Appointment & Booking Policy
Aevua values your time and the time of our clinical practitioners. This Appointment & Booking Policy explains how to schedule, confirm, cancel, and reschedule your appointments, along with our no-show, late arrival, and preparation requirements.
1. Appointment Booking and Confirmation
1.1 Scheduling Methods
Appointments may be scheduled through these 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: contact@aevua.com (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, with optional SMS text reminders 48 hours and 24 hours before your appointment (if you have 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: The "24-Hour Rule"
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
Note: Text messages (SMS) are not accepted as official cancellation notice.
- Preferred Method: Member Portal (available 24/7, instant confirmation)
- Phone: (201) 540-9549 (during business hours; voicemail accepted after hours, but the timestamp determines whether notice is timely)
- Email: contact@aevua.com (timestamp of received email determines compliance with the 24-hour rule)
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, or, if a service deposit was paid, the deposit will be forfeited.
For Founding Members: 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 either forfeiture of Service Credits equal to the value of the scheduled appointment, or 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
No-shows will be charged the greater of:
50% of the scheduled service's full retail value, or
$100
Fees are automatically charged to the payment method on file and 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, and you will be charged the full service price. Shortened treatments may result in suboptimal outcomes, and the practitioner may recommend rescheduling if adequate treatment cannot be provided in the time remaining.
4.3 Arrivals More Than 15 Minutes Late
The appointment will be treated as a Late Cancellation or No-Show (depending on severity of lateness). The practitioner has sole discretion to proceed with a shortened treatment or reschedule. Applicable late cancellation or no-show fees will apply, and 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.
5.1 General Preparation Requirements
Laser Hair Removal: Shave the treatment area 12–24 hours before your 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.
Injectable Treatments (Botox, Fillers): Discontinue blood-thinning medications and supplements 7–10 days prior if medically safe to do so. Avoid alcohol for 24–48 hours before. Arrive with clean, makeup-free skin.
Chemical Peels and Microneedling: Discontinue retinoids, AHAs, and BHAs for 5–7 days before treatment. Avoid waxing or other irritating procedures for 1 week before.
5.2 Failure to Prepare Properly
If you arrive unprepared (for example, unshaven for laser hair removal or wearing makeup for a chemical peel), treatment may be postponed with late cancellation fees applied, or we may accommodate you if time permits, which 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, children under the age of 12 are not permitted in the facility, including waiting areas, treatment rooms, or consultation spaces.
Exception: 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 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 support person for a patient with a disability
- A legal guardian for a minor patient
- A translator
These exceptions 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).
- Emotional Support Animals (ESAs) and pets are not permitted.
- Service animals must remain under the handler's control at all times and may be excluded from sterile or treatment areas where their presence would pose a direct threat to health and safety.
7. Triple 24 Offer
This promotional offer is subject to the following terms:
- New clients only; one-time use
- A $24 non-refundable deposit is required via the Mangomint link at least 24 hours before your appointment
- Valid only on treatments exceeding $48 regular price
- Cannot be combined with other discounts or promotions
- A single free reschedule is permitted if requested more than 24 hours before the appointment
- The deposit expires 30 days after payment, with no refund
Contact Information
Phone: (201) 540-9549
Email: contact@aevua.com
Address: 449 W Mt Pleasant Ave, Livingston, NJ 07039