CLINIC POLICIES
WHAT TO KNOW BEFORE YOUR VISIT
Our clinic is committed to providing a safe, professional, and luxuriously relaxing environment for all our guests. To ensure a seamless experience, we kindly ask you to review and adhere to our clinic policies outlined below. By reserving an appointment, receiving services, purchasing retail, or otherwise visiting our facility, you confirm that you have read, understood, and agree to abide by all Clinic Policies, both written and verbally conveyed. We appreciate your understanding and cooperation.
Our core policies set the foundation for an ethical, professional, and welcoming environment for all guests. >
Everything you need to know about scheduling, rescheduling, cancellations, late arrivals, and what to expect when you arrive for your appointment. >
Details on accepted payment methods, gift cards, booking fees, refund policies, and financial expectations for all services and retail purchases. >
How we protect your personal information, ensure guest safety, and maintain a secure and private clinic environment for every visit. >
Guidelines for maintaining a respectful, professional, and comfortable atmosphere for both guests and staff including policies on hygiene, cell phone use, and behavior expectations. >
Important information about clinic closures, illness-related policies, and our commitment to cleanliness, sanitation, and infection control to ensure a great experience for all guests. >
Additional policies and other important guidelines not covered in the sections above. >
GENERAL CLINIC POLICIES
ACCESSIBILITY STATEMENT
We are committed to making our facility accessible to all guests. If you require assistance or need specific accommodations, please contact us prior to your visit so we can ensure your experience is comfortable and enjoyable.
SANITATION, DISINFECTION, & HYGIENE
Your health and safety are our top priority. We adhere to strict cleaning, disinfection, and sanitation standards in all areas of our clinic. Our team follows rigorous protocols, including:
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Frequent hand-washing and use of professional-grade disinfectants.
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Proper disposal of all single-use items after each guest.
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Thorough cleaning and disinfection of reusable tools after every use.
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Strict no “double-dipping” policy – products are never removed from containers using hands or previously used applicators.
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Treatment tables, chairs, and high-touch surfaces are disinfected between every guest.
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All linens, towels, and face cradles are replaced and laundered after each treatment session.
These practices ensure a clean, professional, and comfortable environment for every guest.
ETHICS STATEMENT
Our clinic adheres to strict professional ethics to ensure the safety, comfort, and dignity of all guests. Inappropriate behavior or language will result in immediate termination of services, and full payment will still be required. We reserve the right to define inappropriate conduct.
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BOOKING, APPOINTMENTS, & ARRIVAL POLICIES
RESERVING AN APPOINTMENT
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All appointments require a guaranteed reservation, either with a credit card on file or a prepaid booking fee, depending on the service.
Details about booking, cancellation, reschedule, and no-show fees are available on our Booking Policies page. Please review these terms carefully when making a reservation.
SERVICE MODIFICATIONS
Clinic-Initiated Changes: While we strive to provide every service as scheduled, unexpected circumstances may occasionally require adjustments. Modifications may include a shortened session due to late arrival, a change in the treatment plan to address new or unforeseen health concerns, adjustments due to equipment issues or product supply shortages, staff illness, or unforeseen emergencies. In such cases, we will communicate any changes with you as soon as possible and will make every effort to ensure your experience remains as enjoyable and effective as possible. Fees for services will be adjusted accordingly if applicable.
At times, a guest may decide they want a different service than originally scheduled. In such cases, the following policies apply:
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Guest-Initiated Changes Made Prior to the Appointment: Changes made less than 24 hours in advance may result in forfeiture of your original booking fee or a charge for the full price of the originally scheduled services, as time and resources were already reserved for those treatments.
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Guest-Initiated Changes At the Time of the Appointment: If you decide to change your scheduled service upon arrival, you may:
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Substitute the service for one of equal value, as long as the new service does not take more time than what was originally allotted.
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Upgrade to a higher-value service by paying the difference.
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Please note: Discounts or refunds will not be given if you choose a lesser-value service than originally scheduled.
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We appreciate your understanding as these policies help us ensure fairness and professionalism for all clients and staff.
GUEST ARRIVAL
To provide the best possible experience for each guest, we kindly ask that you remain in your car and notify us via text at 501.350.0488 that you have arrived. Your therapist will open the door and welcome you in at your scheduled appointment time.
