Clinic Booking Policy

1. Booking & Confirmation

Appointments may be booked:

  • By phone at 604-XXX-XXXX
  • Online via our secure portal
  • In person at our front desk

We send confirmation and reminder messages by email and/or SMS once you have granted consent (in compliance with Canada’s Anti-Spam Legislation).

2. Deposits & Insurance Pre-authorizations

For extended procedures (e.g., bonding, surgical exposures) or after repeated late cancellations, we may request either:

  • A refundable deposit (credited to your treatment fees), or
  • A valid credit-card hold

Deposits are refunded when policy conditions are met or applied toward your balance at the start of treatment.

3. Cancellation & Rescheduling

  • 48 business-hours’ notice is required to cancel or reschedule without charge.
  • Cancellations <48 hours incur a late-change fee of $50 – $100 (depending on appointment length).
  • A second late cancellation or any no-show may forfeit the deposit and require prepayment before re-booking.

4. Late Arrival

Arriving more than 15 minutes late may shorten your visit or require rescheduling to avoid delaying subsequent patients.

5. No-Show Policy

Failure to attend without notice (a “no-show”) incurs the full late-change fee. Three no-shows within 12 months may require management approval for future bookings.

6. Emergency & Urgent Care

We reserve daily time blocks for true orthodontic emergencies (e.g., wire pokes, appliance breakage). Call 604-XXX-XXXX. After-hours instructions are available on our voicemail.

7. Minors & Consent

Patients under 19 must be accompanied by a parent/guardian or present written consent for each procedure, in accordance with BC College of Oral Health Professionals ethical guidelines.

8. Health Updates

Please inform us of any changes to medical history, medications, or insurance at each visit so we can provide safe, accurate care.

9. Financial Responsibilities

  • Written treatment estimates and payment schedules are provided before care begins.
  • We assist with insurance claims, but any unpaid balance remains the patient’s responsibility.
  • Accounts outstanding >60 days may accrue 1.5 % monthly interest and be referred to collections.

10. Privacy & Record Transfers

Booking information becomes part of your clinical record and is protected under BC’s Personal Information Protection Act (PIPA). Upon written request, we will provide or transfer your records to another dental professional.

11. Feedback & Complaints

We welcome your feedback and address concerns promptly. Contact our Booking Coordinator at bookings@[clinic-site.ca] or 604-XXX-XXXX.