Terms And Conditions

Website Terms & Patient Policies

Last updated on May 9, 2026.

These terms and policies govern use of the Wisconsin Institute of Functional Medicine website and certain administrative, financial, and communication practices related to patient services. They are intended to provide general guidance for website visitors and patients. Certain services or situations may require additional forms, consents, or agreements.

This page combines general website terms with key patient communication, scheduling, and financial policies.

acceptance of terms

By accessing this website, using the patient portal, or receiving services from Wisconsin Institute of Functional Medicine (“WIFM”), you acknowledge that you have read, understood, and agree to be bound by these Terms & Conditions and Clinic Policies.

Communication & HIPAA Acknowledgment

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.

Electronic communications are not monitored continuously and must not be used for urgent or emergent medical concerns. Patients agree to call the clinic or seek emergency care when appropriate.

Patient Portal Use

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

Prescription Refill Policy

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.

Lab Results & Clinical Follow-Up

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)

Patients acknowledge that:

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

Financial Responsibility

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

Accepted Forms of Payment

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.

Wisconsin Institute of Functional Medicine does not accept checks mailed to the clinic.

Card on File Authorization

Patients are required to maintain a valid card on file.

By providing payment information, you authorize WIFM to charge your card for:

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

Credit Card Surcharges & Processing Fees

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

Fees are subject to change in accordance with applicable laws and payment processor requirements.

E-Visit Payment Policy

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.

Appointment & Cancellation Policy

Patients agree to provide at least 72 hours notice for cancellations or rescheduling.

Late cancellations and missed appointments may incur a fee
WIFM reserves the right to charge the card on file
Repeated missed appointments may result in prepayment requirements or discontinuation of scheduling privileges

Medicare, Medicaid & Government Program Non-Participation

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

By receiving care at WIFM, patients acknowledge:

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.

Refund Policy

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

Supplement Sales & Return Policy

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

WIFM does not guarantee outcomes related to supplement use and is not responsible for individual responses to products.

Aesthetic & Skincare Product Return Policy

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

Opened or used products are not eligible for return or refund due to hygiene and safety standards.

WIFM does not guarantee individual results from skincare products.

In cases of suspected product reaction, patients are encouraged to contact the clinic for clinical guidance.

Limitation of Liability

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

Right to Modify or Discontinue Services

WIFM reserves the right to:

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

Changes to Terms

These Terms & Conditions may be updated at any time. Updates will be posted on the website and are effective immediately upon posting.