Balanced Body Medicine Policies :

1. New Patient Registration:

  • Each new patient interested in establishing care at Balanced Body Medicine may schedule a 15 minute discovery call/consultation to ensure their health concerns/goals are compatible with the type of care we provide. The option to schedule a new patient appointment without a discovery call is also available.

  • Once an appointment has been scheduled, each new patient will receive an emailed link to complete intake forms due 48 hours prior to their first appointment. If the forms cannot be completed in the time frame requested, the appointment will be cancelled and rescheduled to a later date.

  • When the initial appointment is made we will keep a credit card on file to hold your appointment time. No charges will be filed unless you miss or cancel an appointment without proper notice.

2. Appointments and Cancellations:

  • Your initial appointment will be scheduled after a discovery call with the provider or via the self scheduling option on the website.

  • Follow up appointments of 30-60 minutes will be offered after the first appointment and scheduled at that time. If that time needs to be changed, you will have the opportunity to cancel and self schedule a new appointment on the patient portal.

  • Cancellations must be made 24 hours in advance. Emergencies and illnesses must notify the provider via phone message or text as soon as possible and exceptions will be made on a case by case basis.

  • We honor your time and will arrive at each appointment on time. We ask that patients do the same. Late arrivals will be billed for the full time scheduled

3. Billing:

  • Our practice does not accept insurance, however patients can pay with blue fin through the patient portal which accepts credit/debit, ACH and digital wallets such as google pay. Blue fin offers point to point encryption for enhanced security.

  • We also gladly accept HSA and FSA debit cards as a form of payment. Your card must be linked to a valid HSA/FSA account. We recommend verifying that your HSA/FSA provider allows card payments for functional medicine services.

  • Balanced Body Medicine does not accept insurance and has opted out as a Medicare provider. While we do not bill Medicare for consultation services, we can still order labs, imaging and diagnostic services that can be performed at third party facilities and billed to Medicare. Each patient is responsible for confirming coverage details with their insurance provider.

  • Balanced Body Medicine does not submit claims or medical records directly to insurance companies. Patients are welcome to request a superbill or clinical summary to use for out-of-network reimbursement, which will be provided upon request.

4. Form requests

  • Medical clearance forms, Leave of absence or letters to employers or other medically related applications require a 30 minute visit to complete with the provider.

  • Balanced Body Medicine does not complete medical disability forms for patients nor do we submit functional medicine medical notes to support disability claims.

5. Communication by phone and email:

  • If you need to cancel an appointment or reach Balanced Body Medicine for other concerns, please call during business hours. Leave a message and your call will be returned promptly within 24 hours. If you are choosing the text option to communicate, please reserve this for non clinical information as this is not a HIPPA protected service. This is also not an emergency service. For any urgent or emergent situation please call 911 or go to the closest emergency room. * Note your phone number will be used exclusively to send you messages you have opted to receive based on your consent. We do not sell or share your personal information with third parties*

  • Please consider email for any questions or concerns related to billing, scheduling or administrative issues to info@balancedbodymedicine.com . Please allow for up to 72 hours for a response especially over the weekend.

  • The patient portal is available to established patients and can be used to communicate concerns regarding supplements, symptoms or clinical questions. If messages become too frequent or require more than a simple response, you will be asked to make a follow up appointment to discuss. The portal is not for emergencies or urgent situations. Allow for 24-72 hours for a response.

6. Payment using HSA/FSA

  • Most services provided by Balanced Body Medicine LLC are eligible for HSA/FSA reimbursement, including functional medicine consultations, medically necessary lab tests and nutritional counseling with a supporting diagnosis. Please note: Over-the-counter supplements, wellness products, or general health coaching may not be eligible unless prescribed or deemed medically necessary by your provider. Option A: HSA/FSA Debit Card

  • We accept HSA and FSA debit cards as a form of payment.

  • Your card must be linked to a valid HSA/FSA account.

  • We recommend verifying that your HSA/FSA provider allows card payments for functional medicine services.

Option B: Reimbursement Claim

  • If paying out-of-pocket, we can provide a detailed superbill or itemized receipt to submit to your plan for reimbursement.

  • This document will include service codes, diagnoses (if applicable), and provider credentials.

  • If required by your HSA/FSA plan, we are happy to provide: A superbill including ICD-10 and CPT codes and/or a letter of medical necessity (for services/products that may need justification)

  • Patients are responsible for understanding the terms and limitations of their specific HSA/FSA plan.

  • If a service is denied by your HSA/FSA provider, the patient remains responsible for payment.

  • We recommend contacting your HSA/FSA administrator in advance for clarification on covered services.

  • Payments made with HSA/FSA funds are subject to the same refund and cancellation policies as all other payments.

  • In the event of a refund, the amount will be returned to the original form of payment.

7. Private Contract for all Patients receiving Medicare benefits

  • All patients that are currently receiving Medicare benefits must complete a signed private contract between themselves and Balanced Body Medicine to acknowledge that they understand the details of working with an opted out provider and agree that they will not seek reimbursement from Medicare for services rendered by Balanced Body Medicine or Heather Bates FNP.

8. HIPPA Privacy Policy

  • A separate form stating our HIPPA privacy policies is available on our website and will be part of each new patient intake packet.

  • Any updates to the policy will be available on the website and a printed copy can be provided upon request.

9. Non discrimination Policy

  • Balanced Body Medicine LLC is committed to providing high-quality, patient-centered care in a respectful, inclusive, and welcoming environment. We do not discriminate on the basis of: Race, Color, National origin, Sex, Gender identity or expression, Sexual orientation, Disability, Religion, Marital status, Military or veteran status, Genetic information or any other characteristic protected under applicable federal, state, or local law.

  • All individuals seeking care through our practice will be treated with dignity and respect. We believe in equitable access to health services and strive to create a space where every patient feels safe, heard, and supported in their health journey.

  • If you have questions or concerns about this policy or feel that your rights have been violated, you are encouraged to contact our office directly.

10. Prescription refill policy

  • Please allow up to 72 hours for all prescription refills. I am not able to honor urgent refill requests.

  • Ample notification will be given if I will be away, please be proactive in making refill requests at that time, as I cannot guarantee refill timeliness when I am out of the office.

  • Opiates and other controlled substances originally prescribed by another provider will not be refilled by this office.

11. Grounds for termination

  • Balanced Body Medicine reserves the right to terminate any patient or client that demonstrates lack of respect for themselves or the practice through repeated missed or cancelled appointments, disregarding stated policies and/or acting in a way that is disrespectful, dangerous, deceptive or dishonest.

  • If it is determined that a mutually respectful, therapeutic relationship cannot be formed.

  • Balanced Body Medicine is committed to working with individuals that are willing participants in their care and communicate in an open and respectful manner.