Why We Use This System:
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We are a private, boutique facility and do not have a dedicated waiting area or receptionist. This allows us to provide personalized care without disruptions.
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It ensures ample time for cleaning and disinfection of treatment spaces between guests.
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It allows our therapists the necessary time for session charting, breaks, and meals comfortably without feeling rushed.
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It preserves guest privacy, as future treatment planning and home care product discussions often take place in our retail area.
Important: Unlike many spas and clinics, we do not require early arrival, as all paperwork must be completed prior to the day of your appointment. Please ensure that your Intake Forms are submitted in advance to avoid any delays in starting your treatment session. Click here if you need to access your forms.
Thank you for your cooperation in helping us create a professional, seamless, and peaceful environment for all!
LATE ARRIVAL
We understand that sometimes delays happen, but to ensure fairness to all guests:
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Appointments cannot be extended beyond the time reserved, as this would affect the next guest’s scheduled appointment as well as the staff member’s break between services.
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If you arrive late, your treatment will be shortened accordingly, and full payment will still be required.
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If your service cannot be shortened (e.g., waxing services), a Late Arrival Fee of up to $25 will apply.
We appreciate your understanding in respecting the time of our team and fellow guests.
GUEST COMPANION POLICY
To maintain a calm, private, and professional atmosphere, we generally allow only guests receiving a scheduled service to enter the facility. However, we understand that in certain circumstances, a companion may be appropriate.
Acceptable Exceptions – only with Prior Approval from Management:
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Family members or friends scheduled for back-to-back sessions, must remain in the treatment room together
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A family member, friend, or caregiver accompanying a guest who requires assistance due to a disability
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A current guest bringing a family member or friend who is nervous about their first treatment
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Approved FasciaBlaster tool training with family members or friends
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A parent or legal guardian accompanying a minor receiving treatment
Companion Approval: Because we do not have a designated waiting area, all companions must remain in the treatment room with the guest. As this means that the session will not be completely private, the guest receiving the service must approve their companion’s presence in the room.
Not Permitted, No Exceptions:
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Children who are not receiving a treatment
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Visitors who are curious and wish to observe a treatment
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General waiting inside the facility for those not receiving services
If you are unsure whether a companion may accompany you, please contact us in advance so we can accommodate as needed. Thank you for understanding and respecting this policy.
CHILDREN & MINORS
Guests under 18 years old must have a parent or legal guardian complete all required intake forms and provide written consent for treatment prior to the appointment date.
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Guests 15 years old and younger must have a parent or legal guardian present in the treatment room during the service.
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For legal, safety, and professional reasons, children not receiving a service may not enter the facility.
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Before arriving for your appointment, please ensure that adequate childcare has been arranged.
We appreciate your cooperation in ensuring a safe and professional environment for all guests.
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PAYMENTS
We accept the following payment methods:
Cash
Debit and Credit Cards (Visa, Mastercard, Discover, and American Express)
Touchless Payments (Apple Pay and Google Pay)
Identity Policy: A valid driver’s license or government-issued ID may be required for credit card payments.
Check Policy: We do not generally accept checks. However, if an exception is made and the check is returned for insufficient funds, a $35 service fee will be charged in addition to the amount due.
GIFT CERTIFICATES
Gift Certificates (GCs) are a non-refundable form of payment that can be used toward services at our clinic.
Purchase Options for Your Convenience
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Available online 24/7: Gift Certificates can be purchased anytime through our secure online portal here.
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In-Clinic Purchases: Physical Gift Certificate cards are available for purchase in the clinic. However, we recommend calling ahead to ensure a therapist is available to help you.
Using Your Gift Card for Payment
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Online Gift Certificates: If you received a digital Gift Certificate, you must claim it through the email you received. This attaches the Certificate to your account, allowing you to use it for online reservations that require a prepaid booking fee. If scheduling via text message or phone call, you must provide the Certificate # at the time of booking.
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Physical Gift Cards: If using a physical Gift Certificate card, at the time of booking you must provide the certificate # written on the card.
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Gift Certificates Must Be Tendered at the Time of Service: The Certificate/Card must be presented and applied as the form of payment at checkout for your appointment.
Important Gift Certificate Terms:
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For Services Only: Gift Certificates cannot be used to purchase retail products.
