Effective Date: September 20, 2026
At VitalWell Holistic Veterinary Center, we strive to provide clear information about our scheduling, payment, cancellation, and refund policies. These policies help us reserve appropriate time and resources for each patient while providing consistent care for all of our clients.
APPOINTMENT SCHEDULING & DEPOSITS
Certain appointments, procedures, surgeries, and special events may require a scheduling fee or deposit at the time of booking.
All deposits and scheduling fees are nonrefundable except as expressly provided in a written policy applicable to the specific service or event.
Cancellation and rescheduling requirements vary by appointment, procedure, or event. The applicable requirements are presented through our online scheduling system at the time of booking and are included in the appointment confirmation email. By completing the booking, the client agrees to the cancellation and rescheduling terms applicable to that appointment.
CANCELLATIONS & RESCHEDULING
We understand that plans sometimes change. Please contact us as soon as possible if you need to cancel or reschedule an appointment.
Cancellation and rescheduling requirements may vary depending on the type of appointment, procedure, surgery, or event. Deposits or scheduling fees may be forfeited when an appointment is canceled, rescheduled outside the permitted timeframe, or missed.
For mobile dental events, appointments may be rescheduled to another available event date or location at no additional charge when the change is made at least four weeks before the scheduled event date.
NO-SHOWS
Deposits and scheduling fees are nonrefundable for missed appointments or no-shows.
Repeated missed appointments or late cancellations may require advance payment or additional scheduling requirements for future appointments.
REFUND POLICY
Once veterinary services have been performed, payment is due in full and there are no refunds for services already performed.
Medications are nonrefundable.
Unopened eligible inventory items may be considered for return with prior approval and are subject to a 10% restocking fee.
Deposits and scheduling fees are nonrefundable except where a specific written policy for the applicable service provides otherwise.
For mobile dental events, a refund of the scheduling fee may be requested within 72 hours of the original payment. After that period, the scheduling fee is nonrefundable.
NON-ANESTHESIA DENTAL EVENTS
A nonrefundable deposit is required to reserve a non-anesthesia dental appointment.
If a patient cannot safely or comfortably tolerate the non-anesthesia dental procedure, the deposit may be applied toward the examination/evaluation performed at the appointment and is not refundable.
Medical circumstances will be reviewed individually when appropriate.
PAYMENT POLICY
Payment is due at the time services are rendered or at discharge unless other arrangements have been made in advance.
We accept cash, check, Venmo, Cash App, Zelle, MasterCard, Visa, and Discover.
When paying by credit or debit card in person, the physical card must be present and readable by our card-processing equipment. For security purposes, card numbers cannot be manually entered by our staff if a card is damaged or cannot be read. In that situation, a different card or another accepted form of payment will be required. Alternatively, VitalWell may provide a secure electronic payment link that allows the client to enter the card information directly. Payments made through a payment link may be subject to an additional 4% convenience fee when applicable.
Returned checks or disputed credit-card transactions may be subject to a $50 fee.
ESTIMATES & CARE PLANS
Treatment estimates and care plans are intended to provide an anticipated cost of recommended services based on the information available at the time they are prepared.
Unless otherwise specified, estimates are valid for 30 days.
Actual charges may vary from an estimate when a patient’s condition, treatment needs, medications, diagnostics, or other circumstances change. A price variance of approximately 10% may occur without requiring a revised estimate.
When significant changes to a treatment plan are anticipated, we will make reasonable efforts to discuss those changes with you before proceeding when circumstances permit.
THIRD-PARTY SCHEDULING & PAYMENT SERVICES
VitalWell may use third-party services for online scheduling and payment processing. Transactions completed through those services may also be subject to the provider’s applicable terms and policies.
QUESTIONS ABOUT OUR POLICIES
If you have questions regarding this policy, please contact VitalWell Holistic Veterinary Center through our Contact page.