Clinic Etiquette and Policies
To ensure a great experience for each of our clients we ask that the following Theory Aesthetics Etiquette be observed:
Our Scheduling Process
Our clinic is by appointment only and we do not take walk-ins. We require all new clients to complete their treatment booking online and new client forms prior to securing a timeslot. Once the treatment booking is completed an automated email will be sent with further instruction to complete the online forms + consent and to request a timeslot. Please note that the Treatment Date/Request Calendar is not our actual schedule. This is only used to select 3 date/time options that fit with your schedule. We will have to approve your time or email you or text you alternatives. Please ensure you provide accurate contact information so we can send you email and text communications. If you have any questions please email us at firstname.lastname@example.org or text us at 404-496-4091. Please note that due to high call volume if no voice message is left we will not return your call. Also note that if we have had a conversation over the phone or via text or email and we did mention a timeslot that is available, this does not mean that the time is reserved for you. Only when you complete your online forms and you are in the system can we assign you a timeslot. The automated email will be confirmation that our appointment time is firm. Please note all treatment sales are final.
Please arrive 15 minutes prior to your scheduled appointment to allow time for you to check-in and update appropriate paperwork.
Consultation is a vital part of your decision-making process. Everybody’s needs are individual and we need to understand yours. Our main concern is the well-being of our clients and prospective clients and consultations allow for a thorough discussion with regard to your needs and suitability for treatment. Being made fully aware of the benefits, effects, side effects, risks, limitations and possible cost of any treatment allows you to make an informed decision with regard to your treatment and care.
Skin Analysis is a must before you begin your healthy skin journey. If you have decided to undergo clinical skincare treatments, A Skin Analysis is required regardless if you've had this service before at another place, you're still a new client to us.
We schedule consultations just like appointments for services. Our consultation fee is $50.00 for all new clients but this will go towards any treatment that you decide to go with. Cancellation notification for a consultation given less than 24 hours prior to appointment time will result in forfeiting your ability to apply the $50.00 towards your treatment. Similarly if you no show the $50.00 is non-refundable and cannot be applied to your treatment. We take credit card information for all consultation bookings as well as service bookings. Each late cancellation or no show after the first initial appointment will be charged the same fee.
Why do we collect health information?
Health information is collected in order to promote a safe and healthy environment for our clients, to ensure continuity of information from one visit to the next, and to assist in customizing treatments to individual needs, particularly if there are medical issues or allergies which could have contraindications for certain products or services. Your health information can be updated annually or at your convenience. No service is performed without a detailed consultation.
Please advise our Medical Estheticians of any special health conditions upon scheduling your appointment as this may affect your selected treatment(s). Should you experience high/low blood pressure, heart conditions, pregnancy, hypertension, cancer, allergies, skin rash, or any health conditions, We advise you to consult your doctor before your treatment and present us with a doctor’s note of approval. Theory Aesthetics have the right to refuse service due to contraindicated health conditions.
Illnesses, Cold Sores, Sunburns etc.
Theory Aesthetics recognizes that both medical estheticians and clients are vulnerable to infections and therefore ask clients to cancel appointments when they are feeling unwell. If you have any of the following contagious illnesses your treatments will be rescheduled:
Diarrhea, Vomiting, Fever, Chicken Pox, Shingles, Measles, Mumps, Meningitis, Hepatitis A, Conjunctivitis, Cold Sores, Rubella, Head Lice, Impetigo, Influenza, Meningococcal Disease, Polio, Ringworm of the body, feet or scalp, Hand, Foot and Mouth Disease, Scabies, Sore Throat, Thrush, Whooping cough and the common cold.
Late arrival may result in a shortened treatment time to ensure that the next guest is not delayed. Please understand that we cannot adjust pricing for reduced service time due to late arrival. After 15 minutes your appointment will be cancelled, rescheduled with applicable charges.
Please turn your cell phones off or set on silent during your time at the clinic in consideration of others.
All bookings over 2 hours must be guaranteed with a credit card. Your appointments are very important to Theory Aesthetics and are reserved especially for you. Should you need to cancel or reschedule your appointment, we respectfully request at least 24-hour notice. Please understand that when you forget or cancel your appointment without giving enough notice, we miss the opportunity to fill that appointment time and clients on our waiting list miss the opportunity to receive services.
Our Online Booking System sends out 2 reminders 48 and 24 hours in advance. Please understand that it is your responsibility to remember your appointment dates and times to avoid late arrivals, missed appointments and the cancellation fee. Since the services are reserved for you personally, a Cancellation fee will apply. In the event that we do not receive the required notice for adjustments and cancellations the following fees will be applied to your card or alternatively billed out to you via PayPal:
Notification given at least 24 hours prior to your appointment will receive no charges.