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Exclusions Apply: Certain packages, promotions, and discounts may not be eligible for payment with a Gift Certificate. Please check specific offer details.
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Non-Refundable: All Gift Certificate sales are final and cannot be refunded, redeemed for cash, or exchanged.
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Expiration & Usage: Terms regarding expiration dates, transferability, and balance tracking are detailed in our full Gift Certificate Terms & Conditions.
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Lost or Stolen Cards: We are not responsible for lost or stolen Gift Certificates.
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In order to use the Gift Certificate as your form of payment, it must be tendered at the time of appointment.
For full details, see our Gift Certificate Terms & Conditions page by clicking here.
GRATUITY POLICY
At our clinic, we do not accept gratuities. As healthcare providers, our mission is to deliver professional, results-driven care, much like your dermatologist, chiropractor, or physical therapist. Our goal is to foster a shift in public perception, recognizing the therapeutic and clinical value of our services.
We want to ensure that your focus is on treatment and continued wellness – not on tipping etiquette or additional financial considerations. Instead, we encourage you to invest in products that support your daily home care routine or schedule your next session sooner to maintain the therapeutic benefits of your treatments.
Thank you for allowing us to simplify your experience while prioritizing your health and well-being.
PRODUCT RETURN OR EXCHANGE POLICY: ALL SALES FINAL
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At Blue Diamond, we carefully select high-quality, professional products to support your skin and body’s health and wellness. To protect the integrity of our offerings and ensure fairness for all guests, the following policies apply to all retail purchases.
1. All Sales Are Final
No Returns, Refunds, or Exchanges: All retail product sales are final. We do not accept returns, offer refunds, or process exchanges under any circumstances. Please consult with us prior to purchase to ensure the products are the right fit for your needs and goals.
2. Skin Sensitivity & Adjustment Period
It is common for the skin to go through an adjustment period when starting new products. Some redness, mild irritation, tingling, or breakouts may occur as your skin adapts. These symptoms do not indicate an allergy and are often a sign that the product is working. These typically subside within a few weeks, so please allow 2–4 weeks for your skin to adjust. If you have concerns, we are happy to guide you on how to adjust your regimen or ease the transition.
3. Allergic Reactions (Possible 40% Refund at Our Discretion)
While true allergic reactions to professional skin and body care products are rare, they can occur. If you suspect an allergic reaction, discontinue use immediately and contact us for advice. While we cannot offer refunds or exchanges, we are happy to recommend alternative products that may better suit your skin.
At our discretion, we may offer a one-time 40% refund if:
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The reaction occurs within 7 days of purchase.
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The product is less than 25% used.
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The guest provides photo evidence of the reaction or documentation from a dermatologist.
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A refund is not guaranteed. If it is granted, it will be issued minus processing fees and product costs, as opened products cannot be resold.
4. Commitment to Your Results
Skin and body care is an investment, and we want you to feel confident in your regimen. If you experience unexpected reactions or have concerns about your home routine, we encourage you to consult with us at any point. Our team is here to support you and provide guidance, adjustments, or alternative recommendations to help you stay on track with your goals.
5. Special Orders
If you request a product from one of the brands that we carry but we do not stock or is not currently stocked in our physical location, we are happy to place a special order for you.
Payment Terms: Payment in full is required at the time the order is placed.
Shipping Fees: Shipping charges will apply to special orders.
Final Sale: Special order sales are final. No returns, refunds, or exchanges will be permitted for any reason.
Special Order Pick-Up Policy
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Special orders must be picked up within 10 business days of notification that the item is ready.
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After 10 business days, it will be assumed that the guest no longer wishes to claim the item. The unclaimed product will be placed in general inventory and made available for purchase by other guests.
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No Refunds: No refund or credit will be issued to the original purchaser if the order is not picked up.
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THEFT OF SERVICE POLICY
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All payments are due either at booking or at the time of service. We accept cash, debit, credit cards, and Apple or Google Pay.
Non-Payment Consequences
If a guest fails to provide payment at checkout, the following steps will apply:
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Immediate Resolution – We will provide an invoice that must be paid within 24 hours of the appointment.
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Unpaid Invoice Policy – If the invoice remains unpaid after 24 hours, a late payment fee of $25 will be added.
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Repeated Incidents - If a guest fails to pay for services on more than one occasion, prepayment for all future appointments will be required.
