CANCELLATION POLICY SUMMARY

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24+ hours before appointment:  Free cancellation. No charge.

Less than 24 hours before appointment:  Late cancellation fee applies. See Section 4.1.

No-Show (nurse arrives, client not available):  Full no-show fee applies. See Section 4.2.

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4.1 — Late Cancellation Fee

A late cancellation occurs when you cancel an appointment less than 24 hours before your scheduled treatment time. In the event of a late cancellation, a fee of $75.00 will be charged to the payment method on file. By completing your booking, you authorize Apex Regen Wellness to charge the applicable late cancellation fee to your payment method on file.

• Cancellations must be made through the PatientNow portal, by phone, or by email to the contact provided in your confirmation.

• Cancellation requests submitted by text message or social media are not accepted as an official cancellation notice.

• The cancellation timestamp recorded in the PatientNow system will be used as the official cancellation time for fee determination purposes.

 

 

4.2 — No-Show Policy

A no-show occurs when a nurse arrives at your scheduled location and you are unavailable, unreachable, or refuse service without advance notice. In the event of a no-show, a fee equivalent to the full cost of the booked treatment may be charged to the payment method on file.

• A nurse will make reasonable efforts to contact you upon arrival. If you cannot be reached within 15 minutes of the scheduled appointment start time, the appointment will be recorded as a no-show.

• Repeated no-shows may result in a requirement to prepay in full for future bookings or suspension of online booking privileges at our discretion.

 

 

4.3 — Emergency Exceptions

We understand that genuine emergencies occur. Cancellation fees may be waived at our sole discretion in documented emergency circumstances (e.g., medical emergency, hospitalization, or family bereavement). Requests for fee waivers must be submitted in writing to our contact email within 48 hours of the cancelled appointment. Documentation may be required.

 

 

4.4 — Cancellations by Apex Regen Wellness

Apex Regen Wellness reserves the right to cancel or reschedule an appointment due to nurse unavailability, unsafe travel conditions, your location falling outside our service area, clinical contraindications identified prior to arrival, or any other circumstances beyond our reasonable control. In such cases, no cancellation fee will be charged and we will make reasonable efforts to reschedule your appointment at the earliest available time.

 

 

5.    RESCHEDULING POLICY

You may reschedule an appointment at no charge if the request is made at least 24 hours before your scheduled appointment time through the PatientNow portal or by contacting us directly.

• Rescheduling requests made less than 24 hours before your appointment will be treated as a late cancellation and the applicable fee will apply, unless we are able to accommodate a same-day or next-day reschedule at our discretion.

• Each booking may be rescheduled a maximum of two (2) times without forfeiture. A third rescheduling request on the same booking may result in forfeiture of any pre-paid amount or require a new booking.

• Rescheduled appointments are subject to nurse availability and may not be available at the same time or location as the original booking.

• Apex Regen Wellness will make reasonable efforts to accommodate your preferred rescheduled time, but cannot guarantee specific time slots.

 

 

6.    PAYMENT & REFUND POLICY

 

6.1 — Payment

Payment for Services is collected at the time of treatment unless a deposit or prepayment is required at booking. By providing a payment method during the booking process, you authorize Apex Regen Wellness and our payment processor to charge that payment method for all applicable service fees, cancellation fees, and no-show fees as described in these Terms.

• All prices are listed in U.S. dollars and are subject to change without prior notice.

• Additional medications, add-ons, or upgraded treatments requested at the time of service will be billed at the posted rates in effect on the day of treatment.

• IV wellness services are generally not covered by health insurance. You are personally responsible for all charges.

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6.2 — No Refund Policy

Due to the nature of IV therapy services and the preparation and resources invested in each treatment:

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REFUND POLICY

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Once a treatment has been administered, ALL charges are FINAL. No refunds will be issued.

If a treatment is stopped mid-infusion at your request, you will be charged for the full treatment.

If treatment cannot be completed due to a clinical contraindication identified by our nurse before IV placement, you will not be charged for that treatment.

Deposits or prepayments for cancelled appointments (with 24+ hours notice) will be refunded or credited to your account within 5-7 business days.

 

If you have a concern about a charge, please contact us in writing within 7 days of your treatment date. We will review all billing disputes in good faith and respond within 10 business days.

