Our Policies at Vedic Nutrition

Last Modified: December 22, 2025

Cancellations & Reschedules

To respect your dietitian’s time, we require 24 hours’ notice to cancel or reschedule an appointment.

You may cancel by:

  • Text: (512) 309-1650

  • Or by reaching out to your provider via our secure messaging app

Late changes: Appointments changed or canceled with less than 24 hours’ notice will incur a $35 late cancellation fee.

No-shows: Arriving 15 minutes or more late without notice is considered a no-show and will incur a $35 no-show fee. Session length may be shortened at the provider’s discretion.

Consent for Telehealth Consultation

By participating in Vedic Nutrition’s telehealth services, you acknowledge and consent to engaging in nutrition counseling through telehealth consultation. You understand that telehealth involves the use of video conferencing and related technologies and that this experience differs from an in-person visit because you and your provider are not physically in the same location.

You understand that telehealth consultations may offer potential benefits, including increased access to care, flexibility, and the convenience of receiving services from a location of your choosing.

You also understand that telehealth involves potential risks, including but not limited to interruptions, technical difficulties, unauthorized access, or limitations in the delivery of care due to technology issues. You understand that either you or your provider may discontinue or reschedule a telehealth session if the connection or technology is not adequate for the situation.

You acknowledge that you have had the opportunity to ask questions about telehealth services, that your questions have been answered, and that the risks, benefits, and reasonable alternatives have been explained to you in a manner you understand.

Telehealth sessions may be documented or transcribed for clinical accuracy, quality assurance, and continuity of care in accordance with HIPAA and applicable laws.

Payment Authorization

You authorize Vedic Nutrition to charge your credit card on file for last-minute cancellation fees, no-shows, or applicable copays, unless otherwise required by law.

Financial Responsibility

Vedic Nutrition may be in-network with certain insurance plans. We make a good-faith effort to verify and estimate insurance coverage and benefits and submit claims on your behalf; however, coverage estimates are not a guarantee of payment.

You are responsible for any deductibles, copayments, or coinsurance required by your plan.

In most cases, if an in-network insurance claim is denied, Vedic Nutrition does not bill the client for that visit and will pause future appointments while coverage is reviewed. If coverage is ultimately denied, the client understands that they may be financially responsible for services rendered.

Any decision to waive or reduce charges for denied claims is made at Vedic Nutrition’s discretion and does not create an obligation to waive charges for future visits.

Medical Disclaimer & Consent to Nutrition Care

By engaging in nutrition counseling services with Vedic Nutrition, you acknowledge and agree to the following:

  • Nutrition counseling services are provided by registered and licensed dietitians within their professional scope of practice and are intended to support overall health and wellness.

  • Nutrition counseling does not replace medical care from a physician and does not constitute the diagnosis or treatment of disease.

  • The practice of healthcare and nutrition is not an exact science, and outcomes cannot be guaranteed.

  • Recommendations may include dietary guidance, lifestyle strategies, or food and supplement considerations. You are responsible for consulting with your physician or other qualified healthcare provider regarding medical conditions, medications, pregnancy, or potential interactions before making changes.

  • You understand that participation in nutrition counseling involves inherent risks, as with any health-related service, and you voluntarily choose to participate with full knowledge of these considerations.

By receiving services from Vedic Nutrition, you request and authorize the dietitians and professional staff to provide nutrition counseling and related services that, in their professional judgment, are appropriate to support your stated health goals.

Electronic Communications

By using our services, you consent to receive care-related communications via phone calls, text messages, email, and secure in-platform messaging features using the contact information you provide during the intake and scheduling process.

These communications may include, but are not limited to:

  • Appointment scheduling, reminders, and follow-up messages

  • Care coordination and administrative communications

  • Secure in-platform messages related to your care

  • Sharing visit summaries, care-related documents, and resources via secure platforms, including Google Drive

  • Occasional operational or service-related updates

You understand and acknowledge that:

  • Electronic communications (including phone calls, text messages, email, in-platform messages, and shared documents) may not be 100% secure or confidential

  • There is a risk that electronic communications could be accessed by unauthorized parties

  • Google Drive links and shared folders are used for convenience to provide access to visit notes and resources, and access is controlled based on the email address you provide

  • In-platform messaging is not monitored in real time and should not be used for medical emergencies or urgent concerns

  • Information exchanged through in-platform messaging is intended for care coordination and administrative purposes and should not be relied upon for emergency medical diagnosis or treatment

If you are experiencing a medical emergency, call 911 or your local emergency assistance number immediately.

You may opt out of non-essential electronic communications at any time by contacting us.

Electronic Signature Consent

Via your electronic signature (by checking the applicable checkbox(es) and submitting forms through our website or intake platforms), you voluntarily consent to sign documents electronically ("E-Sign") relating to Vedic Nutrition, LLC. You agree that Vedic Nutrition, LLC may accept your electronic signature and that it has the same legal effect as a handwritten ("wet") signature.

You understand that you may withdraw your consent to electronic signatures at any time by contacting us; however, withdrawal may delay or limit our ability to provide services.

By advancing through Vedic Nutrition’s intake and onboarding flow, you acknowledge that you have read, understood, and agree to all terms, consents, and policies contained in this document.

Client Conduct

To ensure a high standard of care and a respectful therapeutic environment, clients are expected to participate in sessions in a manner that allows the dietitian to effectively deliver care.

