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Office Policy

POLICIES AND AGREEMENTS

IMPORTANT INFORMATION: 

We do not accept walk-in appointments; sessions are by appointment only.

First-time clients are required to pre-pay for their first appointment. 

Location: 1210 Sycamore Square Drive Suite 102 Midlothian, VA 23113

Telephone: 804-837-4292

Email: vhm.massage@gmail.com

Office Hours:

Monday through Friday: 8:00 am to 7:00 pm

Saturday & Sunday: 8:00 am to 5:00 pm

*Holiday hours may fluctuate. 

CANCELLATION POLICY

1.) 24 HOUR ADVANCED NOTICE:

Cancellations must be 24 hours in advance.  No-shows/cancellations given less than 24 hours in advance are subject to payment in full.  A credit card is required to be put on hold for all bookings including online and over the phone.  No charges will be made to the credit card until services are rendered, or if there are any no-shows or cancellations given less than 24 hours notice. You authorize Vitality Health Massage to charge your card if an appointment is missed or in violation of our 24-hour cancellation policy, if any of our Expected Conduct policies are violated (See the Expected Conduct section below), full payment will be charged to the credit card on file, and gift certificates, packages, and memberships are considered redeemed. All appointments start on time.  Any late arrivals will end at the originally scheduled time, and be charged full price.  

RESCHEDULING APPOINTMENTS WITHOUT A 24-HOUR ADVANCED NOTICE: 

If you call to reschedule your appointment, your next appointment must be scheduled no later than the end of the month that your appointment was scheduled or you will be charged the full amount of your session. Our 24-hour notice also applies where you will be charged the full amount of your appointment if you do not reschedule within a 24-hour notice. If you have a card on file with us, you authorize Vitality Health Massage to charge your card for the session if you break any of the policies of Vitality Health Massage, LLC.

2.) NO-SHOWS:

Anyone who either forgets or consciously chooses to forgo their appointment for whatever reason will be considered a “no-show.” They will be charged the full price of the scheduled session for their “missed appointment. All charges will need to be paid in full before rescheduling your next appointment. If you have a card on file with us, you authorize Vitality Health Massage to charge your card for the session if you break any of the policies of Vitality Health Massage, LLC. If you have a card on file with us, you authorize Vitality Health Massage to charge your card for the session if you break any of the policies of Vitality Health Massage, LLC.

 

3.) LATE ARRIVAL:

If late arrival is inevitable, your service(s) may be shortened in order to keep on schedule. Every client is important to us and since our sessions are for the full allotted time billed we want to be able to keep everyone on schedule which helps keep everyone’s lives a little more stress-free and peaceful. Should your therapist start your scheduled appointment later than the start time of your appointment due to unforeseen circumstances, your therapist will add the time missed to your following session or discount your session. Any clients that are more than 15 minutes late for their session will be charged for their full session along with any add-on services. If you have a card on file with us, you authorize Vitality Health Massage to charge your card for the session if you break any of the policies of Vitality Health Massage, LLC.

4.) SICKNESS POLICY:

Vitality Health Massage, LLC recognizes that both massage therapists and clients are vulnerable to infections, and given that we ask clients to cancel appointments when they are feeling unwell. If you have any of the following contagious illnesses the massage session will be rescheduled: Covid-19 or Covid Symptoms, Diarrhea, Vomiting, Fever, Sore Throat, Poison Ivy, Flu, Chicken Pox, Head Lice, Impetigo, Ringworm, Common Cold, or anything that is, or could be contagious please reschedule your appointment as soon as you are feeling well and your sickness has ended for more than 24 hours. Cancellation fees will apply if your appointment is canceled less than 24 hours of the scheduled appointment time and you will be charged for the entire cost of your scheduled appointment. All fees will need to be paid prior to rescheduling another appointment with our office. Some sicknesses or illnesses may require a letter from a qualified physician that grants you permission to receive massage therapy. The therapist has the right to request a letter from a qualified physician or from your doctor before any sessions begin. The therapist also has the right to refuse, reschedule, and cancel your appointment if the therapist feels that the massage may cause injury or be contraindicated to the client. If you have a card on file with us, you authorize Vitality Health Massage to charge your card for the session if you break any of the policies of Vitality Health Massage, LLC.