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If you have a concern about a charge, please contact us in writing within 7 days of your treatment date. We will review all billing disputes in good faith and respond within 10 business days.

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7.    AGE VERIFICATION & ELIGIBILITY

 

7.1 — Adult Clients (18 and Over)

By completing your booking, you confirm that you are 18 years of age or older, or that you are a parent or legal guardian booking on behalf of an eligible minor as described in Section 7.2. You agree to provide valid government-issued photo identification upon request at the time of treatment to verify your age and identity.

 

 

7.2 — Minor Clients (Ages 12–17)

Apex Regen Wellness may provide Services to clients between the ages of 12 and 17 subject to the following mandatory requirements:

• A parent or legal guardian must be present in person for the duration of the treatment.

• Written informed consent must be signed by the parent or legal guardian prior to treatment.

• The client must weigh at least 100 pounds.

• Clients under the age of 12 require additional Medical Director approval on a case-by-case basis.

• Online booking for minors must be completed by the parent or legal guardian. Minors may not independently complete the online booking process.

By booking a treatment for a minor, the parent or legal guardian confirms that all of the above requirements will be met and accepts full responsibility for the minor client’s participation.

 

 

7.3 — Clinical Eligibility

Completing an online booking does not guarantee that treatment will be administered. Our nursing staff conducts a clinical assessment — including vital signs and medical history review — prior to every treatment. If our nurse determines that treatment is clinically contraindicated, treatment will be withheld for your safety, and you will not be charged.

 

 

8.    LIABILITY WAIVER & ASSUMPTION OF RISK

⚠  Important Legal Notice:  This section contains a waiver of certain legal rights. Please read carefully.

 

 

8.1 — Assumption of Risk

You acknowledge that intravenous therapy and intramuscular injection services, like all medical and wellness procedures, carry inherent risks including but not limited to: pain or bruising at the injection site, infection, allergic reaction, anaphylaxis, fluid overload, electrolyte imbalance, phlebitis, IV infiltration, adverse medication reactions, and other known and unknown risks as described in the Informed Consent Form.

By booking a treatment with Apex Regen Wellness, you voluntarily assume all risks associated with the Services, known and unknown, and agree that your participation is entirely voluntary.

 

 

8.2 — Release of Liability

To the fullest extent permitted by applicable New Jersey and federal law, you agree to release, discharge, and hold harmless Apex Regen Wellness, its owners, officers, medical director, employees, contractors, and agents (collectively, “Apex Regen Parties”) from and against any and all claims, demands, losses, liabilities, damages, costs, and expenses (including reasonable attorneys’ fees) arising out of or relating to:

• Your receipt of Services provided by Apex Regen Wellness

• Any known or unknown risks associated with IV therapy or IM injections

• Any adverse reaction, complication, or outcome resulting from treatment

• Your failure to disclose accurate and complete medical history or contraindications

• Your use of our online booking platform or PatientNow portal

This release does not apply to claims arising from Apex Regen Wellness’s own gross negligence, willful misconduct, or intentional wrongdoing.

 

 

8.3 — Limitation of Liability

To the maximum extent permitted by law, the total liability of Apex Regen Wellness to you for any claim arising out of or relating to your booking or receipt of Services shall not exceed the total amount paid by you for the specific treatment giving rise to the claim. Apex Regen Wellness shall not be liable for any indirect, incidental, consequential, punitive, or special damages of any kind.

 

 

8.4 — Medical Emergency Disclaimer

Apex Regen Wellness nurses are trained to respond to medical emergencies during treatment. However, our Services are not a substitute for emergency medical care. In the event of a medical emergency, our nurse will call 911 on your behalf and provide BLS care until emergency responders arrive. You acknowledge that the ultimate responsibility for your health and safety in an emergency rests with qualified emergency medical services.

 

 

9.   PHOTO & VIDEO CONSENT FOR MARKETING

 

9.1 — Optional Consent

From time to time, Apex Regen Wellness may request your permission to photograph or video record your treatment session for use in marketing, social media, and promotional materials. This consent is entirely optional and is separate from your booking agreement. Declining photo/video consent will not affect your ability to book or receive Services.