Notification given less than 24 hours prior to appointment time will result in a $50.00 late cancellation fee.
Failure to show up for your appointment will result in a 100% charge of the reserved service amount.
The Cancellation Policy allows us the time to inform our standby clients of any availability, as well as keeping our schedule filled, in order to better serve everyone. Theory Aesthetics policies are presented and provided in the best quality and tradition of excellent servicing for our established and future Clientele
Sanitization and Sterilization
Sanitization is a priority at Theory Aesthetics. We use hospital grade sterilant and viricides to thoroughly disinfect and clean all tools and equipment. If an item cannot be thoroughly sterilized it is thrown away after use.
Please make other arrangements for your children on appointment days. Theory Aesthetics, reserves the right to cancel your appointment. Theory Aesthetics will not be held accountable for injury or accidents to, or caused by, unsupervised children.
Clients between 13 to 17 years old must present written permission from their parents or guardian prior to their first skin clinic service. Clients 16 years and younger must have a parent or guardian present at all times. Theory Aesthetics does not treat or perform services on persons under the age of 13.
Method of Payment
Theory Aesthetics accept Cash, Debit, Visa, American Express and Mastercard. Prices are subject to applicable taxes. Prices are subject to change. Treatment times are approximate. Gratuities are not included in the service price.
Refund Policy - Products
At Theory Aesthetics all products are sold brand new and for personal use only. We do not offer refunds on any products sold due to personal hygiene and health and safety reasons. If there is a fault with the product we can send it back to the manufacturer for review.
Refund Policy - Services
At Theory Aesthetics all treatment sales are final and are carried out by a Licensed Medical Aesthetician. If you have had a treatment that you are unsatisfied with please contact us immediately. We cannot give refunds on any treatments but will look into your concerns immediately.
You may be asked to remove jewelry for some treatments. However, Theory Aesthetics does not assume liability for lost personal items.
Complimentary parking is available to all Clients.
Gratuities are not included in the price of our single treatments, packages, or gift cards but often range from 15% to 20% in the Spa Industry. If you buy a single treatment or a package of treatments a tip is appreciated after each Service Session for the time serviced by our Medical Estheticians.
Gift Certificates & Online Vouchers
Gift Certificates and Online Vouchers are non-refundable and are not redeemable for cash. All gift certificates and online vouchers must be mentioned prior to making your appointment. Additionally, gift certificates and online vouchers must be presented at your appointment. Multiple gift certificates and online vouchers may not be combined towards a single service or product purchase. Gift Certificates and Online Vouchers can only be used on full priced services. Dollar amount gift certificates and online vouchers do not include taxes and gratuity.
Theory Aesthetics Clinic Promotions
Theory Aesthetics specials cannot be used or combined with any other offer, promotions or third-party gift certificates and online vouchers.
Series of Treatments Return Policy
Unfortunately, we are unable to issue returns or reimburse any payment transactions on our series of treatments that were purchased. We will exchange them for you for other services of equal value or credit of equal value.
Disclaimer / Waiver
Please read this disclaimer carefully before using this website or agreeing to use the services at Theory Aesthetics. All opinions and claims on this website are Theory Aesthetics own based on our research and knowledge.
Any opinions and claims made should not be construed as medical advice. No information provided by Theory Aesthetics should be construed as a claim or representation that our services are intended for any use in the diagnosis, cure, mitigation, treatment or prevention of any conditions of a medical nature.
Theory Aesthetics does not accept any responsibility for the accuracy of any information or the consequence arising from using our website or services and before any use of our services is undertaken you should ensure that you have taken qualified medical advice.
If you think you are suffering from a medical condition see your doctor. Do not self-diagnose. It is important that you do this before any treatments are undertaken.
At no time before or during the provision of any treatments by Theory Aesthetics will we make any medical diagnosis upon you. We will not be held responsible for any injury, loss and or damage to any person or property as a result of any treatment, negligence or otherwise. No claims or endorsements are made for any treatments that are available by Theory Aesthetics.
You are fully responsible for your own health throughout any treatment and/or stay with Theory Aesthetics and therefore it is your responsibility to ensure that you are medically fit to undergo any treatment.
You are hereby advised to seek advice from your doctor before undergoing any treatment with Theory Aesthetics.
Our Medical Estheticians may reserve the right to refuse service to anyone for inappropriate behavior, illness listed as contraindications for services or as deemed necessary. The client also has the right to stop the treatments at any time. Our Medical Estheticians and Theory Aesthetics assumes no responsibility for any disclosed or undisclosed illness or personal injury.
Theory Aesthetics has the right to cancel or reschedule a treatment without notice.
By calling or scheduling your appointment online, you are indicating that you understand and accept these terms and conditions stated in the Theory Aesthetics Policies.
Thank You For Understanding!