At BE WELL Acupuncture & Wellness Clinic, your appointment time is reserved exclusively for you. Missed, late-cancelled, or shortened appointments directly impact other patients waiting for care and affect the clinic's ability to provide timely, accessible treatment.
🌿 Care Philosophy & Accessibility
Crystal is deeply committed to providing high-quality, accessible acupuncture care.
She regularly works extended clinical hours—often 12–15 hours per day—and, when possible, offers weekend availability to support patient needs.
Her practice model allows for the treatment of multiple patients within the same hour, helping to keep care accessible and affordable while still delivering safe, effective, and individualized treatments that support each patient's journey to wellness.
Out of respect for this level of dedication—and for fellow patients awaiting care—we kindly ask that all appointments be honoured or rescheduled with appropriate notice.
🚨 Illness Policy
If you or anyone in your household is unwell, please do not attend your appointment.
• If you arrive for your appointment while sick, your treatment will not proceed. • A late cancellation/very late fee will apply.
This policy is in place to protect the health and safety of all patients, practitioners, and staff.
⏰ Cancellations & Appointment Changes
A minimum of 24 hours' notice is required for all appointment cancellations or changes.
Appointment Fees
• Late Cancellation(less than 24 hours' notice): 50% of the appointment fee
• Very Late Cancellation(within 60 minutes of the scheduled appointment time): 100% of the appointment fee
• No-Show (Missed Appointment): 100% of the appointment fee
📋 Waitlist & Very Late Cancellation Policy
At BE WELL Acupuncture & Wellness Clinic, every reasonable effort is made to contact patients on our waitlist whenever an appointment becomes available.
A Very Late Cancellation is defined as any cancellation made within 60 minutes of the scheduled appointment time.
Appointments cancelled only minutes before their scheduled start time cannot reasonably be offered to another patient.
Patients on the waitlist often require sufficient notice to arrange childcare, transportation, work commitments, or travel to attend an appointment. As a result, cancellations made within minutes of the appointment cannot realistically be filled.
Because the appointment time has been reserved exclusively for you and the opportunity to provide care to another patient has been lost, the full appointment fee (100%) will be charged for Very Late Cancellations.
This policy helps ensure fairness to patients awaiting appointments while supporting the sustainability of providing accessible, individualized care to our community.
Whenever possible, every effort will be made to offer the appointment to another patient on our waitlist.
Patients will receive an email notification if a cancellation fee is applied.
Exceptions:
Late Cancellation Fees may be waived or reduced at the discretion of the Registered Acupuncturist in cases of poor weather driving conditions and/or illness.
Each situation will be reviewed individually.
Patients are expected to notify the clinic as soon as reasonably possible whenever an exception may apply.
🚪 Late Arrivals
To maintain safe, timely, and high-quality care for every patient:
• Patients arriving more than 5 minutes late may have their appointment cancelled. • A 50% late cancellation fee/to very latecancellation fee will apply.
In some circumstances, if the Registered Acupuncturist can safely facilitate treatment, meet all Standards of Practice established by the College of Traditional Chinese Medicine Practitioners and Acupuncturists of Ontario (CTCMPAO), and remain on schedule for all patients throughout her 12–15-hour clinical day, the appointment may proceed with a shortened treatment time.
When this occurs, the appointment fee may be adjusted to $85–$120, reflecting the modified treatment length.
🧭 Why Timelines Matter
Every acupuncture appointment includes six essential components of care:
• Arrival, greeting, and preparation (washroom, escort to treatment room) • Consultation, informed consent, review of progress, and treatment planning • Application of acupuncture and any additional Traditional Chinese Medicine modalities • Therapeutic rest period • Completion of treatment (needle removal and adjunct therapies such as tuina, cupping, gua sha, electroacupuncture, red light therapy, or other modalities as clinically indicated) • Documentation, payment processing, scheduling, patient questions, and farewell
Even a 5–15 minute delay affects every stage of treatment.
When multiplied across a 12–15-hour clinical day, these delays can significantly impact subsequent appointments and may compromise the quality, safety, and timeliness of care for other patients.
Maintaining punctuality helps ensure that every patient receives the highest standard of individualized care without compromise.
📞 How to Cancel or Reschedule
To avoid cancellation fees, please notify the clinic as early as possible using one of the following methods:
📞 Phone: 705-983-0511 (Monday–Saturday) 📨Voicemail: Available 24 hours a day, 7 days a week 📧Email:[email protected]
Providing as much notice as possible greatly increases the opportunity to offer your appointment to another patient awaiting care.
⚠️ Please Note
Repeated late cancellations, Very Late Cancellations, late arrivals, or missed appointments may result in:
• Cancellation of future scheduled appointments • Requirement of a valid credit card on file to secure future appointments • Restrictions on advance booking privileges at the discretion of the clinic
These policies are designed to respect the time of every patient, support equitable access to care, and uphold the professional standards expected within a regulated healthcare practice.
🤍 Thank You
Thank you for your understanding, respect, and cooperation.
Your consideration helps us provide timely, accessible, and exceptional care to every patient while honouring the time reserved for each individual and those waiting for an opportunity to receive treatment.
We are truly honoured to be part of your journey to wellness.