Practice Policies


Our goal is to provide you with the highest quality coaching, consulting, and therapeutic care. Our team is committed to helping you care for your whole-self, mind, body, and everything in-between, so that you can experience optimal health and self-healing.

It is important that you read all the information here, as well as the information that is emailed to you after scheduling your new client consultation. A $25 non-refundable deposit is required at the time of scheduling, and this will be applied toward the balance/fee for the scheduled appointment. And all new client forms must be completed and emailed to records@janellkaplan.com at least 48-hours before your new client consultation. This will help us help you more efficiently and enhance the overall quality of your coaching and consulting care.

 

In Wellness,

wbn Care Team

+ Consultations

Please allow for 2 to 3-hours for your new client consultation. The comprehensive intake, and the lifestyle recommendations that follow, serve as the foundation for your integrative wellness plan. Functional laboratory testing is optional, but encouraged to identify imbalances that may be contributing to your health challenges. Also, nutritional supplements are usually, but not always, recommended.

New Client Consultation Includes:

  • Comprehensive intake with lifestyle recommendations on initial consultation;
  • Recommendations for functional laboratory testing (optional);
  • Careful review of evidence-based complementary and alternative care options, aimed at alleviating symptoms of multiple chronic conditions by addressing the core causes of most chronic conditions: inflammation, insulin resistance, infection, imbalanced pH, and insufficient oxygen; and
  • Coaching and consulting around lifestyle medicine, especially food as medicine and mind-body medicine.

Follow-Up Consultation Includes:

  • Follow-up intake form with changes to lifestyle recommendations;
  • Review of functional laboratory testing (optional);
  • Careful review of progress; and
  • Coaching and consulting around lifestyle medicine.

Your new client consultation includes a comprehensive intake, 2 to 3-hour consultation, and email summary of any lifestyle recommendations made, and requires a $25 non-refundable deposit at the time of scheduling, which will be applied toward the balance/fee for the scheduled appointment.

+ Virtual Consultations

Virtual consultations (delivered via phone or Zoom) are subject to the laws in your state. Although Janell is a nutrition professional, she is NOT a certified nutritionist or registered dietician. For this reason, she cannot provide individualized nutritional counseling in select states. Please refer to the map on the Center for Nutrition Advocacy’s website. If your state is highlighted in orange or red, Janell is available to support you in implementing a nutrition protocol of your choosing, but no individualized nutritional recommendations will be made. All consultations will be delivered virtually via Zoom unless otherwise agreed upon.

+ Forms—New and Current Clients

All new client forms must be completed and emailed to records@janellkaplan.com at least 48-hours before your new client consultation. And the current client, follow-up form must be completed at least 24-hours before your follow-up consultation. Missing forms will result in cancelation of your upcoming consultation.

Having the most up-to-date information will us help you more efficiently and enhance the overall quality of your coaching and consulting care.

+ Recommendations/ Wellness Plan

A summary of mutually agreed upon lifestyle changes, including any laboratory testing and nutritional supplements, will be emailed to you within 48-hours after your consultation. Any applicable handouts will be included free-of-charge with your consultation. Because lifestyle changes must be discussed and mutually agreed upon, recommendations will not be made in between scheduled consultations. Also, revisions will NOT be made to your wellness plan without a follow-up consultation. Nutritional supplements are available for purchase through our virtual dispensary for up to 6-months after your last consultation.

+ Follow-Up Schedule

Recommendations for when to follow-up are based on the assessment at your last consultation, and the expectation that you’re doing well with your wellness plan. Should circumstances change, health challenges come up, lab test results come in, or should you require a change in your wellness, please schedule a follow-up consultation before your regularly scheduled follow-up consultation.

+ Lab Test Results

Lab test results will be reviewed during your regularly scheduled follow-up consultation. If you’d like to have lab test results reviewed, please schedule a 20-minute follow-up consultation for this purpose.

+ Fee Schedule

In-person, phone, and Zoom consultations are billed the same. Appointments require a non-refundable deposit of $25, which will be applied toward the balance/fee for the scheduled appointment. The balance/fee is due in full at the time of your consultation. A 10-minute over/under time will be honored without charge or refund.

Per-Hour Consultations:

  • 2 to 3-Hour New Client Consultation: $350
  • 20-Minute Follow-Up Consultation: $50
  • 40-Minute Follow-Up Consultation: $100
  • 60-Minute Follow-Up Consultation: $150
  • 2-Hour Therapeutic Bodywork Appointment: $300

Month-to-Month Membership/ Wellness Program

  • Once a month 60-Minute Follow-Up Consultation: $135/month†
  • Twice a month 60-Minute Follow-Up Consultation: $240/month†
  • Thrice a month 60-Minute Follow-Up Consultation: $315/month†

†Cancel anytime with 7-days' email or text notice.

+ Deposit

Our practice requires a $25 non-refundable deposit at the time of scheduling, which will be applied toward the balance/fee for the scheduled appointment.

+ Payment Policy

Indomitable Spirit, LLC is a fee-for-service practice. Clients assume all financial responsibility for the consultations and other services rendered during and in-between scheduled consultations. Payment in full is due at the time services are rendered.

