Client & Appointment Policies

APPOINTMENT BOOKINGS & CANCELLATIONS

Booking Policy

As I reopen on June 1st 2020, I am prioritizing appointment bookings from already established clients. This is due to a temporary limitation on the number of appointments I can take, and it ensures continuity of care for those with existing treatment plans. As a new client, you may request an appointment online, but the booking is provisional until confirmed.

 

As of July 1st, I am currently accepting appointments from new clients.

Cancellation Policy

Amid the ongoing uncertainty of COVID-19, I have modified my cancellation policy to offer greater flexibility to my clients. I hope this will alleviate any stress and hesitation you may have about an upcoming appointment. If you need to cancel or reschedule your appointment because you are feeling sick or believe you may have been exposed to someone exhibiting symptoms of COVID-19, there is no late cancellation fee. Please contact me as soon as possible. Note that the 14-day quarantine period will apply before you can reschedule.

For no shows and late cancellations (within 24 hours) due to any other reason, my usual $50 late cancellation fee applies.

Payment Policy

To minimize contact, all services are currently invoiced online, payable prior to your appointment (by PayPal or any credit or debit card). As an alternative, I also accept check or card payments (requiring signature) at the time of service.

COVID-19 GUIDELINES & SAFETY MEASURES

Your health and safety is important to me. To minimize risk of infection, I have a number of additional sanitation measures in place.

Please be respectful of my time and the additional measures I need to take, and arrive for your appointment at the scheduled time. If you are late, I may need to shorten your treatment time to ensure that my room is cleaned, sanitized, and ready in time for my next client.

When you come for your appointment, I ask you to:

  • Read and respond to the COVID-19 screening questions prior to your appointment. These are emailed to you along with your appointment reminder.

  • Wait outside or in your car until your scheduled appointment time – the waiting room is currently not available.

  • Have your temperature checked by one of the clinic staff as you come in.

  • Wear a face mask whilst inside the clinic. You are also required to wear a mask during your massage treatment, when laying on your side or face up on the table.

  • Use the clinic bathroom to thoroughly wash your hands in warm, soapy water before your appointment.

To keep my space clean, safe, and properly sanitized, I will:

  • Schedule additional time between appointments to avoid any overlap.

  • Clean the massage table, face cradle, all surfaces, and any tools I use with a hospital grade, virucidal, bactericidal disinfectant after every appointment.

  • Wear a face mask throughout your appointment.

  • Have hand sanitizer and tissues available in my room.

  • Also have my temperature checked at the start of every working day.

I will also continue to:

  • Thoroughly wash my hands before AND after every client.

  • Wash all my linens in hot water, using each sheet, towel, and blanket only once between washes.

You understand that you are choosing to receive massage therapy at a time of a global pandemic, and accept all risks. While I am doing everything possible to minimize risk, it is impossible to eliminate risks completely. It is your responsibility to weigh your individual willingness to accept those risks and make a decision about scheduling an appointment.

NOTICE OF PRIVACY PRACTICES

This notice describes how information about you may be used and disclosed, and how you can access this information. 

 

When it comes to your health information, you have certain rights:

  • Get a copy of the health information we have about you. If requested, we will provide a copy or summary of your health information, usually within 30 days of your request.

  • Ask us to correct health information about you that you think is incorrect or incomplete. We may say "no" to your request, but we'll tell you why in writing within 60 days.

  • Request confidential communications. You can ask us to contact you in a specific way (for example, home or office phone), or send mail to a different address.

  • Ask us to limit what we use or share. We will honor these requests unless a law requires us to share that information.

  • Get a list of those with whom we have shared information. You can ask for a list of the times we've shared your health information for six years prior to the date of your request, who we shared it with, and why.

  • Get a paper or electronic copy of this privacy notice. 

  • Choose someone to act for you. If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.

  • File a complaint if you feel your rights are violated. You can do this by contacting the person named at the end of this notice. If you feel we handle your complaint in an inappropriate or inadequate manner, you can file your complaint with the U.S. Department of Health and Human Services Office for Civil Rights.

 

Sharing your health information.

Sherwood Massage LLC does not transfer any health information electronically to any healthcare providers, insurance companies, or any other third parties, or share your information with anyone else. The information we hold is treated as confidential, and all electronic forms are secured with 256-bit encryption to protect your personal information. 

 

If, for the purposes of your medical care and to get the best outcome for your massage treatment, we feel that certain health information should be shared with either your primary care physician, physical therapist, or other practitioner, we will discuss this with you first and get your verbal consent.

 

You have both the right and the choice to tell us to share your information with your family, close friends, or others involved in your care. Please tell us if you have a clear preference.

 

We never sell your information or share your information with any third parties for marketing purposes.

 

We typically use your health information only in the following ways:

  • To treat you. We use your health information to determine the best course of action in your care and to track your health.

  • To run our practice. We use information about you to manage your treatment and the services our practice provides. This may include informational, non-confidential communications sent to you via email or mail. If you ask not to be sent such communications we will honor your request.

  • Additionally, we will use information about you if state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we are complying with federal privacy law. We can also share health information about you in response to a court or administrative order, or in response to a subpoena.

 

Our responsibilities.

  • We are required by law to maintain the privacy and security of your protected health information.

  • We will let you know promptly if a breach occurs and we think it may have compromised the privacy or security of your information.

  • We must follow the duties and privacy practices described in this notice and give you a copy of it upon request.

  • We will not use or share your information other than as described here.

 

Changes to the terms of this notice.

We can change the terms of this notice, and the changes will apply to all information we have about you. You will be offered a copy of the new notice.

 

Sherwood Massage LLC HIPAA Officer and contact information:

Heini Tallent, 20510 SW Roy Rogers Rd, Suite 120, Sherwood, OR 97140

Email: heini@sherwoodmassage.org

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© 2020 Sherwood Massage LLC.  State of Oregon license # 24231.