Effective Date: 01-01-2026
Last Updated: 01-01-2026

At VitalCare Medical Spa, we value every patient’s time, safety, and treatment experience. Many of our services require advance preparation, licensed provider review, clinical supplies, vitamins, hormones, medications, sterile materials, customized treatment planning, and appointment time reserved specifically for the patient.

Because some products, medications, supplies, and treatment materials are ordered or prepared specifically for an individual patient, missed appointments, late cancellations, or last-minute rescheduling may result in product waste and loss of provider time. This policy explains when deposits, cancellation fees, rescheduling fees, and refund limitations may apply.

Florida’s Patient Bill of Rights recognizes that patients have the right to know what rules and regulations apply to their conduct and to receive information about charges for medical care. It also states that patients have responsibilities to follow provider rules and behave reasonably and responsibly in connection with their care. 

VitalCare Medical Spa may require a deposit to schedule certain appointments, treatments, consultations, packages, or procedures.

Deposits are used to reserve appointment time, prepare treatment materials, coordinate provider availability, and secure supplies or medications when applicable.

Unless otherwise stated in writing, deposits are non-refundable if the patient:

Cancels with less than 72 hours’ notice.

Reschedules with less than 72 hours’ notice.

Does not show up for the appointment.

Arrives too late to safely complete the treatment.

Fails to complete required forms, medical clearance, payment, or consent documents before the appointment.

Provides incomplete or inaccurate medical information that prevents treatment from being performed safely.

Patients must provide at least 72 hours’ notice to cancel or reschedule an appointment.

This notice allows VitalCare Medical Spa enough time to offer the appointment to another patient and avoid wasting supplies, vitamins, hormones, medications, sterile materials, or customized treatment products prepared for the scheduled service.

Appointments cancelled or rescheduled with less than 72 hours’ notice may result in:

Loss of deposit.

A cancellation fee.

A rescheduling fee.

A charge of up to $300, depending on the medical treatment, product cost, supplies prepared, provider time reserved, and whether patient-specific materials were ordered or opened.

VitalCare Medical Spa may charge a cancellation or rescheduling fee of up to $300 for late cancellations, late rescheduling, no-shows, or failure to appear prepared for treatment.

The exact fee may depend on:

The type of service scheduled.

The length of appointment time reserved.

Provider or practitioner time reserved.

Whether supplies were opened, mixed, prepared, ordered, or allocated.

Whether vitamins, hormones, medications, or medical products were ordered specifically for the patient.

Whether the product can be safely reused for another patient.

Whether the appointment required special preparation, sterile supplies, or customized treatment planning.

Whether the patient’s late cancellation prevented another patient from booking the appointment.

Some VitalCare Medical Spa treatments may involve supplies, vitamins, hormones, medications, compounded products, injectables, sterile materials, or treatment items that are ordered, prepared, or reserved specifically for the patient.

Once these items are ordered, opened, mixed, prepared, dispensed, compounded, customized, or allocated to a specific patient, they may not be reusable, returnable, transferable, or refundable.

For safety, sanitation, sterility, pharmacy, and medical compliance reasons, VitalCare Medical Spa may not be able to reuse patient-specific products for another person.

Therefore, if a patient no-shows, cancels late, reschedules late, or becomes ineligible for treatment because they did not provide accurate information, the patient may lose their deposit and may be charged up to $300 to cover wasted materials and reserved clinical time.

A “no-show” occurs when a patient does not appear for a scheduled appointment and does not provide at least 72 hours’ notice.

No-shows may result in:

Full loss of deposit.

Cancellation of the appointment.

A no-show fee of up to $300.

Requirement to prepay future appointments.

Requirement to place a larger deposit for future bookings.

Loss of eligibility for certain promotions, discounts, memberships, or package benefits.

VitalCare Medical Spa reserves the right to decline future scheduling for repeated no-shows or repeated late cancellations.

Patients are expected to arrive on time.

If a patient arrives late, VitalCare Medical Spa may not be able to safely or properly complete the scheduled service. Late arrival may result in:

Shortened treatment time.

Rescheduling.

Loss of deposit.

A late cancellation or rescheduling fee.

A charge of up to $300, depending on the service and materials prepared.

If a patient is more than 30 minutes late, the appointment may be treated as a no-show or late cancellation.

VitalCare Medical Spa does not guarantee specific results from medical, wellness, aesthetic, IV therapy, skincare, weight loss, hormone-related, medical tattooing, or micropigmentation services.

Because results vary by patient, refunds are generally not provided for services already performed.

Individual results may depend on health history, medical conditions, medications, age, skin type, metabolism, immune response, lifestyle, healing ability, aftercare compliance, and other factors outside VitalCare Medical Spa’s control.

If a patient has a concern about a completed service, VitalCare Medical Spa encourages the patient to contact the clinic promptly so the matter can be reviewed professionally.

Prepaid packages, memberships, discounted services, promotional offers, and bundled treatments may be subject to separate written terms.

Unless otherwise stated in writing:

Prepaid packages are non-refundable.

