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office POLICies & info

Cancellation Policy

Your health and the health of all of our patients matters to us. To ensure that all of our patients are treated fairly and are able to receive treatment in a timely manner, Pellegrino Healing Center asks that you provide at least 24-hours notice if you need to change, reschedule or cancel your appointment.

 

If you change, reschedule or cancel your appointment without providing us with 24-hours advance notice or fail to keep your appointment (if you are a no-show) the following fees will apply:

 

ACUPUNCTURE

  • $50 for cancellations made less than 24 hours before a scheduled appointment

  • 100% of the treatment price for “no show” appointments 

ALL OTHER SERVICES

  • 50% of the treatment for cancellations made less than 24 hours before a scheduled appointment

  • 100% of the treatment price for “no show” appointments

Any charges incurred for late cancellation/changes/rescheduling/no call/no show must be paid prior to the next scheduled appointment. If there is credit on your account (i.e., pre-paid sessions/package, gift certificates, etc), the full amount of the late cancellation/no-show fee will be removed from your account. Your understanding is appreciated.

 

Late Arrivals: If you are late, your session may be shortened in order to accommodate others whose appointments follow yours. Regardless of the length of the treatment actually given, you will be responsible for the full session price.

To change or cancel an existing appointment, please contact us at 845-233-5672 or email heal@pellegrinohealingcenter.com or reschedule your appointment online.

 

Thank you for your consideration and understanding.

Financial Policy

Collection of Payment

All payments must be collected at the front desk at the time your services are rendered. We take checks, cash and credit cards. Please write all checks to Pellegrino Healing Center.

 

All co-payments and non-covered items are to be paid at the time of visit. You are responsible for payment of all charges, including any balance due following insurance payment.

 

Insurance Patients (acupuncture only): If you have an acupuncture benefit through your health insurance, you may receive an estimate for your patient responsibility prior to or at the time of your service. If there is a difference in the estimated patient responsibility, we will send you a statement for any balance due. If a credit balance results after insurance pays, we will apply the credit to any open balance on your account. If there are no open balances, we will hold the credit on your account to use for future visits.

Your insurance policy is a contract between you and your insurance company. This office holds no party to that contract and will not be held responsible in the event that your insurance denies your claim. In the event that insurance benefits are paid directly to the patient, patient agrees to endorse to Pellegrino Healing Center all checks for such payments.

The massage therapy services that you receive at Pellegrino Healing Center are not sent to your insurance company and therefore, it is your sole responsibility to pay for the services you receive at the time they are rendered. If you require a superbill to send to your insurance company, we ask that you request this prior to going into your massage. We will do our best to have it printed for you before you leave, otherwise it will be emailed before the end of business day. 

 

Security & Privacy

We take your privacy seriously, so rest assured that your credit card information will be securely stored, and our clinic adheres to strict privacy and security protocols to protect your sensitive data.

About our scheduling software system, Jane

No credit card data is stored in Jane. When you enter credit card information into Jane, Jane creates and keeps a token that can be used to reference that information. However, the actual sensitive data is sent to and stored within our payment solution partner Stripe, who holds the highest security certification in the industry.

Is it Safe to Store my Credit Card information with Pellegrino Healing Center?

We want to protect all of your patient data. This includes your patient health records, intake forms, and credit card information.  This is why we use a secure platform called Jane App. Through the Jane integrated payment system called Jane Payments, we are able to keep your information safe. Jane Payments is the PCI-compliant solution designed to help health and wellness practices conduct their businesses with a set of flexible, fully integrated features like secure online payments, terminal payments, online booking policies, memberships, and more!

Is Jane compliant with PCI standards?

Jane Payments, which is Jane’s payment solution, is PCI-compliant. Any client cards you store on file or payments you take through Jane Payments are done in a PCI-compliant manner. Being that Jane only stores a token of the credit card and that the processing of the credit card actually takes place outside of Jane directly within the payment processors, this all means that Jane is PCI-compliant in the way that it is set up as an application and a company.

We reserve the right to review and revise this policy as needed to maintain fairness and consistency in our service delivery.

ACUPUNCTURE

New acupuncture patients: If this will be your first time receiving acupuncture at Pellegrino, you will be booked in for an Initial  Consultation, where a customized treatment plan will be created especially for you. If you wish, you can start care immediately after the consultation. Initial Acupuncture appointments need to be scheduled via phone call to our front desk so that they can obtain vital information that is needed to get you all set up for your visit.

 

When you call us, please have your health insurance information handy, so that our billing department can verify your insurance coverage for acupuncture. Different insurance companies and plans vary in deductibles, copays, & visit limits. Insurance information and coverage will be reviewed at your initial consultation.* 

*We are covered by an ever-growing number of insurances. As a courtesy to you, we will verify your insurance benefits and go over your coverage during your consultation.

We want you to be informed and prepared for your visits with us. Below are answers to the most commonly asked questions about acupuncture. If there is anything not covered here that you have a question about, please do not hesitate to call our front desk at 845-233-5672.

FAQ's

How should I prepare for my session?

We recommend wearing loose, comfortable clothing. You should be aware that the acupuncturist may need to access points on your torso, arms and legs.

Try to avoid the following:

  • Fasting for more than six hours before your appointment

  • Eating a big meal within one hour of your appointment

  • Using alcohol, tobacco, food or drinks that color your tongue (such as coffee) immediately prior to treatment or just following a treatment

  • Vigorous exercise within the hour before treatment

  • Consuming alcohol before your treatment.

Afterwards:

  • Refrain from overexertion, exercise, or alcohol for up to 6 hours after the visit.

  • Drink plenty of water 

Does acupuncture hurt?

Acupuncture treatments are not painful. Most people barely feel anything when the needles are inserted. Some people feel a slight pinch, and others ask “Is it in yet?” Acupuncture needles are solid, flexible, and very, very thin (about the width of two hairs). Patients often fall asleep and are in deep relaxation on the table. 

Are the needles safe?

Yes. Sterile disposable needles are used. They are used once and then disposed of.

How often do I need to come in for treatment?

The frequency of treatment depends on your medical condition. Many conditions respond faster to frequent acupuncture treatments, while other patients only need to come in once a week. Once your condition is stabilized, you won’t need to come in as frequently. When you come in for your first treatment, we’ll formulate a specific treatment plan for you.

INTEGRATIVE MEDICINE

Some of our integrative services involve acquiring some of your past medical information and records from previous doctors. You will need to fill out a medical release form as well as our intake forms so that we can receive the necessary medical records to review your case:​

  1. To start the process please call our office at (845) 233-5672. 

  2. Our patient care coordinators will explain the intake steps specific to your visit.
    Please Note: You will not be scheduled for an appointment until all of your intake documents are completed, your required medical records are received, and we have reviewed your paperwork. You may be asked for additional information before scheduling your appointment.

  3. Please download and fill out the medical release form and email it back to us.
    All other intake forms will be sent to you by our front desk.

 

Payment will be collected at the time of service. Depending on the service, a superbill with relevant codes can be provided to you at your visit so you can submit it to your insurance for potential reimbursement (depends on your insurance coverage). IV & Vitamin Booster Shots are not covered by insurance. However, you may be able to put several of our integrative services towards your Health Savings Account (HSA) and Flexible Spending Accounts (FSA).

 

All other integrative services can be scheduled by calling our office at (845) 233-5672 or utilizing our online scheduling.

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