Intentional Non-Payment (“Theft of Services”)
Failure to pay for services rendered may be considered theft of service, which is a criminal offense under Arkansas law (Ark. Code Ann. § 5-37-203). Intentional refusal to pay after receiving treatment may result in legal action and permanent dismissal from our clinic as a client.
We understand that honest mistakes happen, and we are happy to work with guests who forget their payment method. However, we appreciate your cooperation in ensuring timely payment so we can continue providing the highest level of care to all our guests.
PAYMENTS & FINANCIAL POLICIES
SECURITY & PRIVACY POLICIES
FACILITY SECURITY & PRIVACY
For the safety and privacy of our guests and staff, our facility remains locked at all times. We are a small, private clinic, and both therapists are often in session simultaneously.
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Guests with scheduled appointments should text us upon arrival at 501.350.0488, so we can meet you at the door.
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Only those receiving a scheduled service will be allowed inside unless an approved exception applies.
If you have any concerns regarding entry or need assistance, please contact us before your appointment.
Privacy Notice:
To protect the privacy of all guests, we do not disclose whether a specific individual is at or has been at our clinic. If someone contacts us requesting this information, we will not confirm or deny their presence.
NO WEAPONS POLICY
For the safety and comfort of all guests and staff, weapons of any kind are strictly prohibited inside the clinic and anywhere on the premises. This includes but is not limited to:
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Firearms (concealed or open-carry)
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Knives or blades of any length
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Tasers, stun guns, or other defensive weapons
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Pepper spray or mace
Concealed-Carry Notice: Even though Arkansas is a concealed-carry state, we do not permit firearms inside our facility, regardless of permit status. Our clinic is a private business, and we reserve the right to enforce a no-weapons policy for the safety and comfort of all guests.
Law-Enforcement Exception: On-duty law enforcement officers in uniform are the only exception to this policy.
Anyone found carrying a weapon will be asked to remove it from the premises immediately. Failure to comply will result in denial of service and potential dismissal from the clinic as a client.
Thank you for respecting our policy and helping us maintain a safe and professional environment.
PHOTOGRAPHY & VIDEO RECORDING POLICY
Photography and video recording are not permitted in our clinic unless express permission has been given by management. This policy ensures the privacy and comfort of all guests and staff. If you would like to document your experience, please speak with us in advance.
PERFUMES, LOTIONS, & ODOR SENSITIVITY
For the comfort and health of all guests, we kindly ask that you refrain from wearing perfume, scented lotions, strong deodorants or essential oils before your appointment.
Absolutely NO spraying of perfumes, deodorants, or scented products inside the facility, including the restroom.
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Some of our guests and therapists have chemical sensitivities, and strong scents - even pleasant ones - can trigger illness or discomfort.
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Certain lotions, creams, and oils may affect treatment outcomes, such as interfering with massage oil glide or reducing the absorption of products.
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If you are concerned about body odor, gentle cleansing wipes can be provided upon request.
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Smoking Notice: To help keep transferred odors to a minimum inside the clinic, we kindly ask that guests refrain from smoking prior to their appointment.
Thank you for your consideration in maintaining a fragrance-sensitive and odor-free environment.
TOBACCO-, DRUG-, AND ALCOHOL-FREE FACILITY
The use of tobacco, vaping, marijuana (medical or recreational), illegal drugs, or alcohol is strictly prohibited anywhere on the premises, including:
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Inside the facility
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On the sidewalk or entryway
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In the parking lot
Marijuana Notice: Even if legally prescribed or recreationally permitted under state law, marijuana use is not allowed on our premises or prior to receiving services.
Anyone appearing under the influence of alcohol, marijuana, or drugs upon arrival will be refused service and charged in full.
We appreciate your cooperation in maintaining a safe and professional environment for all guests and staff.
CELL PHONES & ELECTRONIC DEVICES
To ensure a relaxing and uninterrupted experience, we ask that you:
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Finish phone conversations before entering the facility.
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Refrain from making or receiving calls while inside, except in the case of an emergency.
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Preferably silence all devices completely, rather than using vibrate mode.
These small considerations help ensure that you and all other guests receive the full benefits of treatment while also showing respect for your therapist’s time and focus.
