Our policies

GENERAL TERMS & CONDITIONS

1. Patient Eligibility:

• You must be 18 years or older to receive services, or have written parental or guardian consent if under 18. Parental or guardian consent must be provided prior to the procedure, and the parent or guardian must accompany the minor to the appointment to remain compliant with local, state, and federal laws.

• Patients must present a valid government-issued photo ID at the time of the appointment. If applicable, the parent or guardian must also present valid ID.

• Patient treatment will only be provided upon presenting a valid photo ID of the patient and, if applicable, the parent or guardian.

• A valid email address, telephone number, home address, and a credit card on file are required for all patients.

2. Right to Refuse Service:

• We reserve the right to refuse service or terminate the patient relationship at any time at our discretion, including but not limited to instances of non-compliance with clinic policies, discriminatory behavior, or failure to provide accurate health information, failure to provide a valid and unexpired photo ID.

• We are committed to maintaining a safe and respectful environment for all patients and staff.

3. Patient Responsibilities:

• Patients are responsible for ensuring that their contact details, including email, phone number, home address, and credit card information on file, are kept up to date.

• Patients are responsible for reporting accurate medical information.

• Patients must follow pre- and post-treatment instructions provided by healthcare professionals.

• Patients must promptly inform the clinic of any changes in their health status or medications, as this may affect the suitability or safety of the treatments provided.

• Patients must follow all pre- and post-treatment instructions provided by healthcare professionals.

• Patients must promptly inform the clinic of any changes in their health status or medications, as these may affect the treatment plan.

PHYSICIAN EXAM & FEE POLICY

A physician exam is required for all new clients prior to receiving PDRN treatments, microneedling, or neuromodulator (tox) treatments and RX prescriptions.

Clients are responsible for a one-time $30 physician exam fee. The physician exam will remain valid as permitted by the practice’s clinical protocols and applicable requirements.

ANNUAL HEALTH ATTESTATION

Once per year, clients will be required to review and sign an Annual Health Attestation confirming that there have been no changes to their medical history, health conditions, medications, allergies, pregnancy status, or other health information that could affect treatment.

If there have been no changes to your health history, an additional physician exam fee will not be required solely for the annual attestation.

If there are any changes to your medical history, health conditions, medications, allergies, pregnancy status, or other information that may affect treatment eligibility, you must notify AMPM Aesthetics. An updated physician exam may be required, and an additional $30 physician exam fee will apply.

By scheduling and receiving treatment, you acknowledge and agree to the physician exam requirements and associated fees.

• No children or pets are allowed in the clinic during treatments or services. (There are exceptions; contact your provider for more details)

• Guests are allowed in the treatment rooms with permission.

4. Forms Submission:

• After booking an appointment, you will receive an email from Portrait Care with access to required forms.

• Forms must be completed electronically and submitted 24-48 hours before your appointment.

• Contact us at 317-399-4637 if you encounter difficulties or have questions.

• Failure to submit forms in advance may result in appointment delays or cancellation, and an administrative fee of $50 may be charged for the delay.

5. Scheduling and Payment Policies:

5.1 Payment Due Dates:

• Patients must pay for the entirety of services and treatments purchased.

• Enhancements and add-ons will be charged immediately after each treatment/service.

5.3 Late Arrivals:

• To maintain the quality of our treatments and services, it is essential that you arrive on time for your appointment. Late arrivals can hinder our ability to deliver top-notch care, so please ensure you plan accordingly to be punctual.

• We cannot assure accommodation for late arrivals, as they hinder our ability to deliver high-quality service.

• Patients arriving 15 minutes late or more after the scheduled appointment reduces the service time allotted and will be charged 100% of the cost of the scheduled service.

• Arriving more than 15 minutes early or more may result in waiting time, as we prioritize timely treatments for all patients. We kindly ask that you arrive no more than 10 minutes before your appointment.

6. Down Payment:

• A non-refundable down payment or booking fee or appointment reservation fee is required to initiate and secure services, procedures, or treatments.

• Booking fees are intended to secure appointments for consultations or counseling.

6.1 Cancellation and Rescheduling:

We appreciate your business and value the appointments we schedule with you. We believe a minimum 72-hour cancellation notice is essential for maintaining the quality of our services and ensuring fairness to all of our clients. Just as we respect your time by scheduling appointments and providing our services promptly, we also ask for your consideration in return. We want to ensure that appointment slots are available to all clients who need them by rescheduling 72 hours before the appointment time. Please understand that our goal is not to inconvenience you but to provide the best possible service to all of our clients. We hope this policy encourages clients to be mindful of their appointments and communicate with us if they need to reschedule. If you ever need to cancel or reschedule an appointment, please let us know as soon as possible, at least 72 hours in advance. This way, we can adjust our schedule accordingly and offer your time slot to another client. Thank you for your understanding, and we look forward to continuing to serve you.

