CANCELLATION POLICY
Overview
The Injection Room is committed to providing exceptional, timely care to every client.
To ensure fairness and high-quality service for all clients – new visitors, returning regulars, and those referred to us – we enforce a 48-hour cancellation policy with a fee for late cancellations.
This policy helps us maintain availability for clients who are waiting and respect the valuable time set aside by our wellness professionals. In a high-demand practice like ours, a missed appointment isn’t just a loss for our business – it means another client may have missed the chance to receive care in that time slot . We appreciate your understanding and cooperation, as adhering to this policy allows us to continue delivering the best care to you and all of our clients.
Policy Details
Cancellation Window: We require at least 48 hours’ notice to cancel or reschedule an appointment. If you need to make a change, please let us know no later than two days (48 hours) before your scheduled time. This gives us an opportunity to offer that slot to someone else who may be waiting.
Late Cancellation Fee: For any appointment cancelled or rescheduled with less than 48 hours’ notice, a $100 cancellation fee will apply. Likewise, not showing up for an appointment (a “no-show” without prior notice) is treated as a late cancellation and will incur the $100 fee . This flat fee helps offset the cost of the unused appointment time and compensates our professionals for the preparation and time reserved for you . The fee is charged to the credit card on file or will need to be paid before your next session is booked, in accordance with our billing practices.
Timely Cancellations: If you cancel more than 48 hours in advance, no cancellation fee is charged. We appreciate this advance notice, as it allows us to adjust our schedule or accommodate another client in your place. There is no penalty for a timely cancellation or rescheduling beyond the 48-hour window.
Agreement to Policy: By booking an appointment with us, you acknowledge and agree to this 48-hour cancellation policy and the associated fee. We make all clients aware of this policy at the time of scheduling (whether you are new, returning, or referred to our spa) to ensure transparency and understanding. Our scheduling confirmations and reminders will also reiterate this policy so there are no surprises. Scheduling an appointment is taken as confirmation that you accept these terms.
Exceptions & Special Considerations
We understand that life can be unpredictable, and there are rare occasions when missing an appointment is truly unavoidable. Our policy covers typical situations, but we do make limited exceptions for genuine emergencies or serious illnesses on a case-by-case basis :Emergencies or Illness: If you experience a sudden emergency (such as a severe illness, accident, or family crisis) that causes a last-minute cancellation, please inform us as soon as possible. We may require some form of verification, but under truly unavoidable circumstances we will consider waiving the cancellation fee as a one-time courtesy.
Our goal is to be understanding and fair – we will evaluate the situation and, if appropriate, excuse the late cancellation fee for that incident. (Please note that chronic late cancellations, even for claimed emergencies, may not be repeatedly excused; this exception is meant for extreme situations only.)
Provider or Clinic Cancellations: In the rare event that we must cancel or reschedule your appointment due to a provider’s emergency, illness, or an unforeseen clinic closure (for example, extreme weather or other safety concerns), you will not be charged any fee. We will contact you as soon as possible in such cases and prioritize rebooking you at a convenient time. These instances are out of your control, and our team will make every effort to accommodate you promptly without penalty.
Other than the above situations, our 48-hour cancellation policy applies uniformly. We believe this consistent approach is the most equitable way to treat all clients and staff fairly. No-shows or late cancellations for reasons outside of true emergencies will consistently incur the $100 fee, which helps reinforce the importance of giving advance notice.
FAQ
What if I’m running late for my appointment?
If you’re running late, please call us as soon as possible to let us know. We do our best to accommodate minor delays, and in many cases we can offer a short grace period (about 10–15 minutes). However, if you arrive more than roughly 15 minutes past your scheduled time, we may not be able to complete your service without disrupting other clients’ appointments. In that case, your session may need to be rescheduled and treated as a late cancellation, which would incur the $100 fee . We value everyone’s time, so while we understand that delays happen, we enforce this policy to avoid a cascading effect on other appointments. (If you are running just a few minutes late, often we can simply shorten the session time and still see you – but this is not always possible for longer treatments, so prompt arrival is always best.)
What if I forget my appointment and don’t call or show up?
Forgetting an appointment can happen to anyone, which is why we send courtesy reminder texts/emails 48 hours in advance. However, if you completely miss your appointment without notifying us (a “no-call, no-show”), it is handled under our cancellation policy. A missed appointment without any notice will incur the $100 no-show fee . We will typically charge the card on file for this fee and reach out to you to follow up. If you realize you’ve missed your appointment, please contact us as soon as possible – we can discuss rescheduling, but the fee will still apply for the missed session. Repeated no-shows may require prepayment of services before future bookings, as we need to ensure our schedule is respected.
Why do you charge a cancellation fee?
We implement a cancellation fee to honor the time set aside by our professionals and other clients. When you book an appointment, our licensed providers prepare in advance and reserve that slot exclusively for you. Last-minute cancellations or no-shows often leave a gap in the schedule that we cannot fill on short notice, resulting in lost time that another client could have utilized . The $100 fee is not designed to be punitive; rather, it helps cover a fraction of the costs of an unfilled appointment and serves as an incentive for clients to give adequate notice. Many medical and wellness practices use similar policies for this reason . By enforcing the policy uniformly, we can continue to provide the highest quality care to everyone and ensure our team’s time is respected . We always prefer to avoid charging the fee by receiving timely cancellations – it’s a win-win for both our clients and our staff when the schedule runs smoothly.
How can I cancel or reschedule my appointment?
Cancelling or rescheduling is easy, provided it’s done with sufficient notice. You can call our office during business hours to speak with a receptionist, or simply reply to your appointment confirmation/reminder and our system will guide you. You may also cancel or request a new time via email or through our online booking portal – whatever is most convenient for you . The key is timing: as long as you contact us at least 48 hours before your appointment, you can cancel or shift your booking with no penalty. If you need to make a change less than 48 hours in advance, please call us directly. While the $100 fee will apply in most such cases, talking to us promptly can help us document the situation and, if applicable, note any special circumstances. We strive to be as accommodating as possible, but we do maintain the fee for late changes to protect our schedule.
What if I have a last-minute emergency or get sick right before my appointment?
If an unforeseen emergency or sudden illness occurs, please inform us immediately. We genuinely empathize with such situations. As noted in our exceptions above, we handle true emergencies on a case-by-case basis . In many instances of serious, verifiable emergencies, we will waive the cancellation fee as a one-time courtesy – your well-being comes first. For example, if you were in an accident or woke up with a high fever on the day of your appointment, we would not expect you to keep the appointment. Just reach out to let us know what’s happening. We may ask for reasonable documentation (such as a doctor’s note) for our records, but primarily we rely on an honor system and our discretion in these urgent cases.
Our priority is to be understanding, and we will work with you to reschedule when you’re able to return. Remember, this flexibility is intended for true emergencies; we appreciate your honesty and urge clients not to abuse this exception so we can continue offering it in genuine situations.
