1. Patient Eligibility:

• You must be 18 years or older to receive services, or have written parental or guardian consent if under 18. Parental or guardian consent must be provided prior to the procedure, and the parent or guardian must accompany the minor to the appointment to remain compliant with local, state, and federal laws.

• Patients must present a valid government-issued photo ID at the time of the appointment. If applicable, the parent or guardian must also present valid ID. ​

• Patient treatment will only be provided upon presenting a valid photo ID of the patient and, if applicable, the parent or guardian.

• A valid email address, telephone number, home address, and a credit card on file are required for all patients.

2. Right to Refuse Service:

• We reserve the right to refuse service or terminate the patient relationship at any time at our discretion, including but not limited to instances of non-compliance with clinic policies, discriminatory behavior, or failure to provide accurate health information, failure to provide a valid and unexpired photo ID.

  • Appointment will not be started and service is discontinued to anyone who arrives for their appointment without a valid and unexpired photo ID.

  • The appointment is considered missed if the patient cannot provide a valid photo ID for treatments or services.  ​

  • The down payment or commitment fee required to secure your appointment is non-refundable. This fee will be retained as payment toward administrative costs, time and resources dedicated to reserving your appointment, preparation efforts, and staffing incurred by the clinic for the scheduled treatment or service. 

• We are committed to maintaining a safe and respectful environment for all patients and staff.​​

3. Patient Responsibilities:

• Patients are responsible for ensuring that their contact details, including email, phone number, home address, and credit card information on file, are kept up to date.

• Patients are responsible for reporting accurate medical information.

• Patients must follow pre- and post-treatment instructions provided by healthcare professionals.

• Patients must promptly inform the clinic of any changes in their health status or medications, as this may affect the suitability or safety of the treatments provided.

  • Patients must report any known allergies, pre-existing conditions, or current medications that may affect the safety or suitability of treatments.

• Patients must follow all pre- and post-treatment instructions provided by healthcare professionals.

• Patients must promptly inform the clinic of any changes in their health status or medications, as these may affect the treatment plan.

• No children or pets are allowed in the clinic during treatments or services.

• Guests are allowed in the treatment rooms with permission.

4. Forms Submission:

• After booking an appointment, you will receive an email from info@arawan.co with access to required forms.

• Forms must be completed electronically and submitted 24-48 hours before your appointment.

• Contact us at 847-383-6217 if you encounter difficulties or have questions.

• Failure to submit forms in advance may result in appointment delays or cancellation, and an administrative fee of $50 may be charged for the delay.

5. Scheduling and Payment Policies:

5.1 Payment Due Dates:

• Patients must pay for the entirety of services and treatments purchased.

• Enhancements and add-ons will be charged immediately after each treatment/service.

5.2 Telehealth:

• Telehealth calls exceeding five minutes of the allotted time will be charged at $1.00 per minute.

5.3 Late Arrivals:

• To maintain the quality of our treatments and services, it is essential that you arrive on time for your appointment. Late arrivals can hinder our ability to deliver top-notch care, so please ensure you plan accordingly to be punctual. 

• We cannot assure accommodation for late arrivals, as they hinder our ability to deliver high-quality service.

• Patients arriving 15 minutes late or more after the scheduled appointment reduces the service time allotted and will be charged 100% of the cost of the scheduled service. 

• Arriving more than 15 minutes early or more may result in waiting time, as we prioritize timely treatments for all patients. We kindly ask that you arrive no more than 10 minutes before your appointment.

6. Down Payment:

• A down payment is required to initiate and secure services and treatments.

  • The specific downpayment is communicated before each transaction.

  • The down payment compensates for time, resources, and expertise dedicated to preparing for your consultation and service.

  • Down payments are refundable only in the event of clinic cancellation or rescheduling, and in accordance with our policy.

• Down payments are intended to secure appointments for consultations or counseling. 

  • Patients are required to pay the full consultation fee, and the consultation fee is applied towards the treatment plan when the appointment for treatment is booked during the consultation period.

  • 6.1 Cancellation and Rescheduling:

We appreciate your business and value the appointments we schedule with you. We believe a minimum 24 hour cancellation is essential for maintaining the quality of our services and ensuring fairness to all of our clients. Just as we respect your time by scheduling appointments and providing our services promptly, we also ask for your consideration in return. We want to ensure that appointment slots are available to all clients who need them by rescheduling 24 hours before the appointment time. Please understand that our goal is not to inconvenience you but to provide the best possible service to all of our clients. We hope this policy encourages clients to be mindful of their appointments and communicate with us if they need to reschedule. If you ever need to cancel or reschedule an appointment, please let us know as soon as possible, at least 24 hours in advance. This way, we can adjust our schedule accordingly and offer your time slot to another client. Thank you for your understanding, and we look forward to continuing to serve you. 

• After 30-days of account inactivity, the treatment offer is invalid.

