Refund Policy

Adaptive Wellness may offer care packages, memberships, or concierge-style services that include multiple visits and personalized care over a defined period.

These programs are designed to provide continuity, priority scheduling, expanded provider access, and individualized care planning. They involve substantial professional time and preparation at the outset, including medical history review, testing coordination, analysis, and treatment planning.

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Program Cancellation & Refunds

If you choose to discontinue a package or program early, refunds may be issued based on the portion of the program that has been completed and the professional services already provided.

Because much of the work occurs early in a program, package fees are considered earned in stages, as follows:

 

Program Stage          Portion of Package Fee Retained for Services Provided

After First Visit         50%

After Second Visit   75%

After Third Visit       85%

After Fourth Visit   100%

Any remaining balance may be eligible for refund.

For example, if you discontinue after your second visit, up to 25% of the package fee may be refundable.

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Program-Related Clinical Expenses

Some care programs require Adaptive Wellness to incur clinical or administrative expenses on a patient’s behalf, such as specialized consultations, diagnostic services, or third-party reports.

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If you discontinue a program early, any documented expenses incurred on your behalf may be deducted from any refundable balance.

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These expenses will be itemized and available for review upon request.

As a result, in some cases, the refundable amount may be less than the standard percentage listed above.

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Cancellation Before a Program Begins

If a program is canceled before it begins, we will refund the program fee minus any non-refundable third-party costs.

A program is considered to have begun when the earliest of the following occurs:

• the first program visit takes place, or
   

• clinical work begins under the program (such as chart review, care plan development, coordination with other providers, ordering or reviewing tests), or

• program materials or a written care plan are delivered.

 

Refund Timeframe

Requests for package refunds must be submitted in writing within 30 days of discontinuing care.

Approved refunds will be processed within 10–14 business days.

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Service Credits

In some cases, unused portions of a package may be converted to credits toward future services, if preferred by the patient and approved by the practice.

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Our Approach

Our goal is to make our programs accessible, transparent, and fair while ensuring we can continue to provide thoughtful, individualized care.

We encourage patients to discuss any questions about programs or fees before enrolling.

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