CLINICAL GOVERNANCE & STANDARDS

 
 

To ensure a seamless experience and maintain the highest standard of care, we ask that you familiarize yourself with our clinical standards. These policies are designed to protect the integrity of your treatment and the precision of our practice.

 

TIME INTEGRITY & ATTENDANCE

  • Cancellation Standard: We require a minimum of 24 hours’ notice for all cancellations or rescheduling.

  • Late Cancellations & No-Shows: Cancellations made with less than 24 hours’ notice, as well as no-shows, are subject to a fee of at least 50% of the scheduled service.

  • Late Arrivals: To respect the schedules of all patients, late arrivals will receive the remaining time of their allotted session and are responsible for the full service fee. Arrivals exceeding 10 minutes may require rescheduling.

  • Rescheduling: Please call the office directly to reschedule. Email is not monitored in real-time for scheduling emergencies.

 

FINANCIAL PROTOCOL

  • Self-Pay Practice: Dr. Toni Varela, NMD, is a strictly self-pay practice. Patients are financially responsible for all visits, services, and products at the time of care.

  • HSA/FSA: We accept HSA and FSA cards; however, use is at the patient’s own risk.

  • Insurance & Superbills: We do not bill insurance or communicate with providers on behalf of patients. A Superbill can be provided upon request at the time of your visit. Requests made post-appointment may incur a preparation fee.

  • Refund Policy: To maintain our clinical infrastructure and specialized supply chain, we do not offer refunds for services, treatments, procedures, consultations, or gift cards. All sales are final.

 

COMMUNICATION BOUNDARIES

  • Clinical Advice: To ensure patient safety and HIPAA compliance, medical advice, lab reviews, and changes to treatment plans are reserved for scheduled consultations only.

  • Email Correspondence: Email is strictly for the clarification of previously discussed protocols. If an inquiry requires investigative depth or a change in prescription, you will be asked to schedule a follow-up. Please allow up to 3 business days for a response.

  • Telephone Policy: Brief clarifications are complimentary. If a call evolves into a substitute for a consultation or results in new medical advice, it will be billed at the standard appointment rate.

PRESCRIPTIONS & REFILLS

  • Clinical Oversight: Patients on hormone replacement (HRT) or thyroid protocols must be evaluated every 3–6 months to monitor safety and efficacy.

  • Refill Process: Please contact your pharmacy directly to initiate a refill. They will submit a request to our office. Please allow 2 business days for processing.

  • Protocol Adherence: Patients are expected to follow their treatment plan as directed. Deviations may prolong the healing process or worsen symptoms. If you experience a shift in your health, please contact the office to schedule a review.

 

OFFICE ENVIRONMENT & PRIVACY

  • Clinical Environment: To maintain a sterile and distraction-free space, only task-trained Service Dogs (as defined by the ADA) are permitted in the office.

  • Privacy & HIPAA: We maintain the absolute confidentiality of your Protected Health Information (PHI). Information is only shared for care coordination, as identifies by you, or as required by law.

  • Affiliate Disclosure: Links provided on this site may be affiliate links. Dr. Varela only recommends products she has personally vetted and uses within her own clinical protocols.