Cancellation / Return Policies

Exclusively Faces Cosmetic Surgery and Medispa Return/Cancellation Policies

Cancellation of Appointment Policy:

Cancellation of an Appointment

In order to be respectful of the wishes of other patients please be courteous and call the office promptly if you are unable to attend an appointment. This time will be reallocated to someone who would like treatment. This is how we can best serve the needs of all.  If it is necessary to cancel your scheduled appointment we require that you give 24 Hour Notice. Appointments are in high demand, and your early cancellation will give another person the possibility to have access to Dr. Karen, his staff and our facility.

How to Cancel Your Appointment

To cancel appointments please call 540-667-FACE (3223).

Late Cancellations

Late cancellations will be considered as a “broken appointment/no show.”

Broken Appointment/No Show Policy

A “broken appointment/no show” is someone who misses an appointment without canceling within 24 Hours.

Broken Appointments/No-shows inconvenience those individuals who would like treatment in a timely manner.  A failure to present at the time of a scheduled appointment will be recorded in the patients’ chart as a “broken appointment/no show”.   A fee of $50.00 up to $150.00 for facials, Clear and Brilliant, Hydrafacials, waxing, dermaplaning, microdermabrasion, chemical peels, IPL, Botox, Restylane, Juvederm, Voluma surgery consultations, etc., will be charged to the patient that missed the scheduled appointment.

IPL: 

In order to reserve your appointment with Dr. Karen a 1/3 deposit is required upon scheduling of the appointment.  The remaining balance minus your 1/3 deposit is due no later than 2 weeks before your scheduled procedure.  The reason for the deposit and full payment ahead of time is due to the high cost of materials and our inability to return them to the providing company.  A full money refund is permitted within 48 hours of SCHEDULING the procedure, otherwise no money will be exchanged.  If a refund is requested up to 6 months after the initial 48 hours of scheduling the non received procedure, a refund will be granted MINUS cost of materials and 20% office service charge.  A credit on your account may be applied after 6 months on the remaining unused procedure(s) from the initial scheduling date to be used for other cosmetic products and/or services for up to 6 months. After 6 months from initial date of account credit, all account credits will be forfeited.  .

A non received procedure or package is not transferable to another individual.  Each recommended treatment or package you purchase is individually designed to your specific needs. It is recommended that in order to see desired results a minimum of 3-5 treatments be received.  Our office sells the treatment individually and in package form.  We offer discounts if you purchase the treatment package.

All procedures exceeding $300.00 cannot be paid by check on the same day of receiving the treatment.  Cash or major credit card is acceptable in this case. Care Credit cannot be used for payment unless receiving individual procedure that day.  Care Credit cannot be used for payment of IPL packages.

If a return is requested on a received treatment for the remaining unused package treatments then the below example applies:

Patient received (1) treatment of IPL and decided they want to return the (3) unused remaining package treatments.  Exclusively Faces Cosmetic Surgery and Medispa will charge full price of the (1) received treatment and provide an office credit for the non received (3) remaining treatments at the promotional discounted package price.

Botox, Restylane, Juvederm, and Chemical Peel: 

A credit card is required upon initial scheduling to reserve your consultation appointment with Dr. Karen.  You may also stop by our office and place a deposit in the form of cash or check to secure your appointment.  Your credit card and/or check placed on file will not be charged/cashed, unless you do not show for your scheduled appointment.  In which case, you may be subject to a fee of $150.00 for missing your scheduled appointment time.   If you reschedule another appointment with our office after the missed appointment and make it to your next appointment, then the charged amount will be credited to the product or service you are wishing to purchase.

A full money refund is permitted within 48 hours of SCHEDULING the non received procedure.   No money refund from non received procedure after 6 months from the initial appointment scheduling is permitted.  A credit on your account may be applied after 6 months from initial scheduling of the non received procedure will be applied as an account credit to be used for other cosmetic products and/or services for up to 6 months. After 6 months from initial date of account credit, all account credits will be forfeited.  No money refunds and/or account credits will be granted for received procedure(s).

All procedures or products exceeding $300.00 cannot be paid by check on the same day of receiving the treatment and/or product.   Cash or major credit card is acceptable in this case. Care Credit cannot be used for payment unless receiving individual procedure that day.

ZO Skin Health and Jane Iredale Cosmetic Returns:

No exchanges or refunds.  In the RARE event of a significant ALLERGIC reaction seen and CONFIRMED by our trained staff, Exclusively Faces Cosmetic Surgery and Medispa will appeal to the manufacturer on your behalf.  If and when ZO or Jane Iredale replaces product to our office, an account credit will be granted and can be used for other cosmetic products and/or services for up to 6 months. After 6 months from initial date of account credit, all account credits will be forfeited.

Facial Package/Treatment Packages:

A credit card is required upon initial scheduling to reserve your appointment.  You may also stop by our office and place a deposit in the form of cash or check to secure your appointment.  Your credit card and/or check placed on file will not be charged/cashed, unless you do not show for your scheduled appointment.  In which case, you may be subject to a fee of $50.00 for missing your scheduled appointment time.   If you reschedule another appointment with our office after the missed appointment and make it to your next appointment, then the charged amount will be credited to the product or service you are wishing to purchase.

