Practice Policies for Clients

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Consultations

NEW CLIENT CONSULTATION

(a.k.a., case review + diet/nutrition consultation)

Your new client consultation will be a 2-in-1 appointment that will include a 60-minute case review and a 60-minute diet/nutrition consultation. In your consultation, our functional nutrition counselor, Janell, will gather details about your health and life [hi]story from your time together as well as your comprehensive intake questionnaire. She will conduct a nutrition-focused physical exam (in-person appointments only), review with you your health and life goals, and then piece together and review with you your functional medicine timeline and matrix, along with her recommendations for your next steps.

Janell will also discuss with you any preliminary diet/nutrition recommendations and recommendations for functional laboratory evaluations. This consultation is an opportunity for you and Janell to discuss your case and to determine if our New Healthie Normal™ program is a fit for you.

FOLLOW-UP CONSULTATIONS

If our program is a fit for you, Janell will make a recommendation for when and how often to follow up based on your individual need and the expectation that you are doing well with your health plan. Our program includes the following consultations and follow-up consultations:

  • 1x new client consultation (a.k.a., 2-in-1 case review + diet/nutrition consultation)

  • 1x lab review consultation

  • 1x diet/nutrition consultation

  • 1x lifestyle consultation

  • 1x case follow-up consultation

  • 2x, 6x, or 12x flex appointments, depending on your individual need

As a client in our program, you will follow-up or check-in with Janell every 1 to 2 weeks for the first few months, and then as needed for support with or to make changes to your health plan. This program will include between 8 and 18 consultations depending on your individual need. And, at the end of your initial program, you will have the opportunity to continue care in a different program.

Should circumstances change, new health challenges come up, lab results come in, or should you require a change to your health plan between consultations, please schedule a follow-up consultation or check-in call/chat with Janell sooner than your regularly scheduled follow-up consultation for this purpose.

Telehealth

Telehealth consultations delivered via our practice app/platform (powered by Healthie) or Zoom are subject to the dietetics/nutrition laws in your home state. Janell is a non-dietician nutrition professional and as such, she cannot and does not provide individual nutrition counseling to clients in select states.

You can refer to the map on The Center for Nutrition Advocacy website ( http://www.nutritionadvocacy.org ) for more information. If your home state is “green” or “yellow” then no restrictions apply, and Janell is available to provide individualized nutrition COUNSELING. If your home state is “orange” or “red” then restrictions apply, and Janell is available to provide nutrition COACHING to support you in the implementation of your choice of foundational food plans ( https://novafunctionalnutrition.com/food-plans/ ).

Additionally, if your home state is NJ, NY, or RI, or if you reside outside the United States, recommendations for functional laboratory testing will be made for you to discuss with your primary care physician (PCP) or another licensed physician. However, the decision to order testing will be up to you and your physician. Janell is unable to order testing in these 3 states and outside the country.

Appointment Confirmation/Cancellation

There is a 48-hour cancellation policy for appointments. Your appointment must be cancelled at least 2-days before your scheduled service or your credit card on file will be charged half the scheduled service fee on the next business day. You may cancel your appointment by calling or texting +1.703.376.7768 or by clicking the cancellation link included in your appointment confirmation email.

Do not use email or the chat feature in our practice app/platform (powered by Healthie) to cancel appointments.

Late Arrival

Please arrive 15-minutes before your in-person appointment or log in 5-minutes before your telehealth appointment to allow time for parking and technical difficulties, respectively. Because we endeavor to meet with our clients on time, we cannot guarantee that you will receive your full appointment should you arrive or log in late. Payment in the amount of half the scheduled service rate is required for late or missed appointments and will be charged to your credit card on file on the next business day.

We follow our own cancellation policy. Should we cancel without 2-days’ notice, you will receive a credit on file valued at half the scheduled service fee.

Exceptions to our cancellation policy are made on a case-by-case basis for extenuating circumstances (e.g., unexpected death of a loved one; serious illness, injury, or hospitalization; severe weather or natural disaster; government-mandated obligations; and the like).

Protected Health Information (PHI)

Because your Protected Health Information (PHI) can only be released with your authorization, you are responsible for obtaining any PHI (e.g., medical records, lab results, etc.) from your health professionals that you would like for Janell to review at your appointment(s). Please contact your health professionals to obtain these records, and then upload them to our practice app/platform (powered by Healthie).

