Terms And Conditions

WIFM communicates with patients via phone, email, text message, and patient portal.

• Certain electronic communications (including standard email and text messaging) may not be fully secure under HIPAA guidelines.
• By communicating with WIFM through these channels, you acknowledge and accept these risks.
• You authorize WIFM to respond using the same communication method you initiate.

The patient portal is intended for non-urgent communication only.

• Messages are reviewed and triaged by clinical staff
• Responses are provided within up to 3 business days
• WIFM reserves the right to require an appointment for clinical inquiries that require provider evaluation 

Patients are responsible for proactively managing medication refills.

• Patients must first verify refill availability with their pharmacy
• Requests should only be submitted when no refills remain or a change is needed

Processing Time: 

• Up to 3 business days 
• Requests submitted later in the week may be processed the following week 
• Additional pharmacy processing time may apply

WIFM is not responsible for delays caused by patient timing, incomplete requests, or pharmacy processing. 

• Routine lab results may be communicated via the patient portal when appropriate
• Specialty or complex lab results may require a scheduled appointment (including brief phone visits)

• Clinical interpretation requires provider time
• Additional fees may apply for follow-up services

All services provided by WIFM are patient responsibility.

• WIFM operates on a private-pay model
• Payment is due at the time of service unless otherwise stated
• Patients are responsible for any charges incurred, regardless of insurance reimbursement 

All payments must be made using one of the following methods: ACH payment, credit or debit card, or personal or business check.

Payments can be made via the patient portal, processed over the phone, or made in person at the clinic.

Patients are required to maintain a valid card on file.

• Services rendered
• E-visit fees
• Late cancellations or missed appointments
• Outstanding balances
• Patients are responsible for maintaining accurate and up-to-date payment information. 

• A 3.5% surcharge is applied to all credit card transactions
• A $2.50 processing fee applies to debit, credit, and ACH transactions processed via phone or patient portal

• E-visits will be charged automatically to the card on file 2 business days prior to the scheduled visit
• If a patient wishes to use an alternate payment method, they must notify WIFM before the charge is processed

Failure to notify prior to processing does not guarantee reversal of charges. 

At Wisconsin Institute of Functional Medicine, appointment times are reserved exclusively for you. Because lab and provider appointments are limited and often in high demand, we ask that you provide adequate notice if you need to reschedule or cancel.

7-Day Cancellation Policy

If you need to cancel or reschedule an appointment, please notify our office at least 7 calendar days prior to your scheduled appointment.

• Cancellations or reschedules made 7 or more days before your appointment: No fee.
• Cancellations or reschedules made less than 7 days before your appointment: A fee equal to 50% of the scheduled visit fee will be charged to the credit card on file.
• Same-day cancellations, missed appointments (no-shows), or failure to attend a scheduled visit: The full visit fee will be charged.

A valid credit card is required to schedule and maintain appointments at WIFM.

Laboratory Testing & Financial Responsibility

Patients are financially responsible for their scheduled appointment regardless of whether laboratory testing has been completed. If your laboratory results will not be available in time for your appointment, it is your responsibility to contact our office at least 4 weeks prior to your visit if you wish to reschedule and avoid applicable fees.

How to Cancel or Reschedule

To cancel or reschedule an appointment, please call our office at (920) 968-9311 during normal business hours.

Messages left through the patient portal, voicemail, text, or email are not considered received until reviewed by our team. Patients are responsible for ensuring cancellation requests are made before the applicable deadline.

WIFM does not participate in Medicare, Medicaid, or other government-funded programs.

• WIFM has opted out of Medicare
• WIFM does not submit claims to these programs

• All services are private pay
• No reimbursement will be sought through Medicare or Medicaid
• Patients are fully responsible for payment

Medicare-eligible patients may be required to sign a separate private contract.

• Charges under $25 will be issued as account credit
• All other refunds are issued at the discretion of WIFM 

Due to safety, quality control, and regulatory standards, all supplement purchases are final.

• Supplements may not be returned or exchanged once they have left the clinic
• This policy ensures product integrity and patient safety
• Patients are encouraged to confirm purchases prior to leaving the clinic

Unopened aesthetic and skincare products (including sunscreen, cleansers, and moisturizers) may be returned within 14 days of purchase under the following conditions:

• Product must be unopened, unused, and in original packaging
• Proof of purchase is required

To the fullest extent permitted by law, WIFM is not liable for:

• Delays in communication or service delivery
• Third-party errors (including pharmacies or payment processors)
• Unauthorized access to electronic communications beyond WIFM’s control 

WIFM reserves the right to:

• Modify services, policies, or pricing
• Refuse or discontinue care in accordance with applicable laws and professional standards