5.) PAYMENT FOR SERVICE:

We use Square Payment which accepts VISA, Master-Card, Discover, and American Express. 

We do not accept personal checks for payment, but you may pay cash at the office.

If you have a card on file with us, you authorize Vitality Health Massage to charge your card. This includes any canceled appointments that were not canceled within our policies, 24 Hour Notice policy, or any unpaid balances owed to Vitality Health Massage, LLC. and there will be no refunds. 

You agree to our Electronic Records & Signatures Agreement when you sign for any of our forms, documents, or authorization forms online. Click here for our Electronic Records & Signatures Agreement

PURPOSE OF MASSAGE

1.) I understand that massage therapy is provided for stress reduction, relaxation, relief from muscular tension, assists with pain management, and improvement of circulation.  I agree and understand that treatments are for therapeutic purposes only and should NOT be used if the person who will receive the treatment is on any medication that would be expected to weaken bone structure and/or connective tissue or lead to enhanced bleeding; have edema due to chronic heart failure or kidney failure; have an inflammatory condition in the acute stage; have acute phlebitis and/or deep venous thrombosis; have had an acute trauma or recent surgery; are in the first trimester of pregnancy, or where treatment is otherwise contraindicated. Clients that wish to book a treatment on his or her own behalf should consult a physician if uncertain as to whether a treatment is appropriate. I agree that no one other than myself or an authorized legal guardian approved by Vitality Health Massage, LLC may book an appointment for treatment. 

The client is also informed and aware that there are further alternatives that are not offered by the therapist such as chiropractic, acupuncture, reflexology, and physiotherapy, etc that you are able to explore at your own free will for other healthcare needs. In addition, I may have referral sources to share with you since these types of therapy are out of my scope of practice.

The client understands that massage therapists are not physicians and that massage therapy should not be construed as a substitute for medical examination and/or treatment provided by a licensed physician. The client understands that massage therapists can not diagnose any physical or mental illnesses, that they do not prescribe any medical treatments or drugs/medications, and that they do not perform any spinal or skeletal manipulations.

2.) SCOPE OF PRACTICE:

I understand that the services offered are not a substitute for medical care. I understand that my therapist is not qualified to perform spinal or skeletal adjustments, diagnose, prescribe, or treat physical or mental illness.

  • Medical Information (Part 1): I affirm that I have notified my therapist of all known medical conditions if I am feeling sick and injured.

  • Medical Information (Part 2): I agree to inform the therapist of any changes in writing about my health and medical conditions. I understand that there shall be no liability on the therapist’s part should I forget to do so.

  • Covid 19: I understand that, because massage therapy work involves maintaining touch and close physical proximity over an extended period of time, there may be an elevated risk of disease transmission, including COVID-19. We require that a facemask be worn in our office and during the massage session. By signing this release/intake form, I hereby waive and release my therapist from any and all liability, past, present, and future relating to massage therapy and bodywork. I agree that I will not hold my therapist liable should I receive a positive test indicating that I am Covid Positive.  By signing, I also agree that I have fully read and understood the Covid-19 Statement found on the Vitality Health Massage website at www.vitalityhealthmassage.com/covid-19 

  • Cancellations & No- Show Policy: By signing this release and our Intake Form, I also verify that I have read, understand, and agree to our office policy of Vitality Health Massage, LLC which can be found at www.vitalityhealthmassage/policy. By signing, I also fully understand and have completely read over our 24-hour cancellation policy and office policy.

  • Your Privacy: Any details, conversations, treatment, appointment information, or any details about your session will remain private. We require written consent from you in order to discuss your treatment with any other family members or physicians that provide treatment for you. Please read our privacy policy on our website at www.vitalityhealthmassage.com/privacystatement

EXPECTED CONDUCT

1.) I understand that massage is entirely therapeutic and "non-sexual in nature". The therapist reserves the right to immediately end the session if any sexual advances, comments, or jokes involving a sexual nature occur during the massage session or while in our office. You will be required to pay the full price of your session and will not be allowed to book any future sessions at Vitality Health Massage, LLC. You understand that our relationship and discussions about your therapy are to be about your therapeutic relationship with your therapist. The therapist reserves to right to immediately end your session and you will be charged the full amount of your session along with any add-on services you had with your session and there will be no refunds. If you refuse to be draped during the session, your session may be canceled by the therapist and you will be required to pay for your session in full. If you have a card on file with us, you authorize Vitality Health Massage to charge your card for the session if you break any of the policies of Vitality Health Massage, LLC.

