CANCELLATION AND NO‑SHOW POLICY
Effective: May 1, 2026
This Cancellation and No‑Show Policy (the “Policy”) is established by Skinovatio Medical Spa – Ohio (the “Practice”) to ensure equitable access to medical spa services for all patients, to respect the time of our healthcare providers, and to manage operational costs effectively. This Policy complies with the Ohio Consumer Sales Practices Act (ORC §1345.02) and is not intended to be an unfair or deceptive practice. By scheduling an appointment with the Practice, you acknowledge that you have read, understood, and agree to be bound by this Policy.
(a) Notice Period: We require that you provide at least twenty‑four (24) hours’ advance notice if you need to cancel or reschedule a standard appointment.
(b) Extended Notice for Certain Procedures: For the following procedures, we require at least forty‑eight (48) hours’ advance notice due to the specialised nature of the services and the need for specific practitioner scheduling:
• Neurotoxin injections (e.g., Botox, Dysport, Xeomin)
• Dermal filler injections
• Laser and energy‑based procedures
• Any procedure requiring a supervising physician to be present
(c) Methods of Cancellation: You may cancel or reschedule your appointment by:
• Calling us at (216) 712‑4605 (during business hours);
• Leaving a voicemail after hours;
• Emailing info@skinovatioohio.com; or
• Using our online patient portal (if available).
For cancellations to be considered timely, they must be received by the Practice before the applicable notice period expires.
If you cancel your appointment after the applicable notice period has expired (a “Late Cancellation”), the Practice may charge a Late Cancellation Fee.
(a) Standard Appointments: The Late Cancellation Fee is fifty dollars ($50.00) for standard appointments.
(b) Extended Notice Appointments: The Late Cancellation Fee for procedures requiring 48 hours’ notice is fifty dollars ($50.00), unless the Practice incurs actual costs exceeding that amount, in which case the fee may be adjusted to reflect those actual costs (e.g., cost of reserving a specific practitioner’s time that cannot be re‑booked on short notice). Any adjustment will be disclosed to you in advance.
(c) Fee Justification – Liquidated Damages: The Late Cancellation Fee is a reasonable liquidated damages provision, not a penalty. It is reasonably calculated to cover the Practice’s actual costs incurred as a result of the Late Cancellation, including, but not limited to, provider time reserved, administrative overhead, and lost opportunity to serve another patient during that time slot. You agree that this amount is difficult to precisely calculate at the time of scheduling and represents a fair estimate of the Practice’s damages.
If you fail to arrive for your scheduled appointment without providing any notice of cancellation (a “No‑Show”), the Practice may charge a No‑Show Fee of fifty dollars ($50.00) on the same liquidated damages basis described in Section 3(c). Additionally, repeated No‑Shows (three or more within a twelve‑month period) may result in:
(a) A requirement that you pay a non‑refundable deposit equal to fifty percent (50%) of the estimated cost of any future appointment at the time of scheduling; and/or
(b) The Practice declining to schedule future appointments for you.
We understand that unexpected delays can occur. Accordingly, we provide a fifteen (15) minute grace period following your scheduled appointment time.
(a) If you arrive within the 15‑minute grace period, we will make every reasonable effort to accommodate your appointment, although the appointment may need to be shortened to avoid delaying subsequent patients.
(b) If you arrive more than 15 minutes after your scheduled appointment time, you will be considered a No‑Show for the purposes of this Policy, but you may be offered the next available appointment.
No Late Cancellation Fee or No‑Show Fee will be charged if you cancel your appointment due to a medical necessity, as determined by the Practice or, upon your request, by the supervising physician on duty.
“Medical necessity” includes, but is not limited to:
• Sudden onset of illness or injury that would make the scheduled procedure unsafe or inappropriate;
• An adverse reaction to a prior treatment requiring medical attention;
• Hospitalisation;
• An order from a physician not to undergo the scheduled procedure.
You must notify the Practice as soon as reasonably possible and may be required to provide supporting documentation (e.g., a physician’s note, hospital discharge summary) to qualify for this waiver. If the Practice initially denies your request for a medical necessity waiver, you have the right to appeal that decision in writing to the Practice’s supervising physician, whose determination shall be final.
The Practice recognises that genuine emergencies and unforeseen circumstances may prevent you from providing timely notice. Such circumstances will be evaluated on a case‑by‑case basis, and the Practice reserves the right to waive any applicable fee upon a showing of good cause.
“Good cause” may include:
• A death in the immediate family;
• A sudden, serious illness of a minor child for whom you are the primary caregiver;
• A verified family emergency (e.g., house fire, car accident);
• Severe weather conditions that make travel unsafe, as determined by local authorities.
You must notify the Practice of the emergency as soon as practicable, and you may be required to provide documentation supporting your request for a waiver.
Appointments booked through our Model Program require a fifty dollar ($50.00) deposit at the time of booking.
(a) The deposit is applied toward the cost of your treatment when you attend your scheduled appointment.
(b) If you fail to attend your scheduled Model Program appointment (No‑Show), or if you cancel or reschedule your appointment less than 48 hours before the scheduled time (Late Cancellation), the deposit will be forfeited in its entirety.
(c) In addition to forfeiting the deposit, you may also be responsible for any Late Cancellation or No‑Show fees set forth in Sections 3 and 4 of this Policy, to the extent those fees exceed the amount of the forfeited deposit.
To secure an appointment, the Practice may require you to provide a valid credit or debit card to be kept on file. By providing your card information, you authorise the Practice to charge that card for any Late Cancellation Fees, No‑Show Fees, or forfeited deposits that become due under this Policy. The Practice will not charge your card for any other purpose without your separate, written authorisation.
If you do not wish to keep a card on file, you may instead pay a refundable deposit equal to the applicable fee ($50) at the time of scheduling, which will be refunded to you upon timely attendance at your appointment.
If the Practice cancels or reschedules your appointment for any reason other than your violation of this Policy (e.g., provider illness, equipment failure, inclement weather leading to office closure), you will not be charged any Late Cancellation or No‑Show Fee. The Practice will make a reasonable effort to reschedule your appointment at a mutually convenient time.
All cancellations, rescheduling requests, and any communications relating to this Policy will be documented and maintained in your medical record in accordance with Ohio Administrative Code 3701‑83‑11 (medical record retention requirements).
By scheduling an appointment with the Practice, you acknowledge that:
(a) You have received, read, and understood this Policy;
(b) You agree to be bound by its terms;
(c) You understand that Late Cancellation Fees and No‑Show Fees are not reimbursable by insurance and are your sole responsibility;
(d) You understand that the Practice may modify this Policy from time to time and that you will be notified of any material changes.
The Practice will obtain your written acknowledgment of this Policy at the time of your first appointment and annually thereafter. A separate Credit Card on File Authorization form may also be required.
The Practice reserves the right to modify this Policy at any time. Material changes will be posted on our website and, where practicable, communicated to active patients by email or through our patient portal. Fees will be reviewed annually, and any increase will be communicated with at least 30 days’ advance notice. The “Last Updated” date at the top of this Policy indicates when it was most recently revised.
If any provision of this Policy is found to be unenforceable or invalid by a court of competent jurisdiction, that provision shall be limited or eliminated to the minimum extent necessary so that the remaining provisions shall otherwise remain in full force and effect.
Questions about this Policy should be directed to:
Skinovatio Medical Spa – Ohio
1139 Rockside Rd., Parma, OH 44134
(216) 712‑4605
info@skinovatioohio.com
