Refund Policy
Refund, Cancellation & Payment Policy
Effective Date: [Nov 25, 2025]
Clinic Name: [Orebody Rehabilitation]
Website: [www.orebodyrehabilitation.com]
Location: Sudbury, Ontario. Canada
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1. Overview
Orebody Rehabilitation provides physiotherapy and related health services delivered by licensed professionals regulated under the College of Physiotherapists of Ontario. Fees are based on time, assessment, clinical expertise, and professional service delivery, not on treatment outcome or satisfaction alone.
As such, refunds are not issued for completed services, whether provided in-person or virtually, except where required by law.
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2. Payment Policy
Payment is due at the time of service, unless otherwise agreed.
Accepted forms of payment: [insert accepted methods, e.g., credit/debit/cash/e-transfer].
Outstanding balances must be paid before future appointments can be booked.
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3. Cancellation, Missed Appointment & Late Arrival Policy
We reserve appointment times specifically for each client. To respect other patients and clinical resources:
A minimum of 24 hours notice is required to cancel or reschedule.
Late cancellations and missed appointments will be charged [$40].
Late-arrival sessions may be shortened and charged at the full rate.
Cancellation and missed appointment fees cannot be billed to insurance and must be paid by the client.
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4. Direct Billing & Third-Party Insurance Disclaimer
As a courtesy, we may offer direct billing to select insurers; however:
Direct billing is not guaranteed, even if previously successful.
Insurance estimates and eligibility tools are not always accurate or up-to-date.
You are responsible for knowing your own insurance coverage, requirements, and limits.
If claims are denied, processed incorrectly, or delayed, full payment is immediately due from the client.
We do not provide refunds if an insurer refuses to reimburse, partially reimburses, or changes coverage rules.
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5. WSIB & Motor Vehicle Accident (MVA) Claims
If you are receiving care under WSIB or MVA/auto insurance:
Approval must be confirmed before treatment begins unless you agree to self-pay until approved.
If a claim is denied, delayed, closed, or retroactively rejected, the client is responsible for full payment of all services rendered.
We may require a valid claim number, adjuster contact information, and necessary documentation before billing.
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6. Prepaid Packages, Memberships & Program Purchases
If the clinic offers packages, passes, series, memberships, or prepaid programs:
Purchases are non-refundable and non-transferable, unless legally required.
Packages may have expiry timelines to ensure clinical continuity: expiry details will be provided upon purchase.
Partial refunds are not provided for unused sessions.
In cases of long-term medical inability to continue treatment, account credit or extended expiry may be considered at management discretion, with medical documentation.
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7. Classes, Workshops & Group Rehabilitation
Refund eligibility depends on program start date, capacity, materials, and administrative costs.
Once a program has begun, refunds are typically not provided, except as required by law.
8. Virtual Physiotherapy & Technology Failure Policy
All standard clinic policies apply to virtual sessions.
If technical failure occurs on the clinic’s side, the appointment will be rescheduled at no cost.
If failure occurs on the client’s side, rescheduling is at clinic discretion and may be subject to the cancellation policy.
9. Emergency, Illness & Extenuating Circumstances
We understand emergencies happen. Late-cancellation fees may be waived for circumstances such as:
Medical emergencies
Hospitalization
Infectious illness preventing safe appointment (with notice)
Severe weather or travel restrictions
Family emergency or bereavement
Documentation may be requested and decisions are made case-by-case, at management discretion.
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10. Dissatisfaction With Service
We encourage open communication. If you have concerns, speak with your clinician or management. Although refunds are not issued for clinical services already completed, we may:
Adjust treatment plans
Provide alternative providers
Offer consultation to clarify goals
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11. Amendments
This policy may be updated at any time. Changes will be posted with a revised effective date. Continued use of services indicates acceptance.
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12. Contact Information
For billing, cancellations, or policy questions, contact:
Orebody Rehabilitation
Phone: 705-885-8650
Email: Orebodyrehabilitation@gmail.com
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