 

 

9.2 — Scope of Use

If you provide written consent to be photographed or recorded, you grant Apex Regen Wellness a non-exclusive, royalty-free, perpetual, worldwide license to use, reproduce, publish, and distribute your image, likeness, and voice in connection with our marketing and promotional activities, including but not limited to: our website, social media platforms (Instagram, Facebook, TikTok, YouTube), print materials, and digital advertising.

 

 

9.3 — Your Rights

• You may withdraw your photo/video consent at any time by submitting a written request. Withdrawal of consent will apply to future use only and does not require removal of materials already published.

• You will never be identified by name in any marketing material without your explicit additional written consent.

• No photo or video of a minor client will be taken or published under any circumstances without separate written consent from the parent or legal guardian.

 

  Photo/Video Consent Election (check one):  

 

□  YES — I consent to being photographed/recorded for Apex Regen Wellness marketing materials.

□  NO — I do not consent to being photographed or recorded.

 

 

10.    CLIENT CONDUCT & SERVICE LOCATION REQUIREMENTS

To ensure the safety of our nursing staff and the quality of your treatment, you agree to the following:

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• You will provide a safe, reasonably clean, and accessible service location. Our nurse has the right to refuse service at a location they deem unsafe, unsanitary, or otherwise unsuitable at their sole discretion.

• You will ensure that at least one sober, competent adult is present at the service location during treatment.

• You will not request that our nurses perform any procedure outside the scope of our established clinical protocols and standing orders.

• You will treat all Apex Regen Wellness staff with respect. Abusive, threatening, or harassing behavior toward our staff will result in immediate termination of the appointment with full charges applied and may result in permanent suspension of booking privileges.

• You will inform our nurse of any changes to your medical history, medications, or health status since your last treatment before each new session begins.

• You will be present and ready at the service location at your scheduled appointment start time.

 

 

11.   INTELLECTUAL PROPERTY

All content on the Apex Regen Wellness website and booking platform, including text, graphics, logos, images, treatment descriptions, and service protocols, is the exclusive property of Apex Regen Wellness and is protected by applicable U.S. and New Jersey intellectual property laws. You may not reproduce, distribute, modify, or use any content from our platform for commercial purposes without our prior written consent.

 

 

12.    PRIVACY & HIPAA

Your privacy and the security of your health information are critically important to us. All personal and health information collected during the booking process is governed by our Website Privacy Policy and our HIPAA Notice of Privacy Practices, both of which are available upon request and incorporated herein by reference. Your health information is stored exclusively in our HIPAA-compliant PatientNow EMR system and is never stored on our website servers.

 

 

13.   GOVERNING LAW, DISPUTE RESOLUTION & ARBITRATION

 

13.1 — Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of New Jersey, without regard to its conflict of law provisions. Any dispute arising out of or relating to these Terms or your use of our Services shall be subject to the exclusive jurisdiction of the state and federal courts located in New Jersey.

 

 

13.2 — Informal Resolution

Before initiating any formal legal proceeding, you agree to contact Apex Regen Wellness in writing to describe your dispute and allow us a reasonable opportunity (not less than 30 days) to resolve the issue informally. Most concerns can be resolved quickly through direct communication.

 

 

13.3 — Binding Arbitration

Any dispute that cannot be resolved informally shall be resolved by binding individual arbitration administered by the American Arbitration Association (AAA) under its Consumer Arbitration Rules, rather than in court. You waive your right to a jury trial and your right to participate in a class action or class arbitration. Arbitration shall take place in New Jersey. The arbitrator’s decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

This arbitration clause does not apply to claims for emergency injunctive or equitable relief, or to claims that fall within the jurisdiction of a small claims court.

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14.    GENERAL PROVISIONS

• Entire Agreement: These Terms, together with our Informed Consent Form, Privacy Policy, and HIPAA Notice of Privacy Practices, constitute the entire agreement between you and Apex Regen Wellness with respect to online booking and the provision of Services.

• Severability: If any provision of these Terms is found to be unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect.

• Waiver: Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision in any future instance.

• Amendments: Apex Regen Wellness reserves the right to update these Terms at any time. Material changes will be communicated through our booking platform or website. Your continued booking of Services after any amendment constitutes acceptance of the updated Terms.

