Appointment & Booking Policy

1. Appointment Booking and Confirmation

1.1 Scheduling Methods

Appointments may be scheduled through the following channels:

Member Portal (available 24/7 for registered members)
Phone: (201) 540-9549 (during business hours)
In-Person: At the conclusion of your visit, schedule your next appointment with front desk staff
Email: manager@flawless.center (subject to availability confirmation)

1.2 Credit Card Requirement

All appointments require a valid credit or debit card on file to reserve your time slot. By providing payment information, you authorize Aevua to charge applicable fees for:

No-show fees
Late cancellation fees
Service deposits (if applicable)
Outstanding balances from services rendered

1.3 Appointment Confirmation

You will receive appointment confirmation via:

Email confirmation sent immediately upon booking
SMS text reminder 48 hours before your appointment (if you've opted in)
SMS text reminder 24 hours before your appointment (if you've opted in)

You are responsible for confirming your appointments through the automated confirmation system. Failure to confirm may result in automatic appointment cancellation, and your time slot may be released to other patients.

2. Cancellation and Rescheduling Policy

Aevua values your time and the time of our clinical practitioners. To ensure optimal scheduling efficiency and respect for all patients, we enforce a strict 24-Hour Cancellation and Rescheduling Policy.

2.1 Advance Notice Requirement

You must provide a minimum of 24 hours' advance notice to cancel or reschedule any appointment. The 24-hour period is calculated from your originally scheduled appointment time, not from the time you provide notice.

Example: If your appointment is scheduled for Tuesday at 2:00 PM, you must cancel or reschedule by Monday at 2:00 PM to avoid late cancellation fees.

2.2 How to Cancel or Reschedule

Preferred Method: Member Portal (available 24/7, instant confirmation)
Phone: (201) 540-9549 (during business hours; voicemail accepted after hours but timestamp determines whether notice is timely)
Email: manaer@flawless.center (timestamp of received email determines compliance with 24-hour rule)

Note: Text messages (SMS) are not accepted as official cancellation notice.

2.3 Late Cancellation Fees

For Standard Members and Non-Members:

Cancellations made with less than 24 hours' notice will incur a 50% Late Cancellation Fee
Alternatively, if a service deposit was paid, the deposit will be forfeited

For Founding Members (Diamond and Platinum):

Founding Members receive one (1) "Grace Cancellation" per calendar year
The first late cancellation in a calendar year is waived as a courtesy
Subsequent late cancellations will result in: (a) forfeiture of Service Credits equal to the value of the scheduled appointment, OR (b) a $50 fee to preserve your Service Credits
Grace Cancellations reset annually on January 1st and do not carry over year-to-year

3. No-Show Policy

3.1 Definition of No-Show

A "No-Show" occurs when you:

Fail to arrive for a scheduled appointment without any prior notice
Cancel your appointment less than 2 hours before the scheduled time
Arrive more than 15 minutes late, and the practitioner determines treatment cannot be safely or adequately completed in the remaining time

3.2 No-Show Fees

For All Patients:

No-shows will be charged the greater of: (a) 50% of the scheduled service's full retail value, or (b) $100
Fees are automatically charged to the payment method on file
No-show fees are non-refundable

3.3 Repeated No-Show Consequences

Three (3) No-Shows within any 12-month period will result in:

For Founding Members: Permanent revocation of Founding Member status, including loss of lifetime discount percentage and priority booking privileges
For All Members: Requirement to pre-pay in full for all future appointments
Potential Account Termination: At Aevua's discretion, repeated no-shows may result in termination of your patient relationship and prohibition from future appointments

4. Late Arrival Policy

4.1 Grace Period

We understand that unexpected delays occur. A grace period of up to 10 minutes is provided as a courtesy, subject to practitioner availability and schedule constraints.

