The WellSpring Collective Policies & Procedures

Privacy and Confidentiality

WellSpring Collective is committed to protecting your privacy and ensuring that your personal and health information is handled securely and responsibly.

Information We Collect:

• Personal Information: Name, address, phone number, email, date of birth.

• Health Information: Medical history, symptoms, treatment plans, and other health-related data necessary for naturopathic care.

• Payment Information: Billing details, insurance information (if applicable), and transaction records.

• Website Data (if applicable): IP address, cookies, and other online identifiers when you visit our website.

How We Use Your Information:

• To provide naturopathic care and treatment.

• To schedule appointments and communicate with you.

• To process payments and insurance claims.

• To send appointment reminders and health-related updates.

• To improve our services and comply with legal requirements.

We do not sell or share your information for marketing purposes. However, we may share information:

• With healthcare providers involved in your care (with your consent).

• With insurance companies (if applicable).

• With legal or regulatory authorities as required by law.

• With service providers assisting with billing, scheduling, or IT support (under confidentiality agreements).

Security & Email Communication Risks:

We take appropriate security measures to protect your data, including encryption, secure storage, and access restrictions. However, no system is completely secure, and we encourage you to take precautions when sharing sensitive information online.

Our doctors offer email communication, but email has inherent risks, including:

• Lack of guaranteed privacy and security.

• Possibility of interception, forwarding, or unauthorized access.

• Risk of viruses and data breaches.

• Emails being used as legal evidence.

By communicating via email, you acknowledge and accept these risks. The WellSpring Collective uses Gmail, which does not utilize encryption software. By emailing us, you waive the encryption requirement, understanding this increases the risk of privacy violations.

Appointments and Cancellations

Your appointment time is reserved exclusively for you. We ask for your cooperation in adhering to the following policies:

Cancellations & Rescheduling:

• Notify us at least 24 hours in advance if you need to cancel or reschedule your appointment.

• Cancellations made with less than 24 hours' notice or missed appointments will incur a fee.

Cancellation Fees:

• Naturopathic visits: $50.00

• Other appointments: $25.00

Payment for Missed Appointments:

• Fees for missed or late-cancelled appointments are due within 30 days.

• Unpaid fees after 30 days will be sent to a collection agency, with an additional collection fee applied.

Rescheduling After a Missed Appointment:

• To reschedule, full payment for the office visit/service must be made at the time of rescheduling.

We value your time and ask that you value ours by adhering to these policies. Thank you for your understanding.

Initial Consultations

Your initial consultation is a comprehensive assessment of your health and consists of the following:

Duration:

• 90–100 minutes

What It Includes:

• A thorough review of your medical history.

• Evaluation of physical, mental, emotional, environmental, and lifestyle factors affecting your condition.

• Recommendations for laboratory tests (if needed).

• Development of an individualized healthcare plan tailored to your needs.

Follow-Up Appointment:

After the initial consultation, a follow-up appointment will be scheduled to:

• Review lab results (if applicable).

• Discuss your treatment plan, which may include dietary changes, nutritional supplements, exercise routines, and stress management techniques.

Laboratory Testing

Laboratory testing is optional but highly beneficial for developing a personalized treatment plan.

Purpose:

• Labs provide a more complete picture of your health.

• They help identify priorities and monitor progress toward your health goals.

Payment:

• All laboratory tests must be paid for at the time of service.

Note:

• The labs offered at The WellSpring Collective are for informational purposes only and are not intended to diagnose disease.

Refund and Credit Policy

• No refunds for naturopathic services.

• Credit issued for unused services (valid for one year from issuance).

• Canceled lab tests will result in a $25 fee.

Financial Hardship Policy

We understand natural healthcare can be costly. If you need financial assistance, contact our office for consideration under our Benevolence Policy.

Communication Policy

• Non-urgent requests: Allow 2 business days for a response.

• Urgent requests: Allow at least 2 hours during business hours.

• Emergencies: Call 911.

For non-urgent chronic concerns, email us to allow the phone system to handle urgent calls.

Late Arrival Policy

If you arrive more than 15 minutes late, we may need to shorten or reschedule your session.

Infection Control Policy

To protect vulnerable patients, please reschedule your appointment if you have had fever, vomiting, or flu-like symptoms in the past 24 hours.

• Telehealth (Zoom) appointments may be available as an alternative.

Patient Responsibilities

To ensure effective treatment, patients should:

• Communicate openly about their health history and symptoms.

• Follow treatment plans and inform us of any issues or concerns.

• Treat staff with respect and maintain a professional environment.

• Engage actively in their health by following lifestyle recommendations.

• Respect confidentiality and avoid self-prescribing treatments.

• Seek emergency care when needed, as we are not equipped to handle life-threatening conditions.

Scope of Practice Disclaimer

Naturopathic doctors at WellSpring Collective:

• Focus on identifying underlying causes of symptoms.

• Use natural, non-invasive techniques.

• Offer treatments that may not be FDA-approved.

• Do not replace medical doctors and advise seeking primary care alongside naturopathic care.

• Reserve the right to decline treatment if it exceeds our scope.

Policies for Minors

• Parental consent is required for patients under 18 years old.

• A parent/guardian must be present for the first visit and certain treatments.

• Minors aged 16+ may attend follow-ups alone with written parental permission.

Termination of Care

Care may be terminated due to:

• Non-compliance (failure to follow treatment plans or frequent no-shows).

• Disrespectful behavior toward staff or patients.

• Failure to pay for services.

• Conflicts in care philosophy incompatible with our approach.

• Unresolved ethical or legal concerns.

Procedure:

• Patients will receive a formal notice with reasons for termination and referrals for continued care elsewhere.

Cancellation Policy for Packages or Memberships (if offered)

• Packages are non-refundable unless due to documented medical necessity.

• Unused sessions may be transferred to a family member or friend with approval.

• Packages must be used within 24 months or will expire.

• Early membership cancellation may incur a 10% fee.

Extenuating circumstances will be considered on a case-by-case basis.

For questions regarding these policies, please contact us at office@wellspringnrv.com or call 540.440.1872.

Thank you for trusting The WellSpring Collective with your health and wellness journey.