• Assignment: You may not assign or transfer your rights or obligations under these Terms. Apex Regen Wellness may assign its rights in connection with a merger, acquisition, or sale of business assets.

• Force Majeure: Apex Regen Wellness shall not be liable for any failure or delay in performing Services due to causes beyond our reasonable control, including natural disasters, public health emergencies, government orders, extreme weather, or other force majeure events.

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  15    MEDICAL EMERGENCY RESPONSE & ASSOCIATED FEES

Important Notice:  This section governs the duties and associated fees when an Apex Regen Wellness nurse encounters a medical emergency at the service location. By booking a treatment, you agree to these terms.

 

15.1 — Medical Emergency Response Duty

If an Apex Regen Wellness nurse arrives at the service location and determines that you or any other person present is experiencing an active medical emergency, the attending nurse will immediately call 911 and remain with you to provide Basic Life Support (BLS) care and professional assistance until Emergency Medical Services (EMS) arrives and assumes care. The nurse’s duty to remain is a matter of professional and ethical obligation and is consistent with our clinical protocols.

 

•  Exception — Explicit Client Request to Leave:  If you, or a person legally authorized to make decisions on your behalf, explicitly and clearly requests that the nurse leave the premises, the nurse will comply with that request. However, before departing, the nurse will confirm that 911 has been contacted and will document the request to leave in an Incident Report. The nurse’s departure upon your explicit request releases Apex Regen Wellness from any further duty of care in connection with that emergency.

 

•  Limitation of Care:  Our nurses are trained to provide BLS care and administer emergency medications per their standing orders (including Epinephrine, Benadryl, and Zofran for allergic reactions and anaphylaxis). They are not emergency physicians and will defer all advanced emergency care to arriving EMS personnel.

 

15.2 — Medical Emergency Response Fee

Because our nurses’ time, professional expertise, and clinical resources are deployed during a medical emergency response — entirely separate from the scheduled IV treatment — the following fees apply:

 

•  Nurse On-Site Emergency Response Fee:  You agree to be charged $75.00 per hour for the nurse’s time on site during a medical emergency response. Time is calculated from the nurse’s arrival at the service location and rounded up to the nearest full hour (e.g., 25 minutes on site = 1 hour billed at $75.00; 65 minutes on site = 2 hours billed at $150.00). The minimum charge is one (1) hour at $75.00.

 

•  Medical Services Fee:  In addition to the hourly response fee, you agree to be charged for the cost of any medical services, medications, supplies, or clinical interventions provided by the nurse during the emergency response (including but not limited to Epinephrine, Benadryl, Zofran, IV placement, or other clinical care rendered). These charges will be billed at the standard rates posted at the time of service.

 

•  Billing:  Emergency response fees and medical services fees will be charged to the payment method on file in PatientNow following the incident. By booking a treatment with Apex Regen Wellness, you expressly authorize this charge.

 

15.3 — Fee Waiver Process

Emergency response fees and medical services fees described in Section 15.2 may be waived, reduced, or credited at the sole discretion of Apex Regen Wellness administration, subject to the following conditions:

 

•  48-Hour Window:  All waiver requests must be submitted in writing to Apex Regen Wellness administration within forty-eight (48) hours of the incident. Waiver requests submitted after this window will not be considered, and the charges will stand.

 

•  Admin Approval Required:  Fee waivers require written approval from an authorized Apex Regen Wellness administrator. No nurse, dispatcher, or other staff member has authority to waive these fees. Only designated administrative personnel may approve a waiver.

 

•  Partial Waivers:  Administration may approve a full waiver, a partial waiver, or a credit toward a future treatment at their sole discretion. Approval of a waiver in one instance does not create any obligation to waive fees in future incidents.

 

•  How to Submit a Waiver Request:  Contact Apex Regen Wellness in writing via email or through the contact information provided at the time of booking. Include your full name, the date and time of the incident, and the reason for your waiver request. Administration will respond within five (5) business days.

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⚠  Important:  These fees are separate from and in addition to the cost of your scheduled treatment. Emergency response fees are not subject to the no-refund policy in Section 6.2 — they are charged independently for emergency services rendered and are not a treatment charge.

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