  • Should you need to reschedule your appointment, you have 30-days from your original appointment date to reschedule and complete the treatment. 

• To cancel or reschedule, please do so at least 24 hours before the appointment to avoid paying for the full cost of your appointment.

  • To avoid being charged the full service or treatment fee, kindly notify us of any cancellations or rescheduling requests at least 24 hours in advance.

  • We require at least 24 hours' notice for cancellations or rescheduling of appointments. Failure to provide adequate notice will result in a charge of 100% of the scheduled service fee.

  • If you need to cancel or reschedule, please do so at least 24 hours in advance to avoid being charged for the full cost of the service.

• In cases of medical emergencies, we will assess the situation individually, and documentation may be requested.

  • ​In case of a medical emergency, we will assess the situation on a case-by-case basis.

  • Documentation may be requested to support your claim for cancellation or rescheduling.

• Missing an appointment results in the retention of the down payment fee plus the full cost of the intended service. 

  • Missed appointments, “no-shows”, rescheduling requests, or cancellations with less than 24 hours’ notice will be charged 100% of the cost of the booked service or treatment. 

  • For missed appointments or "no-shows," the full amount of the scheduled service will be charged, and any applicable down payments will be forfeited.

6.2 Exceptions:

• Exceptions to this policy apply in cases of emergencies or extenuating circumstances, and may be required documentation to clearly communicate the situation.

6.3 Forfeiture of Down Payments:

• Down payments or booking fees will be forfeited in the event of a missed appointment and the full payment for the total cost of the service or treatment will be expected and required.

• Additionally, if an appointment cancellation or rescheduling request is made with less than 24 hours' notice, the down payment or booking fee will be forfeited, and full payment for the total cost of the service or treatment will be expected and required.

7. Rescheduling:

• Appointments rescheduled less than 24 hours before the appointment result in forfeiting the down payment fee and being charged 100% for the scheduled service or treatment.

• When late rescheduling or cancellation occurs with less than 24 hours' notice for any sessions within a series of treatments, we consider the session as used.

8. Late Arrival:

• Being late for an appointment reduces the available service time.

8.1 Late Arrival Policy:

• Late arrival exceeding 15 minutes is considered a no-show or a missed appointment.

• A no-show or missed appointment results in a charge for the full amount of the scheduled treatment or service.

8.2 Payment for Missed Appointments:

• Payment for missed appointments is due immediately.

• Unpaid balances will be sent to collections.

9. Missed Appointment for Packages or Memberships:

• A missed appointment results in the session from the package or membership plan being considered used.

• Repeated missed appointments or no-shows may result in the forfeiture of your membership benefits, and we reserve the right to suspend or terminate your membership.

9.1 Late Cancellation and No Shows:

• Cancellations with less than 24 hours' notice, missed appointments, and no-shows result in a charge of 100% of the cost of the booked service.

• A late cancellation with less than 24 hours’ notice, a no-show or a missed appointment considers the session as used.

9.2 Repeated Late Cancellations or No Shows and Repeated Rescheduling:

• Repeated late cancellations or no-shows may result in the termination of our treatment relationship with you.

• Repeated rescheduling may also result in the termination of our treatment relationship with you.

10. Sales and Payments:

• All sales are final.

• No refunds will be issued.

• Payments made are non-refundable, and refunds are not available.

• Charges on missed appointments are non-refundable.

• We cannot guarantee specific results.

• Unprocessed payments resulting from missing credit card information on file or the provision of invalid credit card details will be forwarded to a collection agency for the purpose of recovering the outstanding revenue.

• All sales, products, and services are final. There are no refunds. 

• Payments for treatments, products, or upcoming services are non-refundable.

  • However, in cases of health-related issues, we may offer to transfer your treatment to a later date with appropriate documentation.

• Payments made for product, treatments, or upcoming services are all non-refundable.

• Refunds are not available after the service has been rendered.

• Payments for missed appointments on services that have been prepared for you are compulsory and non-refundable.

• In cases of billing errors, double charges, or suspected fraudulent transactions, please contact us immediately. We will make reasonable efforts to correct any errors or process refunds, if applicable, based on the situation.

• Unprocessed payments resulting from missing credit card information on file or the provision of invalid credit card details will be forwarded to a collection agency for the purpose of recovering the outstanding revenue.

• Credit Card Transaction Fees: Arawan Medspa + Wellness may charge a 3% processing fee on all payments made using a credit card. This fee will be added to your total balance when using a credit card as your payment method.

  • By agreeing to our Terms and Conditions, you acknowledge and consent to this fee for credit card payments. If you prefer not to incur this fee, alternative payment methods, such as bank transfers or cash, are available.

  • Note: This processing fee applies only to payments made by credit card. If you have any questions regarding these fees or would like to arrange an alternative payment method, please contact us before making a payment.

  • ​

10.1 Returned Checks:

• Returned checks will incur a $100.00 fee plus the cost of the unpaid treatment.