 

2.) PROFESSIONAL BOUNDARIES:

Requests for sexual activity will not be tolerated, will be viewed as solicitation, and reported to the proper authorities if the therapist chooses, under the guidelines of the massage therapy policies and procedures. The client will not be rescheduled if this occurs.

The breast and genital area will not be massaged under any circumstances. Permission will be asked before working close to these areas; otherwise, a professional distance will be maintained. Also, the low back, hip & gluteal area will be massaged only with your expressed permission. You agree to immediately let the therapist know before your session if you do not want these areas worked on during your session. Sexual interaction or discussion of any kind between the client and the massage therapist is NEVER appropriate.

3.) CONFIDENTIALITY AND CONVERSATION:

The discussion between the massage therapist and the client is confidential. The client may or may not choose to talk during the massage. The client understands that their personal health information and any other client records maintained by the therapist are private and confidential. The client understands that their information will not be shared with any third party without their prior written consent or a subpoena or court order. Client records and private health information can not be shared with spouses, significant others, or family members without written consent from the client. We are happy to listen to your conversation and share our professional expertise. We prefer to not discuss topics of political, religious, or private in nature.

There are times when a client may have emotional responses during a session such as crying, sadness, or a moment where a client feels a rush of powerful emotion. We want our clients to know that it is absolutely ok to express those feelings in our safe, nonjudgmental environment. In addition,  you may request privacy, ask that the therapist pause the session and be present with you during that time,  or you may choose to end the session. You are always in control of your massage session. 

4.) DRAPING:

I fully agree and understand that I must be fully draped during sessions/treatments and a sheet must be used to properly drape areas of the body that the therapist is not working on. 

The client may choose to leave on as much clothing as needed for comfort, refuse any massage methods, or stop the massage at any time and is free to leave; the treatment room doors are never locked.

The client will always be modestly draped and our policies require you to be draped during the session at all times. Only the area being massaged will be undraped and the areas undraped will be secure to ensure there is no indecent exposure to the clients' private areas. The clients will be kept informed of the area to be massaged by the therapist. If undraping the client's gluteals is significant in the treatment, the client understands that it is part of therapy and the client always has the right to refuse treatment of the gluteal area. The client is informed that they always have the right to terminate treatment at any time, and the right to alter the therapist's pressure if it is causing you (The client) discomfort. The therapist reserves to right to immediately end your session if you refuse to be draped during the session and you will be required to pay for your session in full. If you have a card on file with us, you authorize Vitality Health Massage to charge your card for the session.

POLICIES & PROCEDURES

At Vitality Health Massage, LLC, we understand that unanticipated events occur in everyone's life. Unforeseen events such as sick children, car problems, traffic considerations, business meetings, and project deadlines, are just a few reasons why one might consider canceling a massage appointment.

In our commitment to providing a unique and outstanding massage experience to all of our clients and out of consideration for our therapists' time, we have adopted the following policies:

 

1.) ARRIVAL AT YOUR SESSION:

If this is your first time with us, WELCOME and we are so honored to have you as a client! Please have all of your documents and forms completed before your session so we can make sure your appointment is on schedule and please arrive for your appointment 10 minutes prior to the scheduled starting time. Please be freshly showered, scent-free, and free of any makeup, and jewelry when you arrive for your massage session. We also suggest wearing comfortable clothing rather than work clothes. We understand that some of our clients may come directly to their sessions after work and maybe in their work clothes which is perfectly fine. We want you to be comfortable and we are honored that you are here with us.

2.) INTAKE FORMS: 

*Please note that we can not begin your session if your intake form and any other necessary paperwork are not completed before your appointment. Some of your forms will take time to fill out and your session appointment may be shorter as a result of not having your paperwork completed before the session. Your session time will not be extended and your session will end on time so that other clients following your appointment are not penalized. It is important that our scheduled appointments start and end on time so that we can respect our other client's time and keep other clients' appointments on time. 

