Email reminders will always be sent, and SMS reminders (upon request) will be sent 24 hours before the appointment date and time. It is also the patient’s responsibility to note the date and time of their appointments once scheduled.
- If the patient is late, the appointment will still end at the scheduled time.
- If the therapist is late, arrangements will be made to ensure that the appointment duration is not affected.
- If you cannot attend a session, please inform your therapist as soon as possible via email or SMS.
Canceling an appointment at least 24 hours in advance is free of charge. If an appointment is canceled less than 24 hours in advance, regardless of the reason, an administrative fee equal to 100% of the scheduled appointment rate will be charged.
We understand that emergencies and unforeseen events may occur, such as the death of a family member, a car accident, or hospitalization. It is at the therapist’s discretion to determine whether the cancellation fee should be applied in such situations.
Virtual therapy sessions may be offered if circumstances prevent an in-person meeting on the scheduled appointment day.
REFUND POLICY FOR TREATMENT PLANS
ActivAxion (“we,” “our,” or “us”) values its patients and strives to provide excellent service. We understand that a patient may need to cancel their treatment plan. To ensure clarity and transparency, we have outlined our refund policy in section 8.
Treatment Packages:
Our treatment packages allow patients to benefit from a reduced per-session rate compared to individual session rates.
Rates:
45-minute evaluation and follow-up
- Individual session rate: $165.25 + tax ($190/session)
- Installment payment plan: $152.21 + tax ($175/session)
- Full payment: $139.16 + tax ($160/session)
30-minute follow-up
- Individual session rate: $130.46 + tax ($150/session)
- Installment payment plan: $113.07 + tax ($130/session)
- Full payment: $95.67 + tax ($110/session)
15-minute follow-up
- Individual session rate: $60.88 + tax ($70/session)
- Installment payment plan: $52.19 + tax ($60/session)
- Full payment: $43.49 + tax ($50/session)
Refund Calculation:
If a patient decides to cancel their treatment plan, the refund will be calculated based on the individual session rate rather than the discounted rate. Any savings per session will not be applied to the refunded amount for sessions and services already provided. A receipt detailing the difference will be issued, which may be used for tax or insurance purposes.
Example (using arbitrary numbers):
If a patient cancels after session #5 of a 10-session $1,600 treatment plan, they would have used $800 worth of sessions (5 sessions at $160 each). Instead of receiving a $800 refund for the remaining 5 sessions, they would receive a $650 refund.
- 5 sessions at $160/session = $800
- 5 sessions at $190/session = $950
- $1,600 – $950 = $650 refund
If a therapist cancels the treatment plan and no other therapist can continue the treatment, the refund will be calculated based on the reduced session rate.
If a treatment plan is completed and there is remaining credit, the unused sessions can be saved as credit for future use (locking in the discounted rate), transferred to family or friends, or handled under section 10.
Refund Process:
Refunds will be issued using the original payment method within 7 business days of the cancellation request.
Cancellation Procedure:
To request cancellation of your treatment plan, please contact us at mario@activaxion.ca. Cancellation requests must be made in writing via email.
Non-Refundable Fees:
Administrative fees or non-service-related fees associated with the treatment plan are non-refundable. Example: Products purchased during the treatment plan.
Policy Modifications:
We reserve the right to modify or update this refund policy at any time. Changes will take effect upon publication on our website.
By purchasing a treatment plan from ActivAxion, you acknowledge and agree to comply with the terms outlined in this refund policy. If you have any questions or concerns, please contact us.
PROFESSIONAL CONFIDENTIALITY
A sports therapist is bound by professional confidentiality.
However, the law provides exceptions to this confidentiality:
a. When a judge requires the therapist to disclose patient information.
b. When the therapist has serious reasons to believe that your life or someone else’s is in danger, such as in cases of suicide or homicide. The therapist is then obligated to report the situation to competent professionals (police, paramedics, doctors, mental health professionals, etc.) or to your immediate support network (family, friends, etc.).
c. When the therapist has serious reasons to believe that a child’s development is compromised due to physical abuse, neglect, or sexual abuse.
Your therapist may occasionally exchange information with other professionals regarding your case to determine the most appropriate interventions. Your name will not be disclosed in these discussions.
TERMINATION OF SERVICES
You may end therapy services at any time. If you choose to do so, please inform your therapist as soon as possible during a session to ensure a smooth transition.
If your therapist determines that they can no longer assist you, that you are no longer benefiting from the therapy provided, or that you are not adhering to the agreed-upon guidelines, they may, after discussion with you, terminate the treatment plan. Your therapist may also refer you to another professional who is better suited to your needs.
FEES AND PAYMENT TERMS
- Fees are subject to increases, or rounding up to the next dollar, up to twice per calendar year. Fees will not increase during an active treatment plan purchased at a fixed rate.
- These fees also apply to report writing and discussions exceeding 15 minutes with third parties (e.g., doctors, insurance companies).
- A receipt will be issued for each service rendered. The receipt can only be made out in the name of the client receiving the services.
- Payment methods accepted: credit card, debit card, check, cash, or Interac e-transfer (sent to mario@activaxion.ca).
Thank you for choosing us for your therapeutic needs.
Sincerely,
Owner, Sports Therapist
ActivAxion