• In the event of returned checks, the patient will be required to settle the outstanding amount through an alternative payment method (credit card, wire transfer, etc.).

10.2 Policy Updates:

• We reserve the right to update payment, rescheduling, cancellation, telehealth, and refund policies at any time. Your continued use of our products and services implies agreement to such policy updates.

11. Credit Card on File:

• You are required to provide a credit card on file. You authorize Arawan MedSpa & Wellness to charge this card for all services rendered, including any applicable fees, no-show charges, or outstanding balances.

  • Arawan MedSpa + Wellness may charge a 3% credit card processing fee on all charges made to your account. This fee will be added to your invoice total for services rendered, including any applicable late fees, missed appointment charges, and outstanding balances.

  • You authorize Arawan MedSpa + Wellness to charge the card on file for these credit card transaction and convenience fees as necessary. Should you prefer an alternative payment method, such as cash or bank transfer, please contact us prior to your appointment to make arrangements.

  • We partner with a certified integrated credit card processor to protect your credit/debit card information.

• Your credit card will be charged only for booked services, outstanding balances, telehealth time exceeding 5 minutes, late arrival fees, late rescheduling or cancellation charges, and missed appointments or no shows.

  • Your credit card may be charged for service fees to the collection agency in order to collect lost revenue from missed payments or unpaid dues.

  • You are required to provide a valid credit card on file to secure appointments and process payments for services.

  • If you prefer not to have a credit card on file, please contact us prior to your appointment to discuss alternative payment arrangements such a zelle payments or automatic monthly bank transfers. 

11.1 Update of Credit Card Information:

• You agree to immediately provide Arawan Artistry a new, valid credit card if your credit card information changes, authorizing its use in accordance with this policy.

12. Collections:

• We reserve the right to refer unpaid accounts that could not be charged to the credit card on file to an outside collection agency. 

• If payment is not received within 30 days of the due date, the account will be referred to collections. The patient is responsible for all costs incurred in the collection process, including but not limited to attorney fees and court costs.

• Any outstanding balances not resolved within 30 days from the date of notification will be sent to collections. We will charge a 15% late fee on unpaid balances more than 30 days late.

• Once an account is sent to collections, future appointments are not eligible and will be canceled, and all services suspended until the outstanding balance is paid in full.

• Any outstanding patient balances not resolved by the guarantor/patient within four months of notification will be sent to collections for further collection follow-up. 

• Current and future appointments will be canceled if the account is referred to a collection agency due to an outstanding patient balance. 

• Any balances that are not paid according to an agreed payment plan is subject to a 15% late fee. If payment is not received within 30 days of the due date, the account may be referred to collections.

• Services may be restored once the outstanding patient balance is paid in full or you enter into an acceptable payment plan agreement approved by Arawan Artistry Aesthetics. 

• You are responsible for any cost related to Arawan Artistry Aesthetics pursuing collection efforts, including but not limited to attorney fees and court costs. 

13. Appointments made via our online booking platform, including any third-party agency booking platforms, are subject to our full Terms and Conditions, including our cancellation and rescheduling policies. You are responsible for providing accurate information when booking through the platform, and all bookings are confirmed upon payment or explicit confirmation from Arawan MedSpa + Wellness.

14. Promotions and Discounts: Promotions, discounts, and special offers are non-transferable and cannot be combined with other offers unless otherwise specified. Discounts are valid only at the time of booking.

15. Recording Consultations and Treatment Sessions: 

Purpose of Recording: All consultations and treatment sessions may be recorded for the sole purpose of transcribing and documenting medical information, treatment plans, and notes. This allows us to maintain an accurate and comprehensive record of your treatment history, which is crucial for your ongoing care and for meeting regulatory and compliance requirements.

 

Patient Consent: By consenting to treatment, you agree to allow your consultation or treatment session to be recorded. You will be notified at the start of each session if it is being recorded, and you will have the option to decline participation in the session or choose alternative arrangements.

 

Confidentiality and Security: All recordings and transcriptions are treated as confidential medical information and will be stored securely in compliance with HIPAA regulations. These documents will only be accessible by authorized personnel involved in your care. Your privacy and the security of your medical information are a top priority.

 

Optional Participation: If you do not wish to be recorded, please inform the healthcare provider at the start of your session. Alternative methods for documentation can be arranged in such cases, but please note that certain records may be necessary for compliance and medical necessity.

• Audio or Video Recordings:

  • Recordings may be audio-only or audio-visual, depending on the nature of the treatment.

  • If any part of the session is not suitable for recording (such as sensitive personal discussions), we will make accommodations to ensure privacy and discretion.

• Transcription Process:

  • After your session, the recording will be transcribed into text. This text will be added to your medical records for review by your healthcare providers.

  • All transcriptions are carefully reviewed for accuracy and completeness to ensure they reflect your medical needs and treatment accurately.