Intake Form

Having the most up-to-date information about your health will help us help you more efficiently and enhance the overall quality of your coaching/counseling care and experience. All intake forms and/or questionnaires must be filled out and received by our office at least 48-hours before all appointments.

Missing intake forms and/or questionnaires will result in automatic cancellation of your appointment, which you may reschedule after all forms and questionnaires are filled out and received. Please upload filled out forms and questionnaires to our practice app/platform (powered by Healthie) or fax them to 855.805.2414. Please refer to the “New Client Checklist” for help with this.

Laboratory Testing

RECOMMENDATIONS FOR LABORATORY TESTING

Recommendations for functional laboratory testing will be made during your new client consultation and ordered at the end of your consultation if our services are right for you and if you are enrolling as a client in our program. This will be an additional 10 to 20-minutes. We value your time and will do our best to provide timely service. We do not offer à la carte testing or testing as a stand-alone service as this goes against the paradigm of functional medicine and nutrition. If we are going to address the root causes of your health challenges, we need a comprehensive approach. We only work with clients on a case management basis in one of our programs.

LABORATORY TESTING LIMITATIONS

If your home state is NJ, NY, or RI, or if you reside outside the United States, recommendations for functional laboratory testing will be made for you to discuss with your primary care physician (PCP) or another licensed physician. However, the decision to order testing will be up to you and your physician, as Janell cannot/does not order testing in these 3 states because of state licensing laws or outside the country because of testing availability.

INVESTMENT FOR LABORATORY TESTING

As a client in our program, you will have access to direct lab pricing, which ensures the lowest price possible. On average, our clients invest between $500 and $1500 for functional laboratory testing. And, on average, our clients save between $1500 and $4500 with direct lab pricing.

Because of state licensing laws, there is a nominal “ordering physician license fee” – currently $15 per lab order. If you prefer, you may request that your state licensed primary care provider (PCP) order testing. But, keep in mind your PCP is likely unfamiliar with functional laboratory testing and as such, likely to refuse your request.

Also, there is another nominal fee for testing that requires a blood draw. This fee is determined by the local independent lab or phlebotomist performing your blood draw – currently $10 per blood draw via Quest Diagnostics.

Specialty testing kits usually include the cost of a prepaid shipping label for you to return the specimen (e.g., saliva, stool, urine, etc.) to the lab. If the kit does not include this, the cost return shipping is your responsibility.

REVIEW OF LABORATORY TESTING RESULTS

Testing results, whether ordered by our practice or another member of your healthcare team, will be reviewed during your new client consultation, lab review consultation, or regularly scheduled follow-up consultation. Review of testing results older than sixty (60) days will be considered on a case-by-case basis. If you are an established client and would like to have your testing results reviewed sooner, please schedule a follow-up consultation for this purpose.

Supplements

SUPPLEMENT RECOMMENDATIONS

Preliminary recommendations for nutritional supplements, if appropriate, will be made during your new client consultation. Full recommendations for nutritional supplement will be made at your second diet/nutrition consultation which will follow your lab review consultation as part of your program. Our practice does not offer à la carte diet/nutrition consultations or supplement recommendations as a stand-alone service as this goes against the paradigm of functional medicine and nutrition.

INVESTMENT FOR SUPPLEMENTS

As a client in our program, you will have access to low-prices on high-quality professional-grade supplements in our online dispensary (powered by Fullscript and/or Wellevate, depending). Here, you will be able to access your personalized supplement recommendations and dosage instructions. Follow the link in the welcome email sent from our dispensary to finish activating your account. A savings of up to 20-percent will be applied automatically during checkout.

Please make a note of your username (i.e., email address) and password for future use. Once your account is active, you may access our dispensary and your recommendations anytime by visiting: https://novafunctionalnutrition.com/supplements/

Because of our relationships with referring health professionals, we restrict purchases to supplements that are either recommended for you in a consultation with our health professional or not stocked by your other health professionals’ offices. Please purchase supplements recommended by your other professionals from their respective offices whenever possible.

Payment Schedule

THE NEW CLIENT CONSULTATION

  • Your 2-hour new client consultation will be $600.

Your new client consultation will be a 2-in-1 appointment that will include a 60-minute case review and a 60-minute diet/nutrition consultation. This appointment will give you and our health professional the opportunity to discuss your case and to determine if our program is a fit for you. And, if our program is a fit for you, you will be given the opportunity to continue care as a client in our New Healthy Normal™ program. Your $600 investment will be applied to our program, which is available with 3 levels of support.