ANIMAL POLICY
Per Arkansas Department of Health Code, animals are NOT allowed inside the facility. This includes emotional support and companion animals, with no exceptions.
The only exception is for Service Animals that meet ADA requirements. To maintain compliance:
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Proof of service certification must be provided prior to the appointment date.
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The Service Animal must be wearing its official vest at all times while inside the clinic.
If you have any questions regarding this policy, please contact us in advance.
RIGHT OF REFUSAL
We reserve the right to refuse service or booking to anyone for any reason we deem necessary. This applies to both initial bookings and after arrival for a scheduled service.
Reasons for refusal may include, but are not limited to:
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Cognitive- or Sensory-Altering & Pain-Dulling Substances:
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The use of illegal drugs or alcohol makes it unsafe to receive any service.
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Taking pain medications (prescription or over-the-counter) dulls the body’s ability to feel sensation. If taken just prior to a scheduled service, the session may need to be modified or postponed.
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Health & Hygiene: Contraindications that were deliberately undisclosed, exhibiting contagious conditions, or arriving unbathed and dirty.
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Behavior & Conduct: Any guest who is disrespectful, aggressive, belligerent, or disruptive in any way toward staff or other guests
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Inappropriate Requests or Conduct: Any behavior or language that is sexually suggestive, discriminatory, or harassing toward staff or other guests
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Safety Concerns: Any actions that compromise the well-being of staff, other guests, or the facility.
If service is refused after arrival, full payment will still be required. No pre-paid booking fees will be refunded or credited.
If service is refused due to inappropriate language, requests, behavior, or safety concerns, the individual will be permanently dismissed as a client and will no longer be allowed to book reservations at our facility.
We are committed to providing a safe and professional environment and appreciate your cooperation in upholding these standards.
GUEST CONDUCT & EXPECTATIONS
EMERGENCIES & HEALTH-RELATED POLICIES
EMERGENCY PROCEDURES
Your safety is our top priority. In the event of an emergency, we have established procedures to ensure that all guests are cared for and informed.
Severe Weather (e.g., Tornadoes, Storms):
In the event of severe weather, we will notify you immediately and guide you to a safer area within the clinic if necessary. We have shelter-in-place procedures in place, and guests may need to remain in the designated safety area until the storm passes.
Medical Emergencies:
Should a medical emergency arise, we will take immediate action to contact emergency services (911) and provide assistance until help arrives.
Other Emergencies:
If there’s any other emergency situation (e.g., fire or evacuation), we will follow local emergency protocols and ensure that all guests are safely evacuated or directed to safety.
We aim to keep you informed and comfortable during any unexpected situations. If you have specific questions or concerns about our safety protocols, please feel free to ask.
EMERGENCY CLOSURE POLICY
Emergency closures may occur due to severe weather, power outages, staff illness, or other unforeseen circumstances that prevent us from safely or effectively providing services.
If your appointment is affected by an emergency closure, we will notify you as soon as possible and work to reschedule your session at the next available time.
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To ensure fairness, we do not adjust appointments for clients already scheduled to accommodate those affected by emergency closures. We appreciate your patience and understanding as we navigate emergency situations while prioritizing care and fairness for all guests in a timely manner.
Thank you for trusting us to provide a safe, professional, and caring environment for your treatments.
SICKNESS POLICY
To maintain the health of our staff and clients, we require rescheduling for any illness or exposure to illness. Details can be found on our Booking Policies page.
MISCELLANEOUS POLICIES
LOST OR FORGOTTEN ITEMS
We are not responsible for lost or forgotten items. Items left at the clinic will be held for 14 days, after which they will be donated or discarded. Please double-check your belongings before leaving.
DIGITAL SIGNATURE OR ACKNOWLEDGEMENT
By scheduling and receiving services at our clinic, you confirm that you have read, understood, and agree to abide by all Clinic Policies.
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CHANGES TO THESE POLICIES​
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We reserve the right to modify, suspend, or discontinue any aspect of our Clinic Policies and Guidelines at any time without prior notice. Your booking a reservation after changes are posted constitutes your acceptance of the updated Policies and Guidelines. Please review these pages periodically for updates.
If you have any questions regarding these Clinic Policies, please feel free to contact us at:
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Blue Diamond Body and Skin
Email: info@bluediamondbodyandskin.com
Phone: 501.350.0488