• Patient Acknowledgment: By agreeing to treatment at Arawan MedSpa + Wellness, you acknowledge and consent to the recording of your sessions for the purposes of transcription and medical documentation. Should you have any concerns or questions regarding the recording or transcription process, please feel free to discuss them with your provider before or during your appointment.

15.1 Recording for Medical Documentation:
To ensure accurate medical documentation and continuity of care, Arawan MedSpa + Wellness may record consultations and treatment sessions. These recordings are intended for medical record-keeping purposes only and may be used for the following:

• Documenting patient treatment plans, medical history, and progress.

• Providing clarity in case of disputes or clarification needs regarding treatment.

• Assisting healthcare professionals in assessing the patient's response to treatment.

15.2 Consent to Recording:
By booking an appointment or receiving services, you consent to the recording of consultations and treatment sessions for the purposes outlined above. If you do not wish for your consultation or treatment session to be recorded, please inform us prior to your appointment. We will make reasonable efforts to accommodate your request.

15.3 Confidentiality and Security:
All recordings will be stored securely, in compliance with HIPAA (Health Insurance Portability and Accountability Act) guidelines, and will only be accessible to authorized personnel for medical and administrative purposes. Recordings will be maintained as part of your confidential medical record and will not be shared with any third party without your explicit consent, except as required by law.

15.4 Opt-Out Option:
Patients may opt out of recording their consultation or treatment session by notifying the clinic before the session begins. In this case, written notes may be taken in place of the recording to ensure accurate documentation of your visit. However, it is important to note that opting out of the recording may affect the completeness of your medical records.

15.5 Use of Recordings for Educational Purposes:
Occasionally, recordings of patient consultations or treatments may be used for educational purposes (e.g., training staff or for informational presentations) with the patient’s express consent. These recordings will always be anonymized to protect your privacy.

​

 

______________________________________________________________________

Arawan Medspa + Wellness - Third Party Promotions and Introductory Service Policy

 

 

At Arawan Medspa + Wellness, we are committed to providing exceptional service and ensuring your experience with us is outstanding. A non-refundable commitment fee is required to secure your initial service appointment. This fee covers administrative costs, profile preparation, health history review, and qualification determination. The commitment fee is valid for 30 days from the booking date.

To clarify our terms and policies for introductory services, please review the following information:

1. Non-Refundable Commitment Fee:

• A non-refundable commitment fee is required to secure your initial service appointment.

• This commitment fee is valid for 30 days from booking your appointment.

• The commitment fee will still be charged even if you are deemed unsuitable for the treatment following the health history review. However, this fee will be refunded if the clinic determines that the treatment is not appropriate due to safety concerns.

• Please note that third-party promotions or referral discounts applies the commitment fee to secure your initial appointment with us and cannot be combined with other special offers unless otherwise stated.

2. Payment for Introductory Session:

• Full payment for the remaining balance of the introductory session is due at the time of service completion.

3. Rescheduling:

• We understand that plans may change, and you may need to reschedule your appointment. 

• To reschedule your appointment without forfeiting the commitment fee, please notify us at least 24 hours before your appointment. Please note that rescheduling may affect promotional pricing or availability of appointment times.

4. Cancellations:

• Suppose you need to cancel your introductory service appointment. In that case, we require a minimum of 24 hours notice in advance to avoid paying for the entire cost of the introductory service. Please note: the commitment fee is not refundable. 

  • ​The commitment fee is non-refundable except in cases where the clinic determines the treatment to be medically unsuitable or unsafe.

• Cancellations made within 24 hours of the appointment will result in the forfeiture of the commitment fee and full payment of the introductory service.

5. Late Cancellations and No-Shows:

• Cancellations or rescheduling requests made within 24 hours of your appointment will incur a charge equal to 100% of the full introductory service cost, in addition to the non-refundable commitment fee.

• This commitment fee will still be charged even if you are deemed unsuitable for the treatment following the health history review, unless the treatment is deemed medically unsafe. In such cases, the fee will be refunded.

• This commitment fee covers the following setup and preparation:

  • Profile Preparation: Organizing your profile for the introductory service.

  • Form Preparation: Preparing necessary health history forms for review.

  • Health History Review: Evaluation to ensure treatment safety.

  • Qualification Determination: Assessment to determine if the service is appropriate for you. If you are deemed unsuitable for treatment, the commitment fee will be refunded.

In cases of emergencies or extenuating circumstances, we will evaluate the situation on a case-by-case basis. Please contact us as soon as possible to discuss any concerns. This fee ensures efficient and safe care tailored to your needs. For questions or concerns, contact us. Please take a moment to review our comprehensive Terms and Conditions, which provide additional information about our policies and procedures. The full document is at the following link: Terms and Conditions.