No money refunds will be granted for facials/package(s).  A credit may be applied to your account for non received package and can be used for other cosmetic products and/or services for up to 6 months. After 6 months from initial date of account credit, all account credits will be forfeited.  No money refunds and/or account credits will be granted for received procedure(s).

No non received treatment or package is transferable to another individual.  Each recommended treatment or package you purchase is individually designed to your specific needs.  Care Credit cannot be used for payment of facial packages and/or any other treatment package.

Latisse:

No exchanges or refunds.  In the RARE event of a significant ALLERGIC reaction seen and CONFIRMED by our trained staff, Exclusively Faces Cosmetic Surgery and Medispa will appeal to the manufacturer on your behalf.  If and when Allergan replaces product to our office, an account credit will be granted and can be used for other cosmetic products and/or services for up to 6 months. After 6 months from initial date of account credit, all account credits will be forfeited.

Surgical Scheduling and/or Cancellation/Rescheduling:

A credit card is required upon initial consultation scheduling to reserve your appointment with Dr. Karen.  You may also stop by our office and place a deposit in the form of cash or check to secure your appointment.  No appointment will be made with Dr. Karen unless a credit card on file and/or check is placed on hold.  Your credit card and/or check placed on file will not be charged/cashed, unless you do not show for your scheduled appointment.  In which case, you may be subject to a fee of $150.00 for missing your scheduled appointment time.   If you reschedule another appointment with our office after the missed appointment and make it to your next appointment, then the charged amount will be credited to the product or service you are wishing to purchase.  In order to reserve a surgery date for a surgical procedure a 1/3 deposit of the total procedure is required.  The deposit is nonrefundable.  The deposit can be made in the form of cash, check or major credit card.  We will not accept Care Credit for deposit on surgery. This deposit allows us to reserve Dr. Karen’s time, the OR, purchase necessary supplies, and arrange anesthesia if necessary, on the date you have selected.  Full payment must be provided at your pre-op appointment, approximately 2 weeks prior to your surgery.  We accept cash, check or major credit card. Care Credit may be used for the remaining balance due at your pre-op appointment.

Cancellations after 48 hours of scheduling the surgery will result in a 20% (total cost of surgery + anesthesia) penalty + cost of supplies purchased by Exclusively Faces for your procedure.  Should you decide to reschedule your date, less than 2 weeks before surgery; a 3% administrative fee will be charged to you.  If surgery is canceled less than 2 weeks prior then 50% of the total cost is forfeited.  If surgery is canceled with less than 72 hours notice then the total cost is completely forfeited.  In the event surgery is postponed by our office due to patient medical condition or weather related unforeseen circumstances every effort will be made to reschedule and accommodate the patient.

Cosmetic Consultation Appointment:

Exclusively Faces Cosmetic Surgery and MediSpa offer consultations.  In order to reserve an appointment, a credit card guarantee needs to be given to our staff.  A maximum $150.00 penalty fee will be charged to the card ONLY in the event that the appointment is MISSED without rescheduling or cancelling within a 24 Hour Notice period.  If the appointment is rescheduled the maximum $150.00 fee will be credited at the time of your arrival to your rescheduled appointment. This policy helps us to be available for patients who want to be seen in a timely fashion.

Financial Agreement:

In the event that a portion or all of the cosmetic surgical procedure falls under my health insurance plan, I understand I am responsible for all health insurance deductibles and coinsurance. I understand that if my insurance company has a precertification requirement that it is my responsibility to obtain this pre-certification. I understand that I remain financially responsible for any and all charges not met by the proceeds of this assignment, and for all charges if payment is not received within a reasonable time after charges are filed or if payment is deemed retroactively. I accept responsibility for payment in full, or agreed upon payment arrangements, for services provided within thirty (30) days of receiving a statement. A 1.5% interest fee will be applied to all accounts not paid in full within (30) days of receiving a statement.  In the event I do not meet my financial responsibility, I agree to pay costs for collection including the collection agencies fees 35% interest, court costs, physician fee relating to court up to $350.00 an hour and attorney fees up to the maximum of the Commonwealth of Virginia Statute.  A $25.00 fee will be assessed for a returned bank check.

 

Our practice serves patients from the following areas of : Washington DC, and the cities of Virginia like Winchester, Frederick County, Clarke County including Berryville, Warren County including Front Royal, Shenandoah County including Strasburg and Woodstock and Northern Virginia including Purcellville, Ashburn, Alexandria, Arlington, Manassas, Landsdowne, Leesburg ,Loudon, Reston, Stafford, Sterling, Fairfax, Vienna, and Woodbridge. This also includes cities in Maryland such as  Chevy Chase,  Bethesda, Silver Spring,  MD and the Eastern Panhandle of West Virginia including Martinsburg and Charles Town