Effective date: May 25, 2026
This Cancellation Policy applies to all appointments scheduled at Heka Health and Wellness (a d/b/a of Rojan Management Inc) at 115 Broadhollow Road, Suite LL-10, Melville, NY 11747, including Services provided by Amber Stone Medical PC (medical massage, trigger-point therapy, and medical aesthetic Services under the Heka Glow Aesthetics brand) and by Vital Wellness Group (acupuncture). Your appointment time is reserved exclusively for you. Late cancellations and no-shows prevent us from offering that time to other clients and impact our ability to deliver consistent, high-quality care. To keep our scheduling fair to everyone, we maintain the following policy. By booking an appointment, you agree to these terms.
1. 24-Hour Notice Required
We ask that any cancellation or rescheduling request be made at least 24 hours before your scheduled appointment time. This advance notice gives us a reasonable opportunity to offer the appointment to another client.
2. Late-Cancellation Fee
Cancellations or rescheduling requests made less than 24 hours before your scheduled appointment time will be charged a late-cancellation fee of $25.
This fee applies regardless of the type of Service booked or which licensed entity is providing the Service. It is not a charge for the Service itself, is not billed to your insurance, and is not eligible for insurance reimbursement.
3. No-Show Fee
A “no-show” is any scheduled appointment you do not attend without providing prior notice. No-shows will be charged the same $25 late-cancellation fee. Repeated no-shows may, at our discretion, result in a requirement that future appointments be pre-paid in full at the time of booking, or in the suspension of booking privileges.
4. How Fees Are Charged
When you book an appointment, you may be asked to provide a valid credit or debit card to hold the appointment. By providing that card, you authorize the applicable entity (Rojan Management Inc d/b/a Heka Health and Wellness, Amber Stone Medical PC, or Vital Wellness Group) to charge the late-cancellation or no-show fee described in this policy to that card if applicable. If we do not have a card on file, the fee will be added to your account and must be paid before any future appointment can be scheduled.
5. How to Cancel or Reschedule
To cancel or reschedule, please contact us by:
Cancellation requests must be received during our business hours to count toward the 24-hour notice window. Voicemails, emails, or online messages sent outside our business hours are considered received at the start of the next business day. To avoid the late-cancellation fee, please give notice as early as possible.
6. Late Arrivals
Please plan to arrive at least 10 minutes before your scheduled time to complete forms and prepare. If you arrive late, we will make every reasonable effort to provide your full Service, but it may be shortened to respect appointments that follow. The full price of the originally scheduled Service still applies.
7. Exceptions
We understand that life happens. At our discretion, we may waive the late-cancellation fee for documented medical emergencies, sudden illness, or severe weather. To request a fee waiver, please contact us as soon as you reasonably can and provide a brief explanation. Decisions to waive fees are made on a case-by-case basis and are not guaranteed.
8. Insurance-Billed Services
Late-cancellation and no-show fees are personal charges and are not eligible for billing to NYSHIP, the Empire Plan, or any other insurance carrier. They are your responsibility regardless of your insurance coverage for the underlying Service. Charges for the Services you actually receive are billed by the applicable licensed entity (Amber Stone Medical PC for medical massage, trigger-point therapy, and medical aesthetic Services; Vital Wellness Group for acupuncture).
9. Package and Membership Appointments
If you cancel or no-show an appointment booked using a pre-paid Service package, membership, or gift card credit, the late-cancellation fee still applies. Whether the underlying Service credit is forfeited depends on the terms of the specific package, which are provided at the time of purchase. Packages are generally not interchangeable between Amber Stone Medical PC and Vital Wellness Group.
10. Changes to This Policy
We may update this Cancellation Policy from time to time. The current version will always be posted on the Site, and any changes will apply to appointments booked after the changes take effect.
11. Questions
Questions about this policy? Please contact us at (631) 990-4352 or info@hekahealthandwellness.com. Thank you for helping us provide the best possible care for every client.
A note from us: We deeply appreciate your respect for our team’s time, just as we respect yours. The 24-hour policy is in place so we can continue offering high-quality, personalized care while keeping our schedule fair for the many neighbors and NYSHIP members who rely on us.