4.2 Arrivals 11-15 Minutes Late

Treatment will be provided for the remaining available time
You will be charged the full service price
Shortened treatments may result in suboptimal outcomes
Practitioner may recommend rescheduling if adequate treatment cannot be provided in the time remaining

4.3 Arrivals More Than 15 Minutes Late

Appointment will be treated as a Late Cancellation or No-Show (depending on severity of lateness)
Practitioner has sole discretion to proceed with a shortened treatment or reschedule
Applicable late cancellation or no-show fees will apply
Service Credits (if applicable) may be forfeited

4.4 Impact on Subsequent Appointments

To maintain our schedule and respect other patients' time:

Late arrivals will not cause delays to subsequent appointments
If your lateness impacts our ability to deliver the full, safe treatment, rescheduling is mandatory
Repeated late arrivals may result in pre-payment requirements or scheduling restrictions

5. Appointment Preparation Requirements

To ensure safe, effective treatment and optimal outcomes, you must adhere to all pre-treatment instructions provided by your practitioner. Failure to properly prepare may result in appointment cancellation, rescheduling, or suboptimal results.

5.1 General Preparation Requirements

For All Appointments:

Arrive with clean skin (free of makeup, lotions, perfumes, or other topical products unless otherwise instructed)
Avoid sun exposure and tanning for at least 2 weeks prior to laser treatments
Discontinue certain medications or supplements as directed (e.g., blood thinners, retinoids)
Hydrate adequately, especially before injectable or IV treatments
Eat a light meal before appointments to prevent lightheadedness

For Laser Hair Removal:

Shave treatment area(s) 12-24 hours before appointment
Do NOT wax, pluck, or use depilatory creams for 4-6 weeks before treatment
Avoid retinoids or exfoliating acids for 3-5 days before treatment

For Injectable Treatments (Botox, Fillers):

Discontinue blood-thinning medications and supplements (e.g., aspirin, ibuprofen, fish oil, vitamin E) 7-10 days prior if medically safe to do so
Avoid alcohol for 24-48 hours before treatment to minimize bruising
Arrive with clean, makeup-free skin

For Chemical Peels and Microneedling:

Discontinue retinoids, AHAs, BHAs for 5-7 days before treatment
Avoid waxing or other irritating procedures for 1 week before treatment
Pre-treatment skin priming may be required (specific products will be recommended)

5.2 Failure to Prepare Properly

If you arrive unprepared for your appointment (e.g., unshaven for laser hair removal, wearing makeup for a chemical peel):

Option 1: Treatment will be postponed, and late cancellation fees will apply
Option 2: We may accommodate you if time permits (e.g., providing makeup removal or shaving services), but this may shorten your treatment time or incur additional preparation fees
Repeated failure to follow preparation instructions may result in scheduling restrictions

6. Children and Guests Policy

6.1 No Children Under 12

For the safety and comfort of all patients and to maintain a tranquil, professional environment:

Children under the age of 12 are not permitted in the facility, including in waiting areas, treatment rooms, or consultation spaces
This policy applies at all times, with no exceptions
We understand this may create challenges for parents and apologize for any inconvenience

Exceptions: Minors aged 12-17 who are patients themselves and are accompanied by a parent or legal guardian for their own treatment.

6.2 Guest Policy in Treatment Rooms

To comply with HIPAA regulations (45 C.F.R. § 164.530) and maintain patient privacy and safety:

No guests, friends, family members, or companions are permitted in treatment rooms during another patient's treatment
Exceptions may be made for: (a) a support person for a patient with a disability, (b) a legal guardian for a minor patient, or (c) a translator for a patient with limited English proficiency
Any exception must be approved in advance by the treating practitioner

6.3 Service Animals

Service animals are welcome in accordance with the Americans with Disabilities Act (ADA), 42 U.S.C. § 12101 et seq. However:

Emotional support animals (ESAs) or pets are not permitted
Service animals must remain under the handler's control at all times
Service animals may be excluded from sterile or treatment areas if their presence would fundamentally alter the nature of services or pose a direct threat to health and safety