 

We appreciate your trust in Arawan Medspa + Wellness. Our commitment is to provide you with an exceptional and meaningful experience throughout your introductory service. For appointment changes or urgent inquiries, we recommend you contact our team by calling at 847-383-6217 or texting at 424-403-2758. For general inquiries send us an email at info@arawan.co.

 

By booking an appointment with Arawan Medspa + Wellness, you acknowledge and agree to the terms and conditions outlined in this policy. This agreement will be sent to you via  hyperlink upon your initial booking.

​

Thank you for choosing us as your service provider, and we look forward to providing you with the highest level of care and support.

 

______________________________________________________________________

Terms and Conditions: Consultations, and General Care, Treatments and Services 

​

​​

1. Consultations:

1.1 Purpose of Consultations: Consultations provided by Arawan Artistry Aesthetics and Wellness Clinic aim to evaluate aesthetic and wellness needs, offering appropriate treatment recommendations. Please note that a consultation fee may apply, which will be discussed and communicated before scheduling.

1.2 Consultation Process: During consultations, a qualified healthcare professional will:

• Assess the patient's medical history.

• Discuss the patient's aesthetic and wellness objectives.

• Present available treatment options.

• If a treatment plan cannot be fully determined during the initial consultation, a follow-up consultation may be scheduled to further evaluate the patient's needs and goals.

1.3 Informational Purposes: The information provided during consultations is for informational purposes only and does not constitute a formal diagnosis, medical advice, or a final treatment plan.

2. Medication Prescribing:

2.1 Medication as Part of Treatment Plan: Prescribing medication may be considered as part of the treatment plan based on the healthcare professional’s clinical evaluation. Not all patients may be prescribed medication, depending on individual health assessments.

2.2 Potential Side Effects and Risks: Patients acknowledge that prescribed medications may carry potential side effects and risks. It is the patient's responsibility to inform the Clinic of any allergies, current medications, or adverse reactions promptly.

2.3 Medication Adherence: Patients pledge to adhere to the medication instructions provided by healthcare professionals, including dosage and timing. If there are any uncertainties regarding medication instructions, patients are encouraged to contact the clinic for clarification.

3. Telehealth Services: Telehealth services are available for specific consultations and medical evaluations, as determined by the healthcare professional, and may not be suitable for all types of treatments.

3.1 Remote Medical Care: Patients understand that telehealth services, including virtual consultations, offer the opportunity to receive medical care remotely, eliminating the need for physical presence at the Clinic.

3.2 Methods of Telehealth: Patients are responsible for ensuring they have the necessary technology (e.g., stable internet connection, device with camera and microphone) for a successful telehealth consultation.

3.3 Advantages and Limitations: While telehealth offers convenience, it may have limitations such as the inability to perform physical exams, diagnostic tests, or other in-person procedures. Patients may be required to visit the clinic for further assessment if deemed necessary by the healthcare professional. Patients acknowledge the advantages of virtual consultations, including convenience and accessibility. However, they are also aware of potential limitations and risks, such as technical issues, privacy and security concerns, and the potential need for in-person examinations when deemed necessary by the healthcare professional.

4. Privacy and Security: 

4.1 Confidentiality: Patients acknowledge that Arawan Artistry Aesthetics will uphold the confidentiality of medical information and comply with applicable privacy laws, including HIPAA. A Notice of Privacy Practices is available for review upon request.

4.2 Privacy Safeguards: The clinic will take reasonable steps to protect the privacy and security of personal health information during virtual consultations, including the use of secure communication platforms and encrypted data storage.

5. Risks and Benefits:

5.1 Informed Decision-Making: Patients acknowledge their understanding of the potential risks and benefits associated with the proposed treatment plan and understand that they have the right to seek a second opinion before proceeding with treatment.

5.2 Information Receipt: Patients confirm that they have received and understood all information regarding treatment options, potential risks, benefits, and side effects necessary for informed decision-making.

5.3 Opportunity for Questions: Patients have had the opportunity to ask questions and discuss concerns with the healthcare professional during consultations. Ongoing support and clarifications are available at any time throughout the treatment process.

6. Follow-Up and Further Consultations:

6.1 Follow-Up Visits: Patients are aware that follow-up visits or further consultations may be required, typically within a specific timeframe (e.g., 2-4 weeks after treatment), as determined by the healthcare professional to monitor progress and adjust the treatment plan, if necessary.

 

By engaging in consultations, medication prescribing, and telehealth services, the patient consents to the treatment plan, including any prescribed medications, as determined by the healthcare professional. In the event of a dispute, the patient agrees to first attempt to resolve the matter with the clinic directly. Any legal action resulting from treatment will be subject to arbitration or mediation, as outlined in our full Terms and Conditions.

​

​

Purpose of Photography and Video Recording:

​​​

Arawan Artistry Aesthetics ("the Clinic") may capture photos and videos during treatments and procedures for the following purposes:

1. Treatment Record: Photos and videos may be captured as part of the medical record for the purpose of documenting the patient's treatment progress, assessing the effectiveness of procedures, and aiding in follow-up care. These records are essential for ongoing treatment planning and are kept confidential, accessible only to authorized healthcare professionals involved in the patient’s care.

