By booking an appointment, purchasing a product, or receiving treatment at Roots of Health Clinic, you acknowledge that you have read, understood, and agree to the following terms, conditions, and policies.
These terms outline our financial, clinical, and operational policies to ensure the highest quality of care, transparency, and compliance with all applicable regulations.
1. Financial Policies
- Patients may cancel and reschedule their appointments online from the patient portal in accordance with our cancellation policy.
- No fees will be charged if the appointment is cancelled within the permitted time.
- Missed appointments are not permitted.
- Patients may not cancel within policy hours on Saturdays or Sundays.
2. Appointment Cancellation Policy
- All appointments require a valid credit/debit card on file to confirm the booking.
- The card may be removed upon patient request, but a valid card is required to book new appointments.
- Patients may cancel or reschedule without penalty if at least 24 hours’ notice is provided.
- Cancellations made less than 24 hours before the appointment or missed appointments will incur a $55.00 fee.
- An appointment is considered “missed” if the patient has not arrived within 30 minutes of the scheduled time.
- Roots of Health reserves the right to waive any fees or penalties at its discretion.
- By maintaining a card on file, the patient authorizes the clinic to charge any applicable late or cancellation fees securely and in accordance with this policy.
3. Payment Methods and Security
Purpose
This policy ensures secure, compliant, and professional handling of patient payments, consistent with HIPAA and PCI-DSS standards.
Accepted Payment Methods
- Cash
- Debit Cards
- Credit Cards (Visa, Mastercard, American Express, Discover)
Payment Timing
Payment is due at the time of service, unless prior written arrangements have been made.
HIPAA & PCI-DSS Compliance
- No patient health information (PHI) is stored or disclosed within payment systems.
- Card transactions are processed through secure, PCI-compliant systems.
- Card data (e.g., full numbers, CVV codes) is never recorded or transmitted by staff.
- Staff receive ongoing training in financial data security and confidentiality.
Receipts
Patients receive receipts for all transactions; stored copies are securely maintained by authorized staff only.
4. Discounts
At its discretion, Roots of Health may offer discounts or reduced fees for certain services. These are applied fairly and communicated transparently before services are rendered.
5. Office Policies
Office Hours
- Monday – Friday: 8:00 AM – 5:00 PM
- Lunch Break: 12:00 PM – 1:00 PM (office closed)
- Saturday: One Saturday per month, announced in advance
Appointments
- Advance scheduling is encouraged.
- Same-day appointments may be available depending on provider availability.
- Late arrivals (over 15 minutes) may be rescheduled to prevent disruption of other patients’ care.
Cancellations & Rescheduling
- A minimum of 24 hours’ notice is required for cancellations or rescheduling.
- Late cancellations or no-shows may incur a fee.
Emergency Care
Roots of Health does not provide 24-hour emergency services.
For urgent or life-threatening conditions, please call 911 or visit the nearest emergency department.
6. Preparing for Your First Visit
Clothing
Wear loose, comfortable clothing to allow access to treatment areas.
Food & Hydration
Avoid arriving on an empty stomach; eat lightly before your appointment and stay hydrated.
Medications
Continue prescribed medications unless otherwise directed by your provider.
Before and After Treatment
Arrive 10–15 minutes early.
After treatment, rest and avoid strenuous activities for best results.
7. After-Charges and Payment Responsibilities
- Payment is due at the time of service unless prior arrangements exist.
- Missed or late-cancelled appointments (under 24 hours’ notice) may incur a $55.00 fee.
- Unpaid balances are due before future appointments can be scheduled.
- Balances older than 30 days may incur a $25.00 late fee and those over 90 days may be referred to collections.
- Prepaid packages are non-refundable but may be transferred with management approval.
8. Insurance and Financial Assistance
Roots of Health does not bill insurance directly.
Receipts for potential reimbursement will be provided upon request.
Patients experiencing financial hardship are encouraged to discuss flexible payment options with our front desk.
9. Informed Consent to Treatment
By receiving care at Roots of Health, patients consent to diagnostic and treatment procedures recommended by the practitioner.
Roots of Health offers a variety of Traditional Chinese Medicine and Functional Medicine therapies, including:
- Acupuncture
- Moxibustion
- Cupping
- Herbal Medicine
- IV Infusions
- Tui Na Massage
- Electro-Acupuncture
Each therapy includes a full informed consent section, outlining its purpose, risks, and patient rights.
Patients acknowledge that outcomes cannot be guaranteed and that treatment may carry inherent risks (e.g., minor bruising, soreness, dizziness, or infection in rare cases).
Patients may withdraw consent at any time by notifying the clinic in writing.
10. Use of Recording and AI Transcription in Clinical Settings
Roots of Health uses HIPAA-compliant AI transcription tools to improve documentation accuracy.
- Patient consent is required before any recording.
- Only authorized personnel may access recordings.
- All AI vendors operate under a Business Associate Agreement (BAA).
- Recordings are stored securely within the EMR and retained per legal requirements.
11. HIPAA Notice of Privacy Practices
Roots of Health complies fully with the Health Insurance Portability and Accountability Act (HIPAA).
We protect your Protected Health Information (PHI) and only use or disclose it for:
- Treatment
- Payment
- Health care operations
You have the right to access, amend, restrict, and request copies of your records.
Any breach of your PHI will be reported in accordance with federal law.
For details, please refer to our full HIPAA Notice of Privacy Practices available on our website.
12. Health Insurance Policy
Roots of Health does not accept insurance at this time.
Patients may submit receipts to their insurance providers for possible reimbursement.
13. Company Information
Registered Company Name: Roots of Health Corp.
Registered Address: 11003 Northpointe Blvd STE G, Tomball, TX 77375
Email: admin@rootsofhealth.clinic
Phone: +1 737 208 1455
Website: https://rootsofhealth.clinic
14. Policy Updates
Roots of Health reserves the right to amend these Terms and Conditions at any time.
Changes will be posted on our website. Continued use of our services after such updates constitutes acceptance of the revised terms.
