Policies & Forms
All the details on our current massage studio policies & procedures.
Welcome
Appointments: What to Expect and Scheduling
For your first appointment, you will be required to fill out our New Client Intake Forms. Our New Client Form will provide our Massage Therapists with your general contact information, current and existing medical history, allergies, and a few small details related to massage therapy to determine the best course of action for your massage experience. We are able to send your New Client Intake Forms through email if you would like to complete them online! If you would like to print these forms and fill them out ahead of time, you can access a PDF version available through clicking on the “New Client Form,” “Office Policies Form,” and “Guest Reliability Release Form” buttons below. Otherwise, please come in a few minutes prior to your appointment time so that you may have ample time to fill out these forms before your session.
For returning clients, be sure to inform your Massage Therapist of any changes in your medical profile. This would include any new medical conditions or new allergies. Please be on time for your appointments.
You may schedule your appointment online or call to schedule. If you would like to schedule online, you can scroll towards the bottom of any page on the website and click the “Book Appointment” button on the left hand side. If you would like to speak to someone directly about scheduling, please text or call our studio at 704-830-4475.
Non-Refundable 50% Prepayment for NEW CLIENTS
A non-refundable prepayment of 50% of the total service cost is required upon booking as a New Client with Oak Essentials Wellness. Prepayment secures your appointment. Your appointment will be considered confirmed only upon receipt of the required prepayment. The remaining balance of the total service cost is due upon completion of the service. If you cancel your appointment less than 24 hours before your scheduled appointment time, the full prepayment will be forfeited. Similarly, failure to attend the scheduled appointment will also result in the full prepayment being forfeited. To prevent this, you should contact Oak Essentials Wellness directly at 704-830-4475 to cancel or reschedule at least 24 hours before your scheduled appointment. The only acceptable forms of communication regarding canceling your appointment is through phone call and voicemail or text message to Oak Essentials Wellness at 704-830-4475. Social media messages or comments and emails are not accepted forms of communication for cancellations. If you have questions regarding the prepayment policy, contact Oak Essentials Wellness via phone call or text message at 704-830-4475 or via email at info@oakessentialswellnes.com.
Existing and New Medical Conditions
Why do we need information on your medical conditions? Because we want to provide the safest, most individualized massage therapy session for each and every one of you. Our massage services are provided for the basic purpose of relaxation and relief of muscular tension. We require that if you experience any pain or discomfort during the session, you will immediately inform the therapist so that the pressure and/or strokes may be adjusted to your level of comfort. Massage should not be construed as a substitute for medical examination, diagnosis, or treatment. Massage therapists are not qualified to perform spinal or skeletal adjustments, diagnose, prescribe, or treat any physical or mental illness, and that nothing said in the course of the session given should be construed as such. Because massage should not be performed under certain medical conditions, we want you to provide all your known medical conditions, and answer all questions honestly. Please keep the massage therapist updated as to any changes in your medical profile during the session and understand that there shall be no liability on the massage therapist’s part should you fail to do so. Your medical information is considered confidential.
Gift Certificates and Prepaid Packages
All Gift Certificates and Packages will expire one year after the purchase date.
Insurance
We do not bill insurance companies; we may provide a receipt for you to submit for reimbursement.
Card on File
We do require New Clients to provide a card for us to have on file. This will secure your appointment spot. Your card will never be charged without notice. Please read our policies regarding Cancellations and No Show appointments.
Appointment Changes
Requesting to change the length of your appointment is ok, but this needs to be done 24 hours or more before your scheduled appointment. If you need to change your appointment to a shorter length than originally scheduled and you do so less than 24 hours before your appointment or on the day of your appointment, you will still be charged for the original appointment length. For example, if you call the morning of your appointment and ask to change it from 90 minutes to 60 minutes, you will still need to pay for the 90 minute appointment. This policy aligns with our cancellation and no show policy.
Confidentiality
Client confidentiality is important to us. We want to make sure that our clients feel welcome, safe, and comfortable at each session. Client information will not be shared with anyone.
Cancellation Policy – current clients
A 24-hour notice by phone call or text message to 704-830-4475 is required for cancellation of an appointment, or you will be charged in full for the next appointment, or if prepaid you will forfeit the prepaid session. Payment is due before your next appointment. Cancellation messages sent via social media platforms or email will not be accepted.
* If you have standing/recurring appointments scheduled and miss 3 or more of these appointments without cancelling within 24 hours before your scheduled appointment, you will forfeit your time and will no longer be able to schedule multiple appointments. You will have to schedule your appointments one at a time. Thank you for your understanding that both appointments & time are valuable to you, to us, and to all Oak Essentials Wellness clients.
Late Policy
Appointment times are scheduled and cannot extend beyond the stated time to accommodate late arrivals. Please be on time for your appointment.
If you are more than 10 minutes late to a session of 30 minutes or less, more than 15 minutes late to a 60 minute session, or more than 30 minutes late to a 90 minute session, you will be asked to reschedule and you will be charged for the missed session. Of course we understand that life happens – sometimes there are emergencies or special circumstances. The best thing to do if you are running late to your appointment or if you need to cancel is to contact us ASAP at 704-830-4475.
No Show Policy – current clients
You will be charged in full for the next appointment. If prepaid, you will forfeit the prepaid session. Payment is due before your next appointment.
Illness
Massage/bodywork is not appropriate care for any infectious or contagious illness. Please cancel your appointment as soon as you are aware of an infectious or contagious condition. If it is within the 24-hour notice period, the cancellation fee may be waved.
Miscellaneous, but Important
We would like for our clients to understand that any illicit or sexually suggestive remarks or advances made by them will result in immediate termination of the session.
Clients should also understand that the License Massage Therapist reserves the right to refuse to perform massage on anyone whom he/she deems to have a condition for which massage is contraindicated.
Please understand if you miss your scheduled appointment without contacting Oak Essentials Wellness at least 24 hours in advance, Oak Essentials Wellness has the right to charge you for the missed appointment.
When you sign our client forms, you are giving permission to have Oak Essentials Wellness contact you via phone, email, and mail.
Thank you for taking the time to learn about Oak Essentials Wellness and how we operate. If you have any questions or concerns regarding our Policies & Procedures or Forms, please contact us at 704-830-4475.
New Client Intake Form
Thank you for choosing to schedule a session with us. We offer 3 options for filling out your new client paperwork: we can email the forms to you to fill out on your phone or computer, you can download the PDF version on this page to print and fill out at home (just don’t forget to bring them with you), or you can come in about 10 minutes before your scheduled appointment to complete the paperwork here in our massage and bodywork studio.
