility
Professional fees are due at the time services are rendered unless other written arrangements have been made in advance.
Health First Chiropractic accepts Cash, Visa, MasterCard, Discover, American Express, CareCredit, HSA/FSA cards, and other approved payment methods.
The patient or financially responsible party is responsible for all charges incurred, including examination fees, treatment fees, products, supplies, missed appointment fees, and any balances not paid by insurance, except where prohibited by law, payer contract, or government program rules.
Patient acknowledgment
By scheduling an appointment with Health First Chiropractic, I acknowledge and agree that:
I have read and understand this Appointment Attendance, Cancellation, No-Show, and Financial Responsibility Policy.
I understand that Health First Chiropractic requires at least 24 hours’ notice to cancel or reschedule an appointment.
I understand that a missed appointment, late cancellation, or late arrival may result in a $97 missed appointment fee.
I understand that missed appointment fees are not billed to insurance and may be my direct responsibility, except where prohibited by law or payer rules.
I understand that if I prepay for my new patient examination and fail to attend, cancel late, or arrive too late to be seen, my prepaid amount may be retained as the missed appointment fee.
I understand that repeated missed appointments may result in prepayment requirements, restricted scheduling, or discontinuation of non-emergency scheduling as permitted by law.
Required acknowledgment:
I have read and agree to Health First Chiropractic’s Appointment Attendance, Cancellation, No-Show, and Financial Responsibility Policy. I understand that my appointment time is reserved specifically for me, that at least 24 hours’ notice is required to cancel or reschedule, and that a missed appointment, late cancellation, or late arrival may result in a $97 missed appointment fee.
