Appointment Booking & Payment Collection Policy

Effective Date: October 1, 2026

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Purpose
This policy establishes the procedures staff must follow when scheduling patient appointments, collecting
consultation or booking fees, and verifying payment information.
 

Card on File Requirement
All patients are required to have a valid credit or debit card on file in order to schedule and maintain
appointments with Tru MedAesthetics & Wellness.
When scheduling an appointment, staff must verify that the patient has a valid card on file.
If there is no valid card on file, staff must obtain one before the appointment is confirmed.
The card on file may be used to process:
 Required consultation or booking fees.
 Late cancellation or no-show fees according to our cancellation policy.
 Services, products, medications, or other purchases approved by the patient.
 

The card on file will only be charged as outlined above.
If the card on file is expired, declined, or otherwise invalid, staff must obtain an updated card from the
patient.
 

Virtual Consultation Payment
All virtual consultations must be paid in full at the time of booking.
When scheduling a virtual consultation, staff must:
1. Confirm the consultation fee with the patient.
2. Collect the full consultation fee at the time of booking.
3. Verify that a valid credit or debit card is on file.
4. Document the payment appropriately in Boulevard.
5. Confirm the appointment only after payment has been successfully processed.
 

Do not schedule or confirm a virtual consultation with a balance due to be collected on the day of
the appointment.
Other Appointment Booking Fees
For appointments requiring a booking fee, staff must collect the applicable booking fee at the time of
scheduling.
Staff may not waive, reduce, defer, or modify a required consultation or booking fee without approval from
the Office Manager or Clinical Director.
 

Cancellation & No-Show Policy
Tru MedAesthetics & Wellness requires a minimum of 48 hours notice to cancel or reschedule an
appointment.
Staff must communicate the cancellation and no-show policy to patients when scheduling and when
questions regarding the policy arise.
Late cancellations and no-shows will result in forfeiture of the applicable consultation or booking fee.