Cancellation, Refund & Financial Policies

Cancellation Fees at a Glance

Quick reference

1New Patient Wellness Assessment

Deposit & 48-business-hour cancellation

$200 Non-Refundable Deposit

A non-refundable deposit of $200 is required at the time of scheduling for all new patient wellness assessment appointments. This deposit will be applied toward the cost of your wellness assessment, or transferred to in-clinic procedures and services if your wellness assessment is cancelled prior to the 48-business-hour notice period.

48-Business-Hour Notice

New patient wellness assessments require a 48-business-hour cancellation notice. For example, if your wellness assessment is at 9:00 AM Tuesday and you need to cancel or reschedule, you must provide notice by 9:00 AM the prior Friday.

2Follow-Up Appointments

24-hour cancellation

Follow-up appointments require 24 hours' notice to cancel or reschedule.

Habitual Rescheduling & Cancellation Policy

If habitual cancelling or rescheduling becomes apparent during your tenure as a patient, we will ask you to pre-pay for your appointments to ensure attendance.

Additionally, any second or subsequent reschedule of the same appointment, regardless of how much notice is given, will be treated as a late cancellation and subject to the 50% fee. This includes cases where the appointment date has been moved multiple times prior to the appointment ever being attended.

We have this policy because each scheduled visit holds time on a provider's calendar that could otherwise be offered to a patient on our waitlist.

Late Arrivals

If you arrive more than 10 minutes late, we may ask you to reschedule, and you will be subject to a 50% cancellation fee in accordance with our cancellation policy. If we proceed with the visit, you will still be charged for the full time allotted and your provider will end at the originally scheduled end time.

3IV Therapy Appointments

24-hour cancellation · same-day cancellations are 100%

IV therapy appointments require 24 hours' notice to cancel or reschedule. Because IV therapy requires dedicated room time, prepped supplies and ingredients, and staff time, the cancellation fee equals the full cost of your scheduled IV.

4Refund Policy — Services

Once rendered, services are non-refundable

Once services have been rendered, you are no longer eligible for a refund, without exception. If you cancel your visit, phone call request, email, or message request prior to services being rendered, you will be subject to the visit cancellation policy and fees above.

Service-based items that are non-refundable once rendered or processed include, but are not limited to:

• All visits and provider time — new patient wellness assessments, follow-up visits, IV therapy, group visits, check-in calls, and any provider time spent on your case outside of scheduled appointments
• Messaging with your care team through any channel (portal, email, EMR)
• Lab testing of any kind — draw fees, specimen handling, test kits, blood work, and functional/specialty testing once ordered or processed, including the $75 outside-lab handling fee
• Paperwork and document creation — insurance and disability forms, FMLA, ADA/work accommodations, school or sports physicals, ESA letters, prior authorizations, referral letters, letters of medical necessity, treatment plans, written protocols, and case summaries
• Workshops, classes, retreats, and event registration fees
• Membership dues (governed by your separate membership agreement)
• Cancellation, no-show, late arrival, and records printing/transfer fees once charged

5Refund Policy — Products

Supplements, retail merchandise & patient-specific prescriptions

Standard Supplements & Retail Products

Products purchased directly from MIMC may be returned under the following conditions:

• Within 14 days of purchase: full refund, provided the product is returned physically to our office (at the patient's cost — MIMC does not provide return shipping labels or reimburse postage), unopened, undamaged, and with all original packaging and seals intact.
• After 14 days: store credit only (for future purchases), provided the product is unopened, undamaged, and within 3 months of its expiration date, and is returned physically to our office at the patient's cost.

Prescription & Specialty Products (Non-Refundable)

Patient-specific products and prescriptions are non-refundable for any reason. This includes, but is not limited to:

• Custom botanical tinctures
• Homeopathic remedies
• Flower essences
• Mistletoe therapy
• Compounded medications
• Injectable prescriptions dispensed for at-home administration (e.g., B12, MICC, peptides)
• Any other prescription or patient-specific product dispensed and billed by MIMC

Because these items are prepared, compounded, or ordered specifically for you, they cannot be resold, restocked, or reused. This policy applies whether the item has been picked up or not, whether it has been opened or not, and regardless of the reason for return — including change of mind, change in treatment plan, discontinuation of care with MIMC, adverse reaction, or inability to tolerate the product.

6Payment & Credit Card on File

How and when you'll be charged

You will be required to keep a credit card on file with MIMC's secure, HIPAA-compliant third-party merchant service that is embedded in our EHR. This information is collected prior to your initial visit. You are solely responsible for paying amounts due for services rendered.

Your card on file may be billed for any and all charges including:

• Cancellation and no-show fees
• Services rendered (visits, messages, calls, paperwork)
• Supplements, lab testing, and other products
• Chargebacks, stop-payment fees, or bank fees incurred as a result of billing or payment issues

Invoiced amounts are due within 30 days. Accounts unpaid after 30 days will accrue interest at 8% simple interest per year, or the maximum rate allowed by law, whichever is greater.

7Insurance Disclaimer

We are out-of-network

MIMC does not guarantee coverage for our services by your insurance company. MIMC does not contract with insurance and is considered an out-of-network specialist. We do not directly bill your insurance and cannot file claims on your behalf.

We can provide a superbill that you may submit to your insurance, with the exception of patients on Medicare, Medicaid, or MN Care, or patients outside the state of Minnesota. In most cases, FSA/HSA dollars may be applied to membership fees, tests, supplements, and botanical medicines.

We are not a primary care office, urgent care, or emergency room, and we do not provide 24/7 phone access for emergent situations.

9Reservation of Rights & Patient Responsibility

Policy modifications & patient obligations

Nothing in this policy limits MIMC's discretion to establish, modify, or waive individual policies on a case-by-case basis for specific patients when circumstances warrant. MIMC reserves the right to update, amend, or modify these policies at any time, without prior notice, and current policies supersede all previous versions.

It is the patient's responsibility to review, understand, and ask questions about MIMC's current policies before services are rendered or products are purchased. Continued use of MIMC's services, or purchase of MIMC's products, constitutes acceptance of the policies then in effect.