• After 28-days of account inactivity, the treatment offer is invalid.

• To cancel or reschedule, please do so at least 72 hours before the appointment to avoid paying for the full cost of your appointment.

• In cases of medical emergencies, we will assess the situation individually, and documentation may be requested.

• Missing an appointment results in the retention of the down payment fee plus the $60 no show fee.

6.2 Exceptions:

• Exceptions to this policy apply in cases of emergencies or extenuating circumstances, and may be required documentation to clearly communicate the situation.

6.3 Forfeiture of Down Payments:

• Down payments or booking fees will be forfeited in the event of a missed appointment and the full payment for the total cost of the service or treatment will be expected and required.

• Additionally, if an appointment cancellation or rescheduling request is made with less than 24 hours' notice, the down payment or booking fee will be forfeited, and full payment for the total cost of the service or treatment will be expected and required.

7. Rescheduling:

• Appointments rescheduled less than 72 hours before the appointment result in forfeiting the down payment fee and charged $60 for late cancelation

• When late rescheduling or cancellation occurs with less than 24 hours' notice for any sessions within a series of treatments, we consider the session as used.

8. Late Arrival:

• Being late for an appointment reduces the available service time.

8.1 Late Arrival Policy:

• Late arrival exceeding 15 minutes is considered a no-show or a missed appointment.

• A no-show or missed appointment results in a charge for the full amount of the scheduled treatment or service.

8.2 Payment for Missed Appointments:

• Payment for missed appointments is due immediately.

• Unpaid balances will be sent to collections.

9. Missed Appointment for Packages or Memberships:

• A missed appointment results in the session from the package or membership plan being considered used.

• Repeated missed appointments or no-shows may result in the forfeiture of your membership benefits, and we reserve the right to suspend or terminate your membership.

9.1 Late Cancellation and No Shows:

• Cancellations with less than 72 hours' notice, missed appointments, and no-shows result in a $60 charge no-show fee.

• A late cancellation with less than 24 hours’ notice, a no-show or a missed appointment considers the session as used.

• Appointments booked within 24 hours of the appointment cannot be rescheduled to a different day. However, if there is a different appointment slot available on the same day, then we will do our best to accommodate. Otherwise, if an appointment is booked within 24 hours of the appointment, and canceled within 24 hours, then a late cancellation fee of $60 will apply.

9.2 Repeated Late Cancellations or No Shows and Repeated Rescheduling:

• Repeated late cancellations or no-shows may result in the termination of our treatment relationship with you.

• Repeated rescheduling may also result in the termination of our treatment relationship with you.

10. Sales and Payments:

• All sales are final.

• No refunds will be issued.

• Payments made are non-refundable, and refunds are not available.

• Charges on missed appointments are non-refundable.

• We cannot guarantee specific results.

• Unprocessed payments resulting from missing credit card information on file or the provision of invalid credit card details will be forwarded to a collection agency for the purpose of recovering the outstanding revenue.

• All sales, products, and services are final. There are no refunds.

• Payments for treatments, products, or upcoming services are non-refundable.

• Payments made for product, treatments, or upcoming services are all non-refundable.

• Refunds are not available after the service has been rendered.

• Payments for missed appointments on services that have been prepared for you are compulsory and non-refundable.

• In cases of billing errors, double charges, or suspected fraudulent transactions, please contact us immediately. We will make reasonable efforts to correct any errors or process refunds, if applicable, based on the situation.

• Unprocessed payments resulting from missing credit card information on file or the provision of invalid credit card details will be forwarded to a collection agency for the purpose of recovering the outstanding revenue.

10.1 Checks:

• We do not accept checks. We only accept Zelle, Cash, Card, and Apple Pay

10.2 Policy Updates:

• We reserve the right to update payment, rescheduling, cancellation, telehealth, and refund policies at any time. Your continued use of our products and services implies agreement to such policy updates.

11. Credit Card on File:

• You are required to provide a credit card on file. You authorize AMPM Aesthetics to charge this card for all services rendered, including any applicable fees, no-show charges, or outstanding balances.

• Your credit card will be charged only for booked services, outstanding balances, telehealth time exceeding 5 minutes, late arrival fees, late rescheduling or cancellation charges, and missed appointments or no shows.

11.1 Update of Credit Card Information:

• You agree to immediately provide AMPM Aesthetics a new, valid credit card if your credit card information changes, authorizing its use in accordance with this policy.

12. Collections:

• We reserve the right to refer unpaid accounts that could not be charged to the credit card on file to an outside collection agency.

• If payment is not received within 30 days of the due date, the account will be referred to collections. The patient is responsible for all costs incurred in the collection process, including but not limited to attorney fees and court costs.

• Any outstanding balances not resolved within 30 days from the date of notification will be sent to collections. We will charge a 15% late fee on unpaid balances more than 30 days late.