For your convenience, our practice accepts all major credit cards. Personal checks are accepted for in-person services only. Returned checks are subject to a $25 returned check fee, after which, personal checks will no longer be accepted.

Our practice also accepts select FSA/HSA cards for therapeutic massage and bodywork services with a physician’s perception that includes appropriate diagnosis codes. Please do NOT attempt to use your FSA/HSA for other services and supplements. This may result in IRS audit and loss of your tax benefits, and loss of our ability to accept FSA/HSA.

Additionally, our practice requires a $25 non-refundable deposit at the time of scheduling, which will be applied toward the balance/fee for the scheduled appointment.

+ Cancellation/ No-Show

Due to growing demands on Janell’s time, there’s a 48-hour cancellation policy, and your consultation must be confirmed at least 48-hours before your scheduled consultation. You may cancel or confirm your appointment by texting (502) 232-2107 or by emailing hello@janellkaplan.com.

The date and time for your consultation has been schedule specifically for you. Except in medical emergency situations, if you cancel your appointment without 48-hours’ notice, you’ll be billed 50-percent of the scheduled appointment fee. And should you miss your appointment, you’ll be billed 100-percent of the fee.

Because we make every attempt to see our clients on time, should you arrive late for your appointment, payment in full is required, however, we cannot guarantee you’ll receive your full appointment.

We follow our own cancellation policy—if we cancel without 48-hours’ notice, you’ll receive a credit on your account valued at 50-percent of the scheduled appointment fee.

+ Health Insurance

Our practice does not participate in health insurance or Medicare, and due to the nature of coaching and consulting (i.e., Janell doesn’t diagnose her clients), insurance reimbursement is NOT possible for these services.

If you’ll be receiving therapeutic massage and bodywork for an injury or a chronic medical condition, for which massage is indicated, and you’d like to submit an out-of-network claim form to your insurance company, please have your licensed physician complete our Prescription Form BEFORE your scheduled appointment. Following these steps does not guarantee insurance reimbursement.

+ Protected Health Information

Because your Protected Health Information (PHI) can only be released with your authorization, a generic release form is enclosed for your convenience. You’re responsible for obtaining any PHI, or medical records from your healthcare professionals, that you’d like for Janell to review. Please contact your healthcare professionals to obtain these records, and email them to records@janellkaplan.com or snail-mail them to Indomitable Spirit, LLC, C/O Janell Kaplan, 1201 Taxus Top Lane, #101, Louisville, KY 40243.

Additionally, all forms must be completed and emailed to records@janellkaplan.com at least 7-days before your new client consultation.

+ Contact Details

Practice Hours: Monday, Tuesday, Wednesday, and Thursday from 4pm to 8pm EST.

To reach Janell, please text (do not call/leave a voicemail): (502) 232-2107 Or email: hello@janellkaplan.com

Records should be emailed to records@janellkaplan.com Or snail-mailed to: Indomitable Spirit, LLC C/O Janell Kaplan 1201 Taxus Top Lane, #101 Louisville, KY 40243

If you’ve a medical emergency, call 911, or go to the nearest emergency room.

When leaving a message via email or text (do not call/leave voicemail), please be brief, and include your:

  • Full name,
  • Date of birth,
  • Phone number,
  • Time zone,
  • Best time to call back, and
  • Reason for message.

It may take up to 72-hours for our practice to get back to you, or longer if it’s during Integration Week. Please plan accordingly.

+ Email, Phone, and Text Support

Email, phone, and text support are limited to administrative purposes only (e.g., canceling or confirming appointments, or sending mutually agreed upon information, and NOT for coaching, consulting, or reviewing testing results). We’ll respond to such email and text within 72-hours, except during Integration Week.

Any information related to your coaching or consulting, or other personal information, that is emailed will be placed in your file for an upcoming scheduled consultation.

Concerns or questions that cannot wait for an upcoming scheduled consultation may receive a response by email, phone, or text support. Support that covers new information, requires coaching or consulting care, or results in a changes to your wellness plan, will be considered a consultation. As such, this support will be billed according to our fee schedule (e.g., $50 for a 10 to 20-Minute Follow-Up Consultation). Anytime you contact our practice with questions or concerns related to your coaching or consulting, please expect to be billed for Janell’s professional care.

Standard text messaging rates and data fees may apply.

HIPAA Email Consent (Allow Unencrypted Email)

+ Social Media

Although you’re encouraged to connect with our practice and Janell on social media, please do not use social media sites (e.g., Facebook, LinkedIn, Twitter, etc.) to contact Janell with information related to your coaching or consulting, or other personal information, as social media is not completely confidential or secure. Additionally, Janell may not read your comments, messages, or posts in a timely manner. If you need to contact Janell between sessions, the best way to do so is by scheduling a 20-minute follow-up consultation.

At times, Janell may conduct a Web search (e.g., Google) on you 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 our scope of practice or anyone unwilling to honor our practice policies. We’ll exercise this right if anyone arrives for care under the influence of alcohol or recreational drugs. We reserve the right to bill for the consultation time, whether or not services were rendered, is we so choose.

+ Other

By participating in our services, you understand and agree to the above practice policies.