Promotional services are non-refundable.

Membership payments are non-refundable once billed.

Unused services do not convert to cash value.

Discounted package pricing may be void if a patient requests cancellation after using part of the package.

If any refund is approved as a courtesy, VitalCare Medical Spa may deduct the full regular price of services already received, administrative fees, product costs, payment processing fees, and any non-recoverable costs.

For services involving medications, vitamins, hormones, compounded products, prescriptions, pharmacy coordination, or provider review, refunds may not be available once any of the following has occurred:

The provider has reviewed the patient’s information.

A prescription has been issued.

Medication has been ordered.

Medication has been compounded.

Medication has been shipped, picked up, prepared, or allocated.

Supplies have been ordered specifically for the patient.

The patient missed, cancelled, or rescheduled the appointment with less than 72 hours’ notice.

These products may be patient-specific and may not be reusable or returnable.

Patients are responsible for providing accurate medical history, current medications, allergies, contraindications, and other required information before medication-related services are ordered or prepared.

IV therapy, vitamin injections, wellness injections, and similar treatments may require advance preparation of vitamins, fluids, supplies, sterile equipment, and provider time.

If an IV therapy or injectable appointment is cancelled or rescheduled with less than 72 hours’ notice, the patient may lose their deposit and may be charged up to $300, especially if supplies, vitamins, or materials were prepared or reserved specifically for the appointment.

Once an IV therapy or injectable service has been started or completed, it is non-refundable.

Medical tattooing, nipple and areola restorative tattooing, scar camouflage, scalp micropigmentation, and related procedures require reserved appointment time, pigments, sterile supplies, customized design, preparation, and practitioner availability.

Deposits for these services are generally non-refundable.

Late cancellation, late rescheduling, or no-show may result in loss of deposit and a fee of up to $300.

Because medical tattooing and micropigmentation results vary depending on skin type, scar tissue, prior surgery, radiation history, healing response, pigment retention, aftercare compliance, and other factors, refunds are not provided for completed services.

Additional sessions, touch-ups, or corrections may be recommended and may require additional fees unless otherwise stated in writing.

Skincare and aesthetic services are non-refundable once performed.

Patients must disclose any relevant medical history, allergies, skin sensitivities, pregnancy status, medications, Accutane/isotretinoin use, retinoids, acids, exfoliants, recent procedures, and other relevant information before receiving treatment.

Failure to disclose this information may result in cancellation, rescheduling, denial of service, loss of deposit, or additional fees.

VitalCare Medical Spa reserves the right to cancel, delay, or deny treatment if the provider determines that treatment is not safe or medically appropriate.

If VitalCare Medical Spa cancels or denies treatment for safety reasons before products, medications, or patient-specific supplies are ordered or prepared, the clinic may offer a refund, credit, or rescheduling option at its discretion.

However, if the cancellation occurs because the patient failed to disclose accurate health information, medications, allergies, pregnancy status, contraindications, or other required information, the deposit may be forfeited and additional fees may apply.

If VitalCare Medical Spa must cancel or reschedule an appointment due to provider illness, emergency, supply issue, weather event, power outage, safety concern, or circumstances outside the clinic’s control, the patient will be offered a reasonable opportunity to reschedule.

When appropriate, VitalCare Medical Spa may apply the deposit toward the rescheduled appointment.

Payment processing fees, credit card fees, financing fees, chargeback fees, and administrative fees may be non-refundable.

If a refund is approved, VitalCare Medical Spa may deduct any non-refundable processing or administrative costs allowed by law.

Patients are encouraged to contact VitalCare Medical Spa directly before initiating a bank dispute or chargeback.

Filing a chargeback for a valid deposit, late cancellation fee, no-show fee, completed service, medication-related cost, or non-refundable payment may result in account review, suspension of future scheduling, collection activity, or additional documentation being submitted to the payment processor.

VitalCare Medical Spa understands that emergencies can happen. Exceptions may be considered on a case-by-case basis for documented emergencies, serious illness, hospitalization, or other circumstances approved by management.

Approval of an exception does not waive the policy for future appointments and does not guarantee that future exceptions will be granted.

By booking an appointment, submitting payment, signing consent forms, purchasing services, or receiving treatment, the patient acknowledges and agrees to this Refund & Cancellation Policy.

Patients are encouraged to ask questions before booking, paying a deposit, purchasing a package, or beginning treatment.

For questions about this Refund & Cancellation Policy, please contact:

VitalCare Medical Spa
Main Contact: Jhonnathan Camacho
Phone: (813) 326-2724
Email: INFO@Vitalcaremedspa.com
Address: 8317 Gunn HWY, Tampa FL, 33626

Required acknowledgment:
I understand that VitalCare Medical Spa requires at least 72 hours’ notice to cancel or reschedule. I understand that my deposit may be non-refundable and that I may be charged up to $300 for late cancellation, late rescheduling, no-show, late arrival, or patient-specific supplies, vitamins, hormones, medications, or materials ordered or prepared for my appointment. I understand that services already performed, medications ordered, and customized products are generally non-refundable.