Payments and Cancellation Policy:

Late Policy: 

We offer a 15-minute grace period for all appointments. Arrivals exceeding this grace period are subject to a late cancellation fee and may require rescheduling. After 4 documented late cancellations, clients will be subject to an increased late cancellation  fee. We believe it is crucial to respect and honor the time of both therapists and patients. Therefore, if we are more than 15 minutes late to your appointment, we will compensate your session as a token of our appreciation for your patience and understanding. We understand that unexpected events can occur. We will continue to do our best to accommodate our patients and appreciate your efforts to visit the clinic. 

No Show Policy:

After 2 documented no shows, defined as a booked session with Olympia Physical Therapy and Performance where the client does not show up with no communication given to Olympia in advance, all future no show sessions will be forfeited and patients/clients are subject to additional fees and discontinuation of therapy services from Olympia Physical Therapy and Performance. In addition, Olympia may also shift the patient’s therapist to ensure continued success of both the client, therapists, and Olympia Physical Therapy and Performance as a whole.

Payment Collections Policy:

To ensure that Olympia Physical Therapy & Performance can continue to serve our valued patients effectively, we will be implementing an “At Time of Service” Payment Policy starting January 1st, 2025.

Under this policy, all session payments must be completed prior to the appointment to secure your booking and proceed with therapy. Additionally, by keeping a card on file, you authorize Olympia Physical Therapy & Performance to process payment collections if necessary, in accordance with our policy.

In extraneous circumstances where clients are unable to pay at time of service, we require that all payments be made by the end of each week with no exceptions. Please note that payments made beyond this timeframe may be subject to collections. 

We understand that unexpected financial challenges may arise. In such cases, we kindly ask our patients to plan accordingly and communicate with us in advance if support is needed. Our goal is to maintain a seamless experience for all patients while sustaining the high level of care and service you deserve.

Package Member Cancellation Policy: 

We kindly request a minimum of a 24 hours notice for cancellations or rescheduling of appointments. Failure to provide sufficient notice or a no-show will result in a cancellation fee of $75. After 4 documented late cancellations, clients will be subject to an increased late cancellation fee. We understand that emergencies happen. Please inform us as soon as possible if you need to cancel due to an emergency situation.

Per-Session Deposit Requirement and Cancellation Policy:

If a package or membership is not attached to the patient's account, in order to confirm your appointment, a non-refundable deposit of $75 is required at the time of booking. This deposit will be credited toward the total cost of your appointment on the day of your appointment. 

If you choose to cancel your appointment, we kindly request a minimum of a 24 hours notice. All deposits are non-refundable and will be credited to the patient's account if the session is canceled within the cancellation window. Failure to provide sufficient notice or a no-show will result in complete loss of session deposit. You may reschedule your appointment at least 24 hours in advance without losing your deposit which will be applied to the patient's account as credit for future visits. 

Pro-bono Per-Session and Package Service Policy:

On a per-case basis, Olympia provides pro-bono services to help bridge the gap for our patients living in low-income households. Due to this, we require full commitment to consistency and punctuality from our patients receiving these services. Regardless of package or per-session identification, sessions must be paid in full to confirm all bookings. All sessions are non-refundable. Cancellations must be made within 24 hours and deposits for service will be credited to the patient's account. Any cancellations made outside of our 24-hour cancellation window will be lost. 

Olympia Physical Therapy & Performance Non-Refundable Policy

At Olympia Physical Therapy & Performance, we are committed to helping you achieve your wellness goals, and we expect the same commitment from our patients. As such, all services and packages are non-refundable.

This policy applies to all services we provide, including performance evaluations, physical therapy sessions, PMT, yoga, performance testing, running assessments, as well as single-session and multi-session packages. Prepaid packages, memberships, and promotional offers are also non-refundable, including those purchased at a discounted rate.

In the rare instance where Olympia is unable to render the purchased services—for example, due to unforeseen circumstances or a clinic relocation that prevents us from providing care—we may, at our discretion, refund any remaining balance or unused sessions. However, Olympia is not obligated to provide refunds under these or any other circumstances.

HIPAA Compliance:

Olympia Physical Therapy and Performance is committed to maintaining compliance with the Health Insurance Portability and Accountability Act (HIPAA) to ensure the protection of individuals’ protected health information (PHI) and electronic protected health information (ePHI). Our organization acknowledges the importance of privacy, security, and confidentiality in healthcare and is dedicated to upholding the standards set forth by HIPAA.

Text Communication: 

Patients/Clients frequently request that we communicate with them by phone, voicemail, email or text. Olympia Physical Therapy and Performance Inc. respects your right to confidential communications about your protected health information (PHI), as well as your right to direct how those communications occur. Since texting can be inherently insecure as a method of communication, we will only communicate with you by text with your written consent at the email address or phone number you provide to us. Upon receiving consent, Olympia Physical Therapy & Performance shall send a confirmation message to the provided mobile number, verifying the individual's opt-in status.

When you consent to communicating with us by text, you are consenting to texting communications that may not be encrypted. Voicemail or answering machine messages may be intercepted by others. Therefore, you are agreeing to accept the risk that your protected health information may be intercepted by persons not authorized to receive such information when you consent to communicating with us through phone, voicemail, or text. Olympia Physical Therapy and Performance Inc. will not be responsible for any privacy or security breaches that may occur through text communications that you have consented to. 

Individuals who no longer wish to receive SMS communications from Olympia Physical Therapy & Performance shall have the right to opt-out at any time. Opt-out instructions shall be clearly provided in every SMS message sent.

Rights to Refuse Service:

Olympia Physical Therapy & Performance reserves the right to refuse service to any individual, at our discretion, if their behavior or actions are disruptive, unsafe, inappropriate, or detrimental to our staff, other clients, or the facility’s environment. This includes, but is not limited to, failure to adhere to facility policies, refusal to follow staff instructions, harassment, and any form of abusive or disrespectful conduct. Our goal is to maintain a safe, welcoming, and professional environment for all our clients and team members.

Rights to Update Policies and Pricing:

We reserve the right to update, modify, or revise our policies, terms, and conditions at any time without prior notice. Updates may include changes to pricing, features, benefits, terms of service, or any other aspect related to our services.

We reserve the right to update pricing for our services. Pricing updates may occur due to factors such as inflation, changes in market conditions, or enhancements to our offerings. Any changes to pricing will be communicated in advance where feasible.

While we strive to communicate changes in advance, customers should regularly review our policies and terms for any updates. Major changes will be communicated through email, website notifications, or other appropriate channels. Continued use of our products or services after changes are made indicates acceptance of the updated policies.

Policy Supersession and Retroactive Effectiveness Clause:

All updated policies and procedures issued by Olympia Physical Therapy and Performance supersede and replace any previously signed documentation, policies, or procedures, regardless of the date of the prior documentation. These updated policies are effective immediately upon issuance and apply both prospectively and retroactively to ensure alignment with current organizational practices and standards.

Payment Methods:

Olympia is a cashless business. Deposits and all payments must be made via debit or credit card.

By scheduling or purchasing services at Olympia Physical Therapy & Performance, clients acknowledge and agree to abide by our policies.