• Once an account is sent to collections, future appointments are not eligible and will be canceled, and all services suspended until the outstanding balance is paid in full.

• Any outstanding patient balances not resolved by the guarantor/patient within four months of notification will be sent to collections for further collection follow-up.

• Current and future appointments will be canceled if the account is referred to a collection agency due to an outstanding patient balance.

• Any balances that are not paid according to an agreed payment plan is subject to a 15% late fee. If payment is not received within 30 days of the due date, the account may be referred to collections.

• Services may be restored once the outstanding patient balance is paid in full or you enter into an acceptable payment plan agreement approved by AMPM Aesthetics.

• You are responsible for any cost related to AMPM Aesthetics pursuing collection efforts, including but not limited to attorney fees and court costs.

13. Appointments made via our online booking platform, including any third-party agency booking platforms, are subject to our full Terms and Conditions, including our cancellation and rescheduling policies. You are responsible for providing accurate information when booking through the platform, and all bookings are confirmed upon payment or explicit confirmation from AMPM Aesthetics.

14. Promotions and Discounts: Promotions, discounts, and special offers are non-transferable and cannot be combined with other offers unless otherwise specified. Discounts are valid only at the time of booking.

15. Recording Consultations and Treatment Sessions:

Purpose of Recording: All consultations and treatment sessions may be recorded for the sole purpose of transcribing and documenting medical information, treatment plans, and notes. This allows us to maintain an accurate and comprehensive record of your treatment history, which is crucial for your ongoing care and for meeting regulatory and compliance requirements.

Patient Consent: By consenting to treatment, you agree to allow your consultation or treatment session to be recorded. You will be notified at the start of each session if it is being recorded, and you will have the option to decline participation in the session or choose alternative arrangements.

Confidentiality and Security: All recordings and transcriptions are treated as confidential medical information and will be stored securely in compliance with HIPAA regulations. These documents will only be accessible by authorized personnel involved in your care. Your privacy and the security of your medical information are a top priority.

Optional Participation: If you do not wish to be recorded, please inform the healthcare provider at the start of your session. Alternative methods for documentation can be arranged in such cases, but please note that certain records may be necessary for compliance and medical necessity.

• Audio or Video Recordings:

• Transcription Process:

• Patient Acknowledgement: By agreeing to treatment at AMPM Aesthetics, you acknowledge and consent to the recording of your sessions for the purposes of transcription and medical documentation. Should you have any concerns or questions regarding the recording or transcription process, please feel free to discuss them with your provider before or during your appointment.

15.1 Recording for Medical Documentation:

To ensure accurate medical documentation and continuity of care, AMPM Aesthetics may record consultations and treatment sessions. These recordings are intended for medical record-keeping purposes only and may be used for the following:

• Documenting patient treatment plans, medical history, and progress.

• Providing clarity in case of disputes or clarification needs regarding treatment.

• Assisting healthcare professionals in assessing the patient's response to treatment.

Patient Acknowledgment of Terms and Conditions

At AMPM Aesthetics, we value transparency and a clear understanding of our terms and conditions. By utilizing our services or engaging with our organization, you acknowledge that you have read, understood, and agree to abide by our company's terms and conditions as outlined in the provided documentation, including but not limited to our privacy policies, financial policies, treatment consent forms, and cancellation policies. These policies are part of the agreement between you and AMPM Aesthetics LLC

By reading this acknowledgment on this website as well as the link sent to you via text or email, you also have the opportunity to review this information and consent to the provision of treatments and services as discussed and agreed upon with our providers. This consent includes agreement to any medical assessments, treatments, and follow-up care that may be necessary.

You understand that AMPM Aesthetics LLC may update or modify the terms and conditions as necessary. Any changes to these terms will be communicated to you, and your continued engagement with our services after such changes constitutes your acceptance of the revised terms. It is your responsibility to review these terms periodically. You acknowledge that you are responsible for understanding and adhering to all payment policies, including any non-refundable fees, cancellation or rescheduling policies, and other financial obligations. Any outstanding balances must be paid in accordance with the payment terms specified in our documentation.

You acknowledge that you have received and reviewed the Privacy Policy and Patient Notice, which outlines how your protected health information may be used, disclosed, and protected in accordance with HIPAA regulations. You consent to the collection and use of your health information for purposes as outlined in our policy. You understand that you have the right to withdraw your consent at any time, subject to the limitations of our service agreements and applicable laws. If you wish to withdraw consent for any specific treatment, procedure, or use of your personal data, please notify us in writing as soon as possible.

• If you have any questions, concerns, or require further clarification regarding these terms and conditions, please contact us at:

• Phone: 317-399-4637

• Email: ampmaesthetics@aol.com

• Address: 600 E Carmel Dr Ste 142, Carmel, IN 46032.