Clinical Policies & Terms of Service
Dr. Toni Varela, ND
California Licensed Naturopathic Doctor
939 Hartz Way, Suite 100 | Danville, CA 94526
925.786.0375 | info@drtonivarela.com
Effective Date: April 6, 2026
To ensure a seamless experience and maintain the highest standard of care, we ask that you carefully review these policies before your appointment. By scheduling with this Practice, you confirm that you have read, understood, and agree to the following terms.
Clinical Governance & Standards
Dr. Toni Varela, ND is a California-licensed naturopathic doctor regulated under the California Naturopathic Doctors Act, Bus. & Prof. Code § 3610 et seq., and overseen by the Naturopathic Medicine Committee of the Osteopathic Medical Board of California. These policies are designed to protect the integrity of your treatment and the standards of this Practice.
Time Integrity & Attendance
Cancellation Policy: A minimum of 24 hours' notice is required for all cancellations or rescheduling requests.
Late Cancellations & No-Shows: Cancellations made with less than 24 hours' notice, as well as no-shows, are subject to a fee of at least 50% of the scheduled service fee. This fee is not billable to insurance and is the patient's sole responsibility.
Late Arrivals: Out of respect for all patients, late arrivals will receive the remaining time of their allotted session and are responsible for the full service fee. Arrivals exceeding 10 minutes may require rescheduling at the Practice's discretion.
Rescheduling: Please call the office directly to reschedule. Email is not monitored in real-time for scheduling changes. We are not responsible for missed appointments resulting from email-only communication.
Financial Policy
Self-Pay Practice: Dr. Toni Varela, ND operates as a strictly self-pay practice. Patients are financially responsible for all visits, services, and products at the time of care. Payment is due in full at each visit unless prior arrangements have been made in writing.
HSA/FSA Cards: We accept Health Savings Account (HSA) and Flexible Spending Account (FSA) cards. Use is at the patient's own responsibility to verify eligibility with their plan administrator. We are not responsible for declined transactions or plan disqualifications.
Insurance: We do not bill insurance carriers, participate in any insurance networks, or communicate with insurance providers on behalf of patients.
Superbills: Upon request at the time of your visit, we can provide a Superbill for potential self-submission to your insurance carrier for out-of-network reimbursement. Superbill requests made after the appointment may be subject to a preparation fee. We make no representations as to whether your insurer will reimburse any services.
Refund Policy: To maintain our clinical infrastructure and specialized supply chain, all sales are final. We do not offer refunds for services, treatments, procedures, consultations, or gift cards once rendered or purchased. This policy is consistent with California Civil Code provisions governing service contracts.
Returned Payments: Returned checks or declined payments are subject to a processing fee and must be resolved within 5 business days.
Communication Policy
Clinical Advice: To ensure patient safety and compliance with HIPAA and the California Confidentiality of Medical Information Act (CMIA), medical advice, laboratory reviews, and changes to treatment plans are reserved exclusively for scheduled consultations. Clinical guidance will not be provided via email, voicemail, or text message.
Email: Email correspondence is strictly for administrative clarification of previously discussed protocols (e.g., confirming appointment times, requesting forms). Inquiries requiring clinical depth, prescription changes, or investigative review will require a scheduled follow-up appointment. Please allow up to 3 business days for a response. Do not include Protected Health Information (PHI) in unsecured email communications.
Telephone: Brief administrative clarifications are complimentary. If a phone call evolves into a substitute for a scheduled consultation or results in new clinical guidance, it will be billed at the standard appointment rate. We are not responsible for clinical outcomes arising from advice sought outside of scheduled visits.
Emergency Situations: This Practice is not equipped to handle medical emergencies. In the event of a medical emergency, call 911 or go to your nearest emergency room immediately.
Prescriptions & Refills
Clinical Oversight: Patients receiving hormone replacement therapy (HRT) or thyroid protocols must schedule evaluations every 3 to 6 months to monitor safety, efficacy, and laboratory values. Prescriptions will not be renewed without a current evaluation on file.
Refill Process: Contact your pharmacy directly to initiate a refill request. Your pharmacy will submit a request to our office. Please allow 2 business days for processing. Refill requests are not processed via email or outside of regular business hours.
Protocol Adherence: Patients are expected to follow their treatment plan as directed. Deviations may delay progress or worsen symptoms. If you experience any change in your health status, please contact the office to schedule a clinical review.
Scope of Practice Notice: As a California-licensed naturopathic doctor, Dr. Varela's prescriptive authority is defined by the California Naturopathic Doctors Act. All prescribing and ordering is conducted within the lawful scope of naturopathic practice in California.
Office Environment & Patient Conduct
Clinical Environment: To maintain a sterile, safe, and distraction-free clinical space, only task-trained Service Dogs as defined by the Americans with Disabilities Act (ADA) are permitted in the office. Emotional support animals are not permitted.
Patient Conduct: This Practice is committed to a respectful, professional environment for all patients and staff. Behavior that is threatening, abusive, or disruptive may result in discharge from the Practice. Patients who are discharged will be provided with a 30-day notice and referrals to alternative providers, consistent with California Medical Board standards and Cal. Bus. & Prof. Code § 2191.
Privacy & HIPAA
We are committed to maintaining the absolute confidentiality of your Protected Health Information (PHI) in accordance with HIPAA (45 CFR § 164 et seq.) and the California Confidentiality of Medical Information Act (CMIA), Cal. Civil Code § 56 et seq.
Your PHI will only be used or disclosed for treatment, payment, health care operations, or as otherwise required by law. You have rights regarding your PHI, including the right to access your records, request amendments, and file a complaint. Please refer to our separate Notice of Privacy Practices for a full description of your rights and our privacy obligations.
This Terms of Service document does not constitute or replace our HIPAA Notice of Privacy Practices.
Affiliate Disclosure
Links or product recommendations provided through this Practice's website or communications may be affiliate links. Dr. Varela only recommends products she has personally vetted and uses within her clinical protocols. Affiliate relationships are disclosed in compliance with FTC guidelines (16 CFR Part 255).
Governing Law & Dispute Resolution
These policies are governed by the laws of the State of California. Any disputes arising from your care or these terms that cannot be resolved informally will be subject to the jurisdiction of the courts of Contra Costa County, California.
Nothing in these terms limits your rights under California consumer protection law or your right to file a complaint with the Naturopathic Medicine Committee of the Osteopathic Medical Board of California.
Changes to These Policies
We reserve the right to update these policies at any time. Material changes will be posted on our website and provided to patients at their next visit. Continued use of our services following notification of changes constitutes acceptance of the updated terms.
Contact Us
For questions about these policies:
Dr. Toni Varela, ND
939 Hartz Way, Suite 100
Danville, CA 94526
Phone: 925.786.0375
Email: info@drtonivarela.com
Website: www.drtonivarela.com