Practice Policies


Our goal is to provide you with the highest quality coaching, consulting, and therapeutic care. We are committed to helping you care for and nourish your whole-self—mind, body, and everything in-between—so that you can experience your best 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 credit card on file is required at the time of scheduling and will be used only if your appointment is canceled late or missed, or goes unpaid. 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 nutrition and 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, professional-grade nutritional supplements are usually, but not always, recommended.

New Client Consultation Includes:

  • Comprehensive intake with nutrition and 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/consulting around nutrition and healthful lifestyle.

Follow-Up Consultation Includes:

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

Your new client consultation includes a comprehensive intake, 2 to 3-hour coaching/consultation, and email summary of any lifestyle recommendations made, and requires a credit card on file at the time of scheduling, which will be used if your appointment is canceled late, missed, or goes unpaid.

+ Telehealth Consultations

Telehealth 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 (http://www.nutritionadvocacy.org). 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 for 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 24 to 48-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/consulting care.

+ Recommendations/Wellness Plan

A summary of mutually agreed upon nutrition and 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 nutrition and 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. Professional-grade nutritional supplements are available for purchase through our virtual dispensary for up to 12-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 plan, 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 sooner, please schedule a 20-minute check-in consultation for this purpose.

+ Fee Schedule

Telehealth and phone consultations are billed the same, and in-person consultations are an additional $40 (travel fee). Appointments require a credit card on file at the time of scheduling, which will be used for fees associated with appointments that are canceled late or missed, or that go unpaid. 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.

Fee-for-Service:

  • 2-Hour New Client Consultation: $240 telehealth/$280 in-person
  • 20-Minute Check-in Consultation: $40 telehealth
  • 40-Minute Follow-Up Consultation: $80 telehealth
  • 1-Hour Follow-Up Consultation: $120 telehealth/$160 in-person
  • 2-Hour Therapeutic Bodywork Appointment: $280 in-person

Memberships:

  • Save 15% — $102 per month with a 3-month commitment ($306 total) †
  • Save 25% — $90 per month with a 6-month commitment ($540 total) †
  • Save 35% — $78 per month with a 12-month commitment ($936 total) †

Concierge Nutrition Memberships

† In-person consultations incur a $40 travel fee.

+ Payment Policy

Our practice 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/HAS 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 credit card on file at the time of scheduling, which will be used for fees associated with appointments that are canceled late or missed, or that go unpaid.

+ Cancellation/No-Show

Due to growing demands on Janell’s time, there’s a 48-hour cancelation 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 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 cancelation 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 Medicaid/Medicare, and due to the nature of coaching/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 available 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.

Additionally, all forms must be completed and emailed to records@janellkaplan.com at least 48-hours before your new client consultation.

+ Contact Details

Practice Hours: Monday, Tuesday, Wednesday, and Thursday from 4pm to 9pm EST.

Practice Location: Middletown, Kentucky

To reach Janell, please call/text: (502) 232-2107 Or email: hello@janellkaplan.com

Records should be emailed to records@janellkaplan.com

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

When leaving a message via email, phone, or text, 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 48-hours for our practice to get back to you. Please plan accordingly.

+ Email, Phone, and Text Support

Unless stated otherwise in your membership, 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 48-hours.

Any information related to your coaching/consulting or other personal information that is emailed to us 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 that covers new information, requires coaching or consulting care, or results in changes to your wellness plan, will be considered a consultation. As such, this support will be billed according to our fee schedule (e.g., $40 for a 10 to 20-minute check-in consultation). Anytime you contact our practice with questions or concerns related to your coaching/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/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 appointments, the best way to do so is by scheduling a 20-minute check-in 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.