Sessions may not be conducted if a client is:

  • Participating from a public setting without adequate privacy or without the use of headphones

  • Driving a vehicle during the session (being a parked passenger for the entirety of the session is acceptable)

  • Highly distracted or multitasking to the extent that it interferes with the dietitian’s ability to conduct the session

  • Engaging in behavior that is disruptive, unsafe, or disrespectful toward the dietitian or staff

Vedic Nutrition reserves the right to reschedule or discontinue a session if these standards are not met.

Assignment of Benefits

By receiving services from Vedic Nutrition, LLC, you irrevocably assign to Vedic Nutrition, LLC all rights and benefits under any applicable insurance contracts for payment of services rendered. In addition:

  • You authorize Vedic Nutrition, LLC to file insurance claims on your behalf for services rendered to you.

  • You authorize the release of all information regarding your insurance benefits and coverage as they relate to claims submitted by Vedic Nutrition, LLC.

  • You direct that all insurance payments for covered services be made directly to Vedic Nutrition, LLC.

This assignment applies to all services provided unless revoked in writing, to the extent permitted by law.

Medical Release Form

You hereby authorize Vedic Nutrition, LLC to request, receive, and share your medical records and related forms from your healthcare providers, including but not limited to your primary care provider (PCP).

You consent to Vedic Nutrition, LLC contacting your PCP and other medical providers to request referrals and to share necessary medical information, including details of your medical conditions, for the purpose of coordinating your care.

This authorization includes the disclosure and receipt of your protected health information (PHI) as defined under the Health Insurance Portability and Accountability Act (HIPAA) and is intended to support comprehensive and coordinated care management.

This authorization remains valid until you revoke it in writing.

PROTECTED HEALTH INFORMATION (HIPAA NOTICE OF PRIVACY PRACTICES)

This notice describes how health information may be used and disclosed and how you can get access to this information.

Vedic Nutrition, LLC ("Vedic Nutrition," "we," or "us") is committed to protecting your health information. Your provider creates and maintains records of the care and services you receive to support quality care and to comply with applicable legal requirements.

We are required by law to:

  • Ensure that protected health information ("PHI") that identifies you is kept private

  • Provide you with this notice describing our legal duties and privacy practices regarding your health information

  • Follow the terms of the notice currently in effect

We may change the terms of this notice at any time. Any changes will apply to all PHI we maintain. Updated versions will be available upon request or electronically.

1. How We May Use and Disclose Health Information About You

For Treatment, Payment, or Health Care Operations

Federal privacy rules allow health care providers with a direct treatment relationship with a patient to use or disclose PHI without written authorization for treatment, payment, or health care operations. We may also disclose PHI for the treatment activities of another health care provider.

For example, a dietitian may consult with another licensed health care provider regarding your care, or share information to coordinate referrals or manage services. Disclosures for treatment purposes are not subject to the minimum necessary standard, as access to complete information is often required to provide quality care.

Lawsuits and Disputes

If you are involved in a lawsuit or dispute, we may disclose PHI in response to a court or administrative order, subpoena, discovery request, or other lawful process, consistent with applicable law and required safeguards.

2. Certain Uses and Disclosures Require Your Authorization

Nutrition Notes

We maintain nutrition-related clinical notes. Any use or disclosure of such notes requires your written authorization unless the use or disclosure is:

  • For treatment purposes

  • For training or supervising practitioners

  • For our defense in legal proceedings initiated by you

  • Required by the Secretary of Health and Human Services to investigate HIPAA compliance

  • Required by law or for health oversight activities

  • Necessary to prevent a serious threat to health or safety

Marketing

We do not use or disclose your PHI for marketing purposes.

Sale of PHI

We do not sell your PHI in the regular course of business.

3. Certain Uses and Disclosures Do Not Require Your Authorization

Subject to applicable law, we may use or disclose your PHI without authorization for the following purposes:

  • As required by federal or state law

  • For public health activities, including reporting abuse or preventing serious threats to health or safety

  • For health oversight activities such as audits or investigations

  • For judicial or administrative proceedings

  • For law enforcement purposes

  • To coroners or medical examiners

  • For research purposes with appropriate safeguards

  • For specialized government functions

  • To comply with workers’ compensation laws

  • To contact you regarding appointments or care-related reminders

4. Uses and Disclosures Requiring an Opportunity to Object

We may disclose PHI to a family member, friend, or other person involved in your care or payment for your care, unless you object. In emergency situations, consent may be obtained retroactively when permitted by law.

5. Your Rights Regarding Your PHI

You have the right to:

  • Request limits on certain uses or disclosures of your PHI (we are not required to agree to all requests)

  • Request restrictions on disclosures to health plans for services paid in full out-of-pocket

  • Request confidential communications

  • Obtain an electronic or paper copy of your medical record (excluding nutrition notes)

  • Request an accounting of certain disclosures of your PHI

  • Request corrections or amendments to your PHI

  • Obtain a paper or electronic copy of this notice

We will respond to written requests within the timeframes required by law.

Acknowledgment of Receipt of Privacy Notice

By signing electronically or proceeding through Vedic Nutrition’s intake process, you acknowledge that you have received and reviewed this HIPAA Notice of Privacy Practices.

Effective Date: December 22, 2025