• Patients acknowledge that photography is required for proper medical recordkeeping. If the patient refuses to allow photos or videos to be captured, this may impact the Clinic’s ability to provide certain treatments or procedures, as photos and videos are essential for treatment planning and documentation.

• If a patient has specific privacy concerns regarding certain areas of their body or the procedure, they are encouraged to discuss this with the healthcare professional before treatment. Reasonable accommodations may be made to respect the patient’s comfort level, while still fulfilling medical documentation requirements.

• ​Please be aware that refusal to consent to or withdrawal of consent for photography or recording may affect the Clinic's ability to provide certain treatments, as photographic documentation is part of the standard medical record. 

2. Educational Purposes: Images and videos captured for educational purposes will be anonymized to protect patient privacy and will only be used for internal training, seminars, conferences, or other professional development activities. No personal identifying information will be included in any educational material.

• Patients may withdraw their consent to photography and video recording by providing written notice to the Clinic at any time.

3. Advertising and Promotion: By consenting, patients allow the Clinic to use captured media for promotional purposes, including on the Clinic's website, social media platforms, brochures, and other marketing materials. Images and videos captured for promotional and advertisement purposes will be anonymized to protect patient privacy unless consented to use images and videos without anonimization. The Clinic will provide patients with the option to decline or limit the use of their media for promotional purposes during the consent process. If patients wish to opt-out or limit this consent in the future, they may do so by submitting a written request to the Clinic.

Conditions and Acknowledgments:

• Captured media will be securely stored by the Clinic for the mentioned purposes, with retention for a reasonable period.

• Patients have the option to withdraw consent by providing written notice to the Clinic or express their limitations on the consent form.

• The Clinic cannot control further distribution or public access once media has entered the public domain, but will always aim to anonymize personal information before publishing. 

• Captured media may encompass patients' likeness before, during, and after aesthetic and wellness treatments, showcasing treatment outcomes and may include close-ups of specific body areas or facial features. While every effort will be made to protect patient privacy, once media is posted on public platforms (e.g., social media, website), it may be shared, reposted, or downloaded by others.

• Patients waive any rights to ownership, royalties, or compensation for media used by the Clinic. This includes any future profits or earnings derived from the use, distribution, or publication of the media.

Captured media will be securely stored by the Clinic for a period of up to 10 years, or as long as deemed necessary for the treatment record or educational purposes. Access to the media will be restricted to authorized healthcare professionals, Clinic staff, and third-party contractors only when necessary for promotional or educational use. All third parties will adhere to privacy and security protocols. Captured media may be used by the Clinic indefinitely for treatment, educational, and promotional purposes. The Clinic will take reasonable measures to safeguard the media from misuse or unauthorized access, even as it retains ownership of the media. By acknowledging the consent form in the patient profile, the patient (or their legal representative) confirms legal eligibility and freely consents to the Clinic capturing photos and videos for treatment, advertising, and educational purposes. Patients have the right to ask any questions related to the use of their media before providing consent. Acknowledging the photography and videography platform confirms legal eligibility (or as the patient's legal representative) and freely consent to Arawan Artistry Aesthetic and Wellness Clinic capturing photos and videos for treatment, advertising, and educational purposes. Limitations (if any) can be expressed in writing.

 

​​

ARAWAN ARTISTRY AESTHETICS, PLLC

PRIVACY POLICY AND PATIENT NOTICE

​​

​​

OUR LEGAL RESPONSIBILITIES

We are required by law to give you this notice. It provides you information on how we may use and disclose protected health information about you and describes your rights and our obligations regarding the use and disclosure of that information. We shall maintain the privacy of protected health information and provide you with notice of our legal duties and privacy practices with respect to your protected health information.

​

We have the right to change these policies at any time. If we change our privacy policies, we will notify you of these changes immediately. This current policy is in effect unless stated otherwise. If the policy is changed, it will apply to all your current and past health information.

​

You may request a copy of our notice any time. You may contact Arawan Artistry Aesthetics, PLLC at 1431 McHenry Road, Suite 106, Buffalo Grove, Illinois 60089 at any time to request a copy of this privacy policy.

 

HOW WE MAY USE OR DISCLOSE YOUR PROTECTED HEALTH INFORMATION

The following examples describe ways that we may use your protected health information for your treatment, payments, healthcare operations etc. but please be advised that not every use or disclosure in a particular category will be listed.

 

Treatment: We may use and disclose your protected health information to provide you treatment. This includes disclosing your protected health information to other medical providers, trainees, therapists, medical staff, and office staff that are involved in your health care. For example, your provider might need to consult with another provider to coordinate your care. Also, office staff may need to use and disclose your protected health information to other individuals outside of our office such as the pharmacy when a prescription is called in.