If our receptionist is not available, more than likely I will be in session with another client. Due to Covid-19, we have changed our protocols to keep our clients safe. We are now asking that you please wait in your vehicle and I will text you when your appointment is ready and greet you at our door.   All services offered have a specific time schedule and a slightly early arrival allows for a relaxed and unhurried experience.

3.) FRAGRANCE-FREE POLICY:

Vitality Health Massage, LLC asks for all clients to refrain from smoking, from wearing perfume, cologne, aftershave, scented lotions, body sprays, or other similar "smelly" products on the day you visit Vitality Health Massage, LLC.

Synthetic chemicals found in scented products can trigger migraines, negative skin reactions, and asthma attacks in our sensitive clients.

4.) SMOKE-FREE POLICY:

Smokers are asked to please shower before their appointment and avoid smoking until after your appointment; this helps us avoid the smell of smoke in our office, which triggers migraines and asthma attacks in our most sensitive clients.

 

5.) CLIENTS UNDER 18 YEARS Of AGE:

We do not massage anyone under the age of 18 without a signed intake form from the parent/legal guardian. Parents must be present for the first session and must be the ones to schedule the appointment(s). Parents/legal guardians must be present in the room for anyone under the age of 18.

Since your child or client under the age of 18 is considered "the client", questions regarding the session will be asked to the child/client and not the parent/guardian unless the child/client gives us their verbal permission to do so during the session. We both honor and respect the child/client's privacy just as we would with our adult clients. Our goal is to develop a foundation of trust and security with the child/client in order to develop a healthy therapeutic relationship.

 

 GIFT CERTIFICATE PURCHASES

https://www.vitalityhealthmassage.com/giftcertificates

Gift certificates may be purchased online where you can purchase gift certificates by choosing your own electronic gift certificate and template or you may purchase a paper gift certificate. 

RULES: 

  • All gift certificate purchases have no cash value, are non-transferable, and are non-refundable.  Any gift certificate purchases are for services only, do not include tips, and cannot be used towards products for sale.  

  • Gift certificates may not be transferred to another person without consent from the therapist at Vitality Health Massage, LLC or sold or traded in for cash value 

  • All gift certificate sales are final with no refunds. 

  • Gift certificates must be presented to the therapist at your session. 

  • Gift certificates will expire after 6 months from the date of purchase. No refunds or extended amounts of time to use your gift certificate at a later date will be allowed. 

 CREDITS & PACKAGES

CREDITS: Your therapist and Vitality Health Massage appreciate each of the clients that take the time to refer a friend or family member to us or leave us a 5-star Google review.  We may offer you a credit to your account that you can use towards your next session, towards purchases of massage sessions, add-on services, and products sold at Vitality Health Massage. These credits, if not used, will expire after 3 months from the date the credit was awarded. Credits may not be transferred to other clients, cashed in for cash value, and are non-refundable. Your therapist can choose to use your credits towards missed appointments or balances owed to Vitality Health Massage, LLC. Your therapist may also revoke credits at any time if you violate any of the policies of Vitality Health Massage, LLC at any time. 

PACKAGES: Our packages are usually for three massage sessions which are purchased at a discounted price. By creating an account with our Vagaro software, you may share packages with friends and family. Friends and family will also need to complete our intake form, agree to our policies and schedule their own appointments with Vitality Health Massage. We will not share any information about their session with you or any other family members due to HIPPA privacy. *Packages expire 6 months after the purchase date and we do not offer any refunds for any sessions that are not used within the 6-month period. 

HOW WE COMMUNICATE

We will need a way to communicate with you by email, your cellular phone/home phone, or by text to inform you about appointment reminders, cancellations, and changes in your appointments. There may be times when you left something behind in our office, we will need to text you or call you when we are ready for your appointment so that we can greet you at the door, and let you know about closings due to severe weather conditions. By signing below, you grant us permission to contact you via phone, cell phone, email, or text to communicate with you for these reasons. *Text messaging will only be used during our business hours and text messaging should only be used for communicating to us about appointment cancellations, rescheduling, or appointment inquiries.* Discussions about treatment or discussions about your session must be made via phone to protect your privacy. We may also send you promotions, discounts, and thank you for referring a new client to us and you may opt-out at any time from these types of communications. You will be required to email us at vhm.massage@gmail.com to opt-out.