THE NEW HEALTHY NORMAL™ PROGRAM

Our New Healthy Normal™ program is available with 3 levels of support:

  • Embark is $2397 and includes eight (8) consultations

  • Transcend is $3597 and includes twelve (12) consultations

  • Ascend is $5397 and includes eighteen (18) consultations

At the end of your initial program, you will have the option to continue care:

  • Sustain is $1197 and includes four (4) consultations

Payment Policy

When you schedule your new client consultation, a credit card number will be placed on file to hold the appointment for you. Charges are not applied to your credit card unless you miss or cancel the appointment without proper notice. Payment is due on or before the day of service. Telehealth appointments are billed to your credit card on file.

In addition to credit card, cash and personal checks are accepted for in-person appointments. Returned checks are subject to a $50 returned check fee, after which point, personal checks are no longer be accepted.  

FSA/HSA cards are conditionally accepted for therapeutic massage and bodywork services with a valid physician’s prescription that includes appropriate diagnosis codes. Do no attempt to use your FSA/HSA cards for other services and supplements. This may result in an IRS audit, loss of your tax benefits, and loss of our ability to accept FSA/HSA for therapeutic massage and bodywork services.

Health Insurance

Our practice does not participate in or accept insurance, Medicaid, and/or Medicare for coaching/counseling services. As such, claims are not filed on your behalf. And, we do not assist with claims or claims resolutions.

If you plan to participate in therapeutic massage and bodywork services for an injury or chronic medical condition for which massage therapy is medically indicated, and if you plan to seek insurance reimbursement for the services by submitting an out-of-network claim form to your insurance company, please have your licensed physician complete our Prescription Form before your scheduled appointment. Please note that following these steps does not guarantee insurance reimbursement. Insurance claims are not filed on your behalf. And, we do not assist with claims or claims resolutions. We do, however, provide you with a Superbill for therapeutic massage and bodywork services.

Contact Details

If you have a medical emergency, call 911, or go to the nearest emergency room. And, if you need medical advice, consult a licensed physician.

PRACTICE LOCATION + HOURS

Our practice is based out of Reston, Virginia in Fairfax County, and we are available Monday, Tuesday, and Wednesday, from 4pm to 9pm EST, and select Saturdays, from 9am to 4pm EST – by appointment only.

PHONE + TEXT

Call +1.703.376.7768 to leave a message for our administrative staff. Please include your name, date of birth, phone number, and time zone, and briefly describe the reason for your call. Messages will be checked and returned during office hours. If you do not receive a call-back within 48 office hours, please try your call again.

FAX

Send faxes to +1.855.805.2414

PRACTICE APP/PLATFORM CHAT

Chat or message Janell directly inside our practice app/platform (powered by Healthie): https://gethealthie.com/users/sign_in

EMAIL

Email our administrative staff at: hello@novafunctionalnutrition.com (powered by G-Suite)

Chat, Phone, Email, and Text Support

Email, phone, or text support between consultations is limited to administrative purposes only (e.g., cancelling or confirming appointments or sending agreed upon information, and not for coaching/counseling care or reviewing lab results). Our administrative staff does their best to respond to such correspondence within 48-hour office hours – standard text messaging and data fees may apply.

Any information related to your coaching/counseling care that is received by our practice between consultations will be placed in your file for Janell to review with you at an upcoming scheduled consultation.

If you are a client with a concern or question for Janell that cannot wait, please schedule a check-in consultation or use the chat feature inside our practice app/platform (powered by Healthie) – standard consultation rates may apply.

Social Media

While we encourage you to connect with our practice and Janell on social media, please do not use social media platforms (e.g., Facebook, Instagram, etc.) to contact Janell with health information or information related to your coaching/counseling care, as social media is not confidential or secure. Additionally, Janell may not read your comments, messages, or posts in a timely manner.

If you need to reach Janell between consultations, the best way to do so is by scheduling a check-in consultation or using the chat feature inside our practice app/platform (powered by Healthie) – standard consultation rates may apply.

At times, Janell may conduct a Web search (e.g., Google, Facebook, etc.) or even send you a “friend request” to get to know you better.

Right of Refusal

We reserve the right to refuse service to anyone. This includes, but is not limited to, anyone who requests care that is outside Janell’s scope of practice or anyone unwilling to honor our practice policies. We will exercise this right if anyone arrives for care under the influence of alcohol or recreational drugs. We reserve the right to invoice for the consultation time, whether services were rendered or not, if we so choose.

 

Last Updated November 10, 2018.