​

Payment: If applicable, your protected health information may also be used to obtain payment from an insurance company or another third party. This may include providing an insurance company your protected health information for a pre-authorization for a medication we prescribed.

​

Health Care Operations: We may use or disclose your protected health information in order to operate this clinical practice. These activities include training other providers, reviewing cases with affiliated providers, utilizing your information to improve the quality of care, and contacting you by telephone, email, or text to remind you of your appointments. If we have to share your protected health information to third party “business associates” (such as a billing service) we will have a written contract that contains terms that will protect the privacy of your protected health information. We may also use and disclose your protected health information for marketing activities. If we send you marketing materials, you will be provided with the option to opt-out of receiving future marketing communications. You can update your communication preferences at any time by contacting us directly. We will not use or disclose your protected health information for any purpose other than those identified in this policy without your specific, written authorization. You may give us written authorization to use your protected health information or to disclose it to anyone for any purpose. You can revoke this authorization at any time but will not affect the protected health information that was shared while the authorization was in effect.

 

Appointment reminders: We may contact you as a reminder that you have an appointment for an upcoming visit via text, phone or email.

​

Others Involved in Your Health Care: We may disclose protected health information about you to your family members or friends if we obtain your verbal agreement to do so, or if we give you an opportunity to object to such a disclosure and you do not raise an objection. For example, we may assume that if your spouse or friend is present during your evaluation, that we can disclose protected professional information to this person. If you are unable to agree or object to such a disclosure, we may disclose such information as necessary if we determine that it is in your best interest based on our professional judgment if there is an urgent or emergent need.

​

Research: We will not use or disclose your health information for research purposes unless you give us authorization to do so.

 

Organ Donation: If you are an organ donor, we may release protected health information to organizations that handle organ procurement or organ, eye or tissue transplantation if we learn it is necessary to facilitate this process for you.

 

Public Health Risks: We may disclose your protected health information to public health authorities or other government agencies if required by law, or if necessary to prevent or control disease, report adverse events, or facilitate public health activities such as medication or product recalls or disease outbreaks to prevent injury, disability, or death. This information may be disclosed to healthcare systems, government agencies, or public health authorities. We may have to disclose your protected health information to the Food and Drug Administration to report adverse events, defects, problems, enable recalls etc. if required by FDA regulation.

​

Health Oversight Activities: We may disclose protected health information to health oversight agencies for audits, investigations, inspections or licensing purposes. These disclosures might be necessary for state and federal agencies to monitor healthcare systems and compliance with civil law.

​

Required by Law: We will disclose protected health information about you when required to do so by federal, state and/or local law.

​

Workman’s compensation: We may disclose your protected health information to workman’s comp or similar programs.

​

Lawsuits: We may disclose your protected health information in response to a court action, administrative action or a subpoena.

​

Law Enforcement: We may release protected health information to a law enforcement official in response to a court order, subpoena, or warrant, subject to all applicable legal requirements.

​

Disclosure for Emergencies or Disaster Relief: In the event of an emergency, natural disaster, or other critical situation, we may disclose necessary health information to disaster relief organizations or public authorities to assist in the coordination of care or respond to the crisis.

​

​

YOUR RIGHTS REGARDING YOUR PROTECTED HEALTH INFORMATION

 

Access to medical records: You have the right to access and receive copies of your protected health information that we use to make decisions about your care. You must submit a written request to obtain your protected health information to the individual listed at the end of this privacy policy. We may charge a reasonable fee to cover the costs of copying and mailing your protected health information. The fee will be communicated to you before any charges are incurred, and you will have the option to request a summary of your records in lieu of a full copy, if appropriate.

​

Amendment: If you believe the protected health information we have about you is incorrect or incomplete, you may ask us to amend the information. You will need to submit a written request on why you feel the health information should be amended. We may deny your request to amend if you did not send a written request or give a reason on why it should be amended. If we deny your request, we will provide you a written explanation. We may deny your request if we believe the protected health information is accurate and complete. If we accept your request to amend your records, we will update your health information and notify any individuals or entities who have received the incorrect information. You will be provided with a written explanation if your request is denied.

​

Accounting of Disclosures: You have the right to receive a list of instances in which we disclosed your personal health information unless the disclosure was used for treatment, payment, healthcare operations, was pursuant to a valid authorization and as otherwise provided in applicable federal and state laws and regulations. You must submit a written request to obtain this “accounting of disclosures” to the individual listed at the bottom of this policy. After your request has been approved, we will provide you the dates of the disclosure, the name of the individual or entity we disclosed the information to, a description of the information that was disclosed, the reason why it was disclosed, and any additional pertinent information. This information may not be longer than three years ago prior to the date the accounting is requested. We reserve the right to charge a reasonable fee for this process. You may request an accounting of disclosures for any period within the past three years, except for disclosures made for treatment, payment, healthcare operations, or those made with your written consent. We will provide the accounting within 30 days of your request, unless there is a delay, in which case we will notify you.

​

Restriction Requests: You have the right to request a restriction or limitation on the protected health information we use or disclose about you for treatment, payment, or healthcare operations. We shall accommodate your request except where the disclosure is required by law. We require this to be a written request submitted to the individual at the end of this policy.

 

Confidential Communication: You have the right to request that we communicate with you about healthcare matters in a certain way and at a certain location. We must accommodate your request if it is reasonable and allows us to continue to collect payments and bill you. To request confidential communication, please submit a written request to the office, specifying the preferred communication method (e.g., by mail, phone, email, etc.) or a specific location for contact.

 

Paper copy of this notice: You may request a hard copy of this practice policy if you reviewed and signed it via electronic means. To obtain this copy, contact the individual at the end of this privacy policy.

 

Complaints: If you believe your privacy rights have been violated, you may file a complaint with our office. You also file a complaint with the U.S. Department of Health and Human Services.

​

We will provide you with the address to file your complaint with the U.S. Department of Health and Human Services upon request.

 

Name of Contact Person:

Eric de la Cruz MD FACS

1431 McHenry Road, Suite 106

Buffalo Grove, IL 60089

 

Patient Policy: Zero Tolerance for Threatening Demeanor

​

​

At Arawan Artistry Aesthetics, PLLC, we are dedicated to upholding a safe and respectful environment for both our valued patients and our staff. To safeguard the well-being and security of all individuals involved, we have instituted a zero-tolerance policy regarding any threatening demeanor or behavior exhibited by patients.

​

Definition of Threatening Demeanor:

"Threatening demeanor" encompasses any behavior or communication that induces fear, intimidation, or discomfort in our staff or fellow patients. This includes, but is not limited to, verbal abuse, physical aggression, harassment, or any act that compromises the safety and well-being of others.

 

Expected Patient Conduct:

We hold the expectation that all patients will treat our staff, fellow patients, and the facility with respect and courtesy. Patients are required to engage in civil and non-threatening communication, refraining from any conduct that may jeopardize the safety or tranquility of our environment.

 

Consequences of Violation:

Any patient found in violation of this policy may face immediate termination of their treatment or services at Arawan Artistry Aesthetics, PLLC. We may also take appropriate legal action to safeguard the safety and rights of our staff and other patients.

 

Reporting Incidents:

If a patient witnesses or experiences any form of threatening demeanor from another patient, we strongly encourage them to promptly report the incident to our staff. All reports are treated with utmost seriousness, and we will take appropriate measures to address the situation effectively.

​

Confidentiality:

We highly value and respect the confidentiality of all our patients. Rest assured that any reports or actions taken in response to a violation of this policy will be handled discreetly and with the utmost care, ensuring the protection of privacy and dignity.

 

By adhering to this patient policy, we collectively contribute to maintaining a secure and welcoming environment where every individual feels safe, respected, and receives the high-quality care they rightfully deserve.

​

Medical Records Request Policy (Electronic Copy with Before and After Photos/Videos)

Purpose:

This policy outlines the procedures and guidelines for patients requesting electronic copies of their medical records, including before and after photos/videos, at Arawan Artistry Aesthetics, PLLC. We are committed to providing patients with access to their medical records while safeguarding the confidentiality and privacy of their personal health information.

Requesting Electronic Copies of Medical Records:

Patients requesting electronic copies of their medical records, including before and after photos/videos, should follow the designated procedure:

a. Submit a written request: Patients must request electronic copies of their medical records, clearly indicating their desire to include before and after photos/videos. The request should include their full name, contact information, and specific details about the requested records (e.g., date range, particular documents, etc.).

b. Verification of identity: To protect patient privacy, proof of identity may be required, and additional information may be requested to verify identity before fulfilling the request.

c. Delivery method: Patients can receive their electronic records, including before and after photos/videos, via secure email or other encrypted means, as agreed upon between the patient and Arawan Artistry Aesthetics, PLLC.

Fees for Printed Copies:

Patients who prefer printed copies of their medical records, including before and after photos/videos, will be charged 25 cents per page printed at a minimum of four pages. Payment for the printed documents must be made before processing, and additional payments are required at the time of collection.

​

Confidentiality and Security:

Arawan Artistry Aesthetics, PLLC maintains strict confidentiality and security measures to protect patient information, including before and after photos/videos. Electronic records are delivered through secure channels, and document access is restricted to authorized individuals only.

 

Retention and Maintenance of Records:

We adhere to applicable laws and regulations regarding the retention and maintenance of patient medical records, including before and after photos/videos. Documents are securely stored and protected against unauthorized access, loss, or damage.

By following this policy, we ensure that patients can conveniently access their medical records, including before and after photos/videos, electronically while maintaining the confidentiality